Agenda 05/14/2024 Item #16F 6 (To efficiency maintain County vehicles and equipment through an approved single-source vendor and dealership for parts, supplies, and services)05/14/2024
EXECUTIVE SUMMARY
Recommendation to authorize expenditures under a single-source waiver for five years (FY24 through
FY28), in an amount not to exceed $100,000 per fiscal year, to obtain Original Equipment Manufacturer
(“OEM”) parts, and non-OEM parts, freight, and services from Everglades Farm Equipment Inc. d/b/a
Everglades Equipment Group, necessary to maintain County-owned agricultural and turf equipment and
attachments.
_____________________________________________________________________________________
OBJECTIVE: To efficiently maintain County vehicles and equipment through an approved single -source vendor
and dealership for parts, supplies, and services.
CONSIDERATIONS: The Fleet Management Division is tasked with maintaining the County Fleet, including
special-purpose agricultural and turf equipment and attachments. The County currently owns 195 different John
Deere and Frontier items, which include mowers, mower decks, cultivators, utility vehicles, loaders, tractors, and
other equipment and attachments. These items are utilized by the Public Utilities Department, Transportation
Management Services Department, Public Services Department, and Growth Management Community
Development Department. Those departments are tasked with waste removal, road maintenance, swale
maintenance, park maintenance, public safety, and code enforcement, all mission-critical services for the County.
The Fleet Management Division must have access to a local dealer for parts, service, and warrantable items. The
Fleet Management Division can maintain these pieces of equipment for a fraction of the cost of replacement by
having access to a reliable service, warranty, and parts supplier. Such maintenance provides the added benefit of
greatly minimizing downtime. Everglades Farm Equipment Inc. d/b/a Everglades Equipment Group (“Everglades
Equipment Group”) is the authorized and closest John Deere and Frontier dealer for Collier County. The close
proximity of this dealer minimizes transportation time and costs for parts and services.
In accordance with Section Eleven, subparagraph 11 of Collier County Procurement Ordinance No. 2017 -08, as
amended, staff requests that the Board find that it is in the best interest of the County to purchase OEM and non -
OEM parts, services, and related materials from Everglades Equipment Group, as a single-source authorized
geographic territory vendor for FY24 through the end of FY28. The Everglades Equipment Group supplies parts
and services to Collier County at a set government municipality rate. Historically, purchases from this vendor were
approximately $80,000 per fiscal year for OEM parts, services, and related materials. The annual expenditures were
$71,740 in FY21, $81,739 in FY22, and $89,457 in FY23.
The Procurement Services Division posted a public notice of the County’s intent to designate Everglades
Equipment Group as a single source to the vendor community through BidSync for seven days and did not receive
any responses.
Between 1990 and 2020, the average price of parts increased by about 1.9%. In 2022, the year-over-year percentage
change in parts pricing spiked to an all-time high of 10.2% across the industry. This jump is attributed to inflation,
supply chain issues for new vehicles, and longer life cycles that have increased parts demands across the industry
by nearly 20% per year. With parts shortages, greater parts demand, inflation increasing expenses, older vehicles
falling out of warranty, and additional units now in service, purchases are exceeding historical spending amounts.
Purchases will be made using a purchase order.
FISCAL IMPACT: Funds for repair parts and maintenance services are budgeted in the Fleet Management
Administration, Fund 5021, operating budget. Expenditures with Everglades Equipment Group are projected not to
exceed $100,000 per fiscal year.
GROWTH MANAGEMENT IMPACT: No growth management impact will result from this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board
approval. -SRT
RECOMMENDATION: To authorize expenditures under a single-source waiver for five years, from FY24
through FY28, in an amount not to exceed $100,000 per fiscal year, to obtain OEM parts and non -OEM parts,
16.F.6
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05/14/2024
freight, and services from Everglades Farm Equipment Inc. d/b/a Everglades Equipment Group necessary to
maintain County-owned agricultural, turf equipment, and attachments.
PREPARED BY: John King, Fleet Director, Fleet Management Division
ATTACHMENT(S)
1. 24-090-WV Approved (1) (PDF)
2. Everglades Single Source Letter (PDF)
16.F.6
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05/14/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.6
Doc ID: 28611
Item Summary: Recommendation to authorize expenditures under a single-source waiver for five years (FY24
through FY28), in an amount not to exceed $100,000 per fiscal year, to obtain Original Equipment Manufacturer
(“OEM”) parts, and non-OEM parts, freight, and services from Everglades Farm Equipment Inc. d/b/a Everglades
Equipment Group, necessary to maintain County-owned agricultural and turf equipment and attachments.
Meeting Date: 05/14/2024
Prepared by:
Title: – Fleet Management
Name: John King
04/16/2024 12:29 PM
Submitted by:
Title: – Fleet Management
Name: John King
04/16/2024 12:29 PM
Approved By:
Review:
Fleet Management John King Director Review Completed 04/16/2024 12:31 PM
Procurement Services Sandra Srnka Level 1 Purchasing Gatekeeper Completed 04/16/2024 2:14 PM
Corporate Business Operations Kenneth Kovensky Other Reviewer Completed 04/17/2024 3:50 AM
Procurement Services Sandra Srnka Procurement Director Review Completed 04/24/2024 11:32 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 04/24/2024 2:41 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 04/24/2024 3:53 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 04/25/2024 8:48 AM
Office of Management and Budget Blanca Aquino Luque OMB Reviewer Completed 04/25/2024 1:44 PM
County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 05/06/2024 11:32 AM
Board of County Commissioners Geoffrey Willig Meeting Pending 05/14/2024 9:00 AM
16.F.6
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WAIVER REQUEST FORM
Instruc�ons: The Procurement Ordinance, 17-08, as amended, Sec�on Eleven, Procurement Methods, defines single
and sole source. Complete this form for purchases greater than $3,000 and provide the suppor�ng documenta�on to
the Procurement Services Division. Waiver requests greater than $50,000 will require approval by the Board of
County Commissioners. Complete all sec�ons of this form prior to submi�ng it to Procurement.
Defini�ons:
•Single source refers to a procurement directed to one source because of standardiza�on, warranty, or other
factors, even though other compe��ve sources may be available.
•Sole source refers to a procurement where the selec�on of one par�cular supplier to the exclusion of all others
may be based on a lack of compe��on, proprietary technology, copyright, warranty, or a supplier’s unique
capability.
SECTION ONE
Requester Name: Division:
Item/Service: Vendor Name:
SECTION TWO
Historical Countywide
Spend:
Requested Date Range: Not to Exceed Amount
Per Fiscal Year:
Is there an agreement
associated with this waiver to
be reviewed by Contracts?
Yes No
SECTION THREE
Quote/Proposal: Yes No
If yes, atach.
Agreement/Terms & Condi�ons: Yes No
If yes, atach.
SECTION FOUR
Sole Source Single Source One Time Purchase Mul�ple Purchases
SECTION FIVE
Descrip�on of Purchase. Enter a descrip�on of the item(s) that will be purchased under this waiver.
Purpose. Describe in detail the public purpose of the requested item(s) and why it is essen�al to County opera�ons.
Page 1 of 4
Revised 9/2023
16.F.6.a
Packet Pg. 1725 Attachment: 24-090-WV Approved (1) (28611 : To authorize expenditures under a single-source waiver for five years, from FY24 through FY28)
WAIVER REQUEST FORM Page 2 of 4
Revised 9/2023
SECTION SIX
Informa�on Technology. Select Yes if the products/services are related to Informa�on Technology. If yes, provide the
Purchasing Compliance Code (PCC) number or email approval documenta�on.
Yes No If yes, provide the PCC number:
SECTION SEVEN
Jus�fica�on. Iden�fy the criteria that qualifies this purchase as a sole or single source. Check all that apply (if a box is
checked, make sure to provide an explana�on below):
Sole Source
Only Authorized Vendor or Distributor. Is this vendor the only vendor authorized to sell this product/service?
If yes, explain below and provide documenta�on from the manufacturer confirming claims made by the
distributors.
No Comparable Product or Service. Is there another vendor who can provide a similar product/service,
regardless of cost, convenience, �meliness, etc.?
Product Compa�bility. Does this product/service provide compa�bility with exis�ng equipment that prohibits
switching to another comparable brand/vendor? If yes, provide the detailed explana�on below, including what
would occur if the other brand/vendor were used.
Proprietary. Is this product/service proprietary? If yes, provide a detailed explana�on below on how its use is
restricted by patent, copyright, or other applicable laws and provide documenta�on valida�ng that claim.
Single Source
Standardiza�on. Is this product/service part of a purchase that the County has already standardized on? If yes,
please provide detailed informa�on below.
Date of BCC Standardiza�on: BCC Agenda Item Number:
Warranty. Is this the only vendor able to complete factory-authorized warranty services on County owned
equipment? If yes, provide the documenta�on verifying the warranty.
Geographic Territory. Is this vendor the only vendor authorized to sell this product/service in our region? If
yes, provide documenta�on from the manufacturer confirming those claims.
Other Factors. Any other reason not listed above. Explain below.
Explain. How does this purchase meet the iden�fied sole or single source criteria checked above?
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Packet Pg. 1726 Attachment: 24-090-WV Approved (1) (28611 : To authorize expenditures under a single-source waiver for five years, from FY24 through FY28)
WAIVER REQUEST FORM Page 3 of 4
Revised 9/2023
How was the decision made to use this vendor? Describe in detail if a formal standardiza�on process was performed
via Procurement or if there is a historical precedence established for the use of the product, please explain purchase,
and use history and the current level of County investment in the product.
Explain why it is in the County’s best interest to use this product/service rather than issuing a compe��ve solicita�on.
What are the benefits from the con�nued use? Are there costs that would be incurred if a different vendor/product
was used? What would occur if another brand/vendor was used?
Explain how the pricing compares to other vendors/products and is it considered to be fair and reasonable. Provide
informa�on of historical use and whether pricing has increased/decreased. If sole source and no other product is
available, provide the cost for addressing the needs via an alternate approach.
Will this purchase obligate the County to future ancillary products or services, either in terms of maintenance or
standardiza�on? If yes, explain what types.
Yes No
16.F.6.a
Packet Pg. 1727 Attachment: 24-090-WV Approved (1) (28611 : To authorize expenditures under a single-source waiver for five years, from FY24 through FY28)
WAIVER REQUEST FORM Page 4 of 4
Revised 1/2024
Market research and market alterna�ves. When was the last �me a market evalua�on was performed to determine if
either the technology or vendor offerings have changed? Based on the life expectancy of the product, when do you
an�cipate evalua�ng the market again? Atach a detailed market evalua�on report if the complexity, dura�on, and dollar
amount of the purchase will be a high risk to the County.
It is a felony to knowingly circumvent a compe��ve process for commodi�es or services by fraudulently specifying
sole source. Florida Statute 838.22(2).
SECTION EIGHT
Requested by: Signature:
Division Director: Signature:
Department Head (Required if over $50,000): Signature:
Procurement Strategist: Signature:
Procurement Director (or designee): Signature:
Procurement Use Only
Date Adver�sed:
Date of Recommending
Designa�on:
Date of Designa�on
Denied:
Approved For:
Start Date:
End Date:
Approved by Board:
Date:
Agenda#:
Contract #:
Contract Not Applicable
Waiver #:
16.F.6.a
Packet Pg. 1728 Attachment: 24-090-WV Approved (1) (28611 : To authorize expenditures under a single-source waiver for five years, from FY24 through FY28)
16.F.6.b
Packet Pg. 1729 Attachment: Everglades Single Source Letter (28611 : To authorize expenditures under a single-source waiver for five years, from FY24 through