Agenda 09/10/2013 Item #16E18 9/10/2013 16.E.18.
EXECUTIVE SUMMARY
Recommendation to waive competition and approve Victory Layne
Chevrolet as a sole source vendor for fleet parts, repairs and services, and
authorize payment of invoices received in FY 2013 that may exceed
$50,000.
OBJECTIVE: Efficiently maintain County equipment through an approved
network of approved vendors and dealerships for parts, supplies, and services.
CONSIDERATIONS: Collier County owns and maintains 23 medium-duty
Chevrolet chassis vans to support the Transportation Disadvantaged program.
The only Chevrolet dealership in the Naples/Ft. Myers area that deals in
Chevrolet medium-duty trucks and vans is Victory Layne Chevrolet in Ft. Myers.
They provide critical warranty work, Original Equipment Manufacturer (OEM)
parts, and some major repairs such as engine replacements for the
Transportation Disadvantaged (TD) fleet. Victory Layne Chevrolet was
previously approved by the Purchasing Department for sole source purchases up
to a maximum of $50,000. Operating department repair requirements from
Victory Layne Chevrolet are projected to exceed $50,000 in FY 2013 and
anticipated to exceed $50,000 in subsequent years as the County's
Transportation Disadvantaged fleet has begun to age and requires more
maintenance. Board approval is needed by County policy for waivers of
competition and sole source expenditures above $50,000.
The Board of County Commissioners is authorized to waive competition and
award this vendor as a sole source pursuant to the Collier County Purchasing
Policy, Sections V(A)(2) and (4) as it is in the County's best interest. The
Purchasing Director certifies that this waiver and declaration is in the best
financial interest of the County. Purchases will be made either by purchase order
or by purchasing card.
Staff requests that the Board waive competition and approve Victory Layne
Chevrolet as a sole source vendor for fleet parts, repairs, and services from FY
2013 through FY 2018 (annually reviewing the Chevrolet medium truck/van
distribution system).
FISCAL IMPACT: Funds for repair parts and maintenance services are
budgeted in the Fleet Management Administration, Fund 521, operating budget.
Historically, expenses from Victory Layne Chevrolet have been $50,000 annually.
Staff expects to exceed historical expenses.
GROWTH MANAGEMENT IMPACT: No growth management impact will result
from this action.
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9/10/2013 16.E.18.
LEGAL CONSIDERATIONS: This item has been reviewed and approved as to
form and legality and requires majority vote for approval. — CMG
RECOMMENDATION: That the Board of County Commissioners waives
competition and approves Victory Layne Chevrolet as a sole source vendor for
fleet parts, repairs, and services authorize payment of invoices received in FY
2013 that may exceed $50,000.
PREPARED BY: Daniel A. Croft, Fleet Management Director
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9/10/2013 16.E.18.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.18.
Item Summary: Recommendation to waive competition and approve Victory Layne
Chevrolet as a sole source vendor for fleet parts, repairs and services.
Meeting Date: 9/10/2013
Prepared By
Name: pochopinpat
Title: Administrative Assistant,Facilities Management
8/22/2013 10:53:41 AM
Submitted by
Title: Director-Fleet Management,Fleet Management
Name: CroftDan
8/22/2013 10:53:42 AM
Approved By
Name: CroftDan
Title: Director-Fleet Management,Fleet Management
Date: 8/22/2013 3:39:54 PM
Name: NorthrupAdam
Title: Procurement Strategist,Purchasing
Date: 8/27/2013 4:48:06 PM
Name:pochopinpat
Title: Administrative Assistant,Facilities Management
Date: 8/27/2013 4:49:24 PM
Name: MarkiewiczJoanne
Title: Manager-Purchasing Acquisition,Purchasing&Gene
Date: 8/27/2013 6:41:11 PM
Name: JohnsonScott
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9/10/2013 16.E.18.
Title: Purchasing Agent,Purchasing&General Services
Date: 8/28/2013 3:16:01 PM
Name:PriceLen
Title: Administrator, Administrative Services
Date: 8/28/2013 5:13:35 PM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 8/30/2013 3:29:47 PM
Name: PryorCheryl
Title: Management/Budget Analyst, Senior,Office of Manag
Date: 8/30/2013 4:09:27 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 8/30/2013 4:37:49 PM
Name: OchsLeo
Title: County Manager
Date: 8/31/2013 10:16:52 AM
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9/10/2013 16.E.18.
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Collier County
Cofer County Waiver Request
Adrrinsirative Servroes DiViSI011
Pucnasnc ,
instructions
i
Completed waiver requests must be submitted to the department's procurement professional for any amount above
$3,000.
Purchases above$3000 require three quotes or formal competition. The department must provide justification to
Purchase to request consideration to waive the competitive purchasing process and purchase from a
single vendor, Waivers of greater than $50,000 will require approval byy the Board of explanation the research
Commissioners. To qualify for a waiver: select a waiver category,si nature from your director.Send the waiver
conducted and the supporting rationale,and acquire the approval signature
any research information and contract materials to your purchasing professional in Purchasing,
Requester Name: KARLA NICOL Vendor Name: VICTORY LANE CHEVROLET
Department: FLEET MANAGEM MEDIUM DUTY PARTS
DEPARTMENT Item/Service: see
Requisition #(if applicable): FY13 _Anticipated Cost:
ne : Describe the public health or safety issues that requires the immediate product or service(i.e„The l
6merste v public
supply of vaccination was completely depleted within hours of delivery to the employee health center;the current
vendor will not receive another shipment for 2 weeks). '
1
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Compatibility!Proprietary,(One of a Kind or No Substitute Available): Describe the research completed to
determine that there is only one product or service capable of meeting the County's existing conditions and that no
other vendor can provide a product,component,or replacement part that may be substituted. i
ONLY OEM DEALER FOR MEDIUM DUTY PARTS THAT DELIVER WITHIN 100 MILES IN I
THEIR OWN TRUCK. {
Authorized Distributor: Describe the research completed to find similar features and operability,and a letter from I
the manufacturer naming the single source authorized distributor(s)in the southwest Florida region.
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It Is a felony to knowingly circumvent a competitive process for commodities or services by 1
fraudulently specifying sole source, Florida Statute 035.22(2). 1
Requested by: y " " N ICON Date: ,)10/4/12 ,
Department Director:
MO AN C' e' pl, ,/,�/ / ..,, .�A Date: 10/8/12
Procurement Professional: mil/ // 'KW' Date: c // /Nor 1
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3EP-139-,E012 19:96 From: To:25E6575 Paves1 11
09127112
To Whom It May Concern:
Victory Layne Chevrolet has been a medium duty parts dealer for many
years.We are the only medium duty parts dealer with-in 100 miles that is
able to order factory replacement parts.
We would like to continue to be your dealer for these parts.
If you have any questions please feel free to call me at 1-800.226.7806
or 1-239.9364551x286
Thank You
Dave Marlet
Parts Manager
� I
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9/10/2013 16.E.18.
RE: Repair of large truck
Tim Lennon [tlennon @esterobaychevrolet.com]
Sent:Tuesday,August 27,2013 3:50 PM
To: NorthrupAdam
Mr. Northrup
I'm sorry but we are not able to work on trucks of that size.
Tim Lennon
Service Manager
Phone: 239-908-2600
Fax: 239-908-2601
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Original Message
From: NorthrupAdam [ma .'.. :o:damNo ri;hrup @o::;7lie.rgov.net]
Sent: Tuesday, August 27, 2013 3:45 PM
To: tlennon @esterobaychevrolet.com
Subject: Repair of large truck
Good afternoon Tim
I have a repair that is needed on the following truck; C4500 Kodiak cutaway
chassis with 26-ft. bus body: diesel engine and 242, 625 miles.
Is your facility equipped to be able to work on a vehicle of this size and
model?
Any assistance you can provide me would be greatly appreciated. Thanks!
Adam Northrup
Collier County Purchasing
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9/10/2013 16.E.18.
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9/10/2013 16.E.18.
RE: Fleet Vehicles
Gary Ferry [gary@bobtaylorchevy.com]
Sent:Tuesday,August 27,2013 8:49 AM
To: NorthrupAdam
Good Morning that vehicle is too large for our facility but please consider
us for other opportunities not only county vehicles but collier county
employees and family vehicles discounts on service and repairs
Original Message
From: NorthrupAdam [rai: o:Adam lorthrup @colliergov.ne::]
Sent: Monday, August 26, 2013 6:14 PM
To: Gary Ferry
Subject: RE: Fleet Vehicles
The vehicle that needs a new engine is actually a C4500 Kodiak cutaway
chassis with 26-ft. bus body. It has a diesel engine and 242, 625 miles.
From: Gary Ferry [gary @bobtaylorchevy.com]
Sent: Monday, August 26, 2013 10:48 AM
To: NorthrupAdam
Subject: Re: Fleet Vehicles
Is it gas or diesel
Sent from my iPhone
On Aug 23, 2013, at 4:47 PM, NorthrupAdam
<AdamNorthrup @colliergov.net<mailto:AdamNorthrup @colliergov.net>> wrote:
Gary
Thanks for getting back to me, a few other questions.
Specifically, we have a G4500 that needs the engine replaced. Can your
techs do that, and do you stock other parts on site for G4500, for consumer
sales? Or are those something you would have to order?
Adam Northrup
Collier County Purchasing
239-252-6098
From: Gary Ferry [maJ..'.. : ;:garv@bobt:: ylorchev;;.corn]
Sent: Friday, August 23, 2013 4:25 PM
To: NorthrupAdam
•
Subject: RE: Fleet Vehicles
Hello Adam we can take care of all your vehicle needs and repairs any
service no problem look forward to working with you my direct cell is
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9/10/2013 16.E.18.
941-204-8466
From: NorthrupAdam [ma'.lt:o:Ad.a.mNorthrup@oo]._l.__erqov.net:]
Sent: Friday, August 23, 2013 3:00 PM
To: gary@ bobtaylorchevy.com<mailto:gary @bobtaylorchevy.com>
Subject: Fleet Vehicles
Good afternoon Gary
A quick question for you.
I have a 4500 medium duty van that is in need of service. Is your facility
able to service medium duty fleet vehicles such as this?
Adam Northrup
Procurement Strategist
Collier County Purchasing
3327 Tamiami Trail East
239-252-6098
Under Florida Law, e-mail addresses are public records. If you do not want
your e-mail address released in response to a public records request, do not
send electronic mail to this entity. Instead, contact this office by
telephone or in writing.
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