Agenda 12/10/2019 Item #16E 8 (Purchase w/Everglades Equipment Group)12/10/2019
EXECUTIVE SUMMARY
Recommendation to authorize purchases in excess of $50,000 for John Deere agricultural and turf
equipment parts, repairs and services from EFE, Inc. d/b/a Everglades Equipment Group, as a
single-source provider.
OBJECTIVE: To maintain safe, reliable, and readily available vehicles and equipment that enhance the
County’s capabilities to deliver effective public services during normal and emergency operations.
CONSIDERATIONS: Collier County owns 132 pieces of John Deere agricultural and turf equipment
with a current value exceeding $1.3 million. Most John Deere mechanical parts are proprietary and can be
purchased only from a manufacturer’s authorized regional dealership. EFE, Inc. d/b/a Everglades
Equipment Group (“Everglades Equipment Group”) is the only authorized Original Equipment
Manufacturer dealer in the Collier County area for parts and services of these equipment items.
Everglades Equipment Group maintains replacement parts and trained technicians to provide support for
the various pieces of John Deere agricultural and turf equipment in the County’s inventory.
Pursuant to Section Three, sub-paragraph 3 (Applicability and Approved Thresholds) and Section Eleven,
sub-paragraph 11 (Procurement Methods) of Collier County Procurement Ordinance No. 2017-08, as
amended, the Procurement Director finds that it is in the best interest of the county to waive competition
and allow the single-source procurement of these products and services.
Board authorization is required when purchases will exceed $50,000.00 during a fiscal year. It is
anticipated that the goods and services purchased from Everglades Equipment Group will exceed $50,000
during fiscal years 2020 through 2024. Therefore, staff requests authorization to make these purchases
from Everglades Equipment Group as a single-source vendor for parts and services for FY 2020 thru FY
2024, with Procurement Staff annually reviewing the John Deere distribution system.
FISCAL IMPACT: Funds for Fleet Management service requirements are budgeted annually in the
Fleet Management Fund 521 operating budget. Total expenditures under this single source agreement are
estimated at $90,000 annually.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with
this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To authorize purchases for John Deere agricultural and turf equipment parts
and services from EFE, Inc. d/b/a Everglades Equipment Group as a single-source vendor, for amounts
exceeding $50,000 per fiscal year, for the period FY 2020 thru FY 2024.
Prepared by: Dan Croft, Director, Fleet Management Division
ATTACHMENT(S)
1. EFE MANUFACTURER LETTER (1) (PDF)
2. EFE SS EXCEPTION LETTER (1) (PDF)
3. EFE SS LETTER (1) (PDF)
4. FY20 Waiver Request 035 - Everglades Equipment Group (PDF)
16.E.8
Packet Pg. 2637
12/10/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.8
Doc ID: 10891
Item Summary: Recommendation to authorize purchases in excess of $50,000 for John Deere
agricultural and turf equipment parts, repairs and services from EFE, Inc. d/b/a Everglades Equipment
Group, as a single-source provider.
Meeting Date: 12/10/2019
Prepared by:
Title: Operations Analyst, Senior – Fleet Management
Name: Mario Menendez
11/14/2019 4:11 PM
Submitted by:
Title: Division Director - Fleet Management – Fleet Management
Name: Dan Croft
11/14/2019 4:11 PM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 11/14/2019 4:25 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 11/14/2019 4:26 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 11/15/2019 7:36 AM
Procurement Services Sara Schneeberger Additional Reviewer Completed 11/15/2019 3:22 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 11/18/2019 4:38 PM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 11/18/2019 4:47 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/19/2019 10:23 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 11/19/2019 11:03 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 11/21/2019 11:36 AM
County Manager's Office Sean Callahan Level 4 County Manager Review Completed 11/25/2019 10:42 AM
Board of County Commissioners MaryJo Brock Meeting Pending 12/10/2019 9:00 AM
16.E.8
Packet Pg. 2638
16.E.8.a
Packet Pg. 2639 Attachment: EFE MANUFACTURER LETTER (1) (10891 : Recommendation to authorize purchases in excess of $50,000 for John Deere parts &
16.E.8.b
Packet Pg. 2640 Attachment: EFE SS EXCEPTION LETTER (1) (10891 : Recommendation to authorize purchases in excess of $50,000 for John Deere parts &
16.E.8.c
Packet Pg. 2641 Attachment: EFE SS LETTER (1) (10891 : Recommendation to authorize purchases in excess of $50,000 for John Deere parts & services.)
Collier County
Instructions Waiver Request Form
Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must be
submitted to the division’s Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver requests
greater than $50,000 will require approval by the Board of County Commissioners.
Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on having
only one supplier in the market place, proprietary technology, copyright, patent, or a supplier’s unique capability.
Single source refers to a procurement directed to one source because of standardization, warranty, geographic territory, or other factors,
even though other competitive sources may be available.
Requester Name:
Division:
Item/Service:
Vendor Name:
Historical
Countywide
Spend: ______________________
Requested
date range: _____________
Not to Exceed
per Fiscal Year: _______________
Is there an agreement associated with this
waiver to be reviewed by Contracts?
Yes No
Sole Source
Single Source
One Time Purchase
Multiple Purchases
Description of Purchase: Enter a description 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 essential to County operations.
Information Technology: Select Yes if the products/services are related to Information Technology. If yes, please provide the Purchasing
Compliance Code (PCC) number or email approval documentation.
Yes No If yes, provide the PCC number:__________________________________________________
MIKE BURKS FLEET MANAGEMENT
PARTS SERVICE SALES
EVERGLADES EQUIPMENT GROUP
$50,000 10/1/2019-09/30/2024 $90,000
Purchase parts and services to maintain all County-owned John Deere agricultural and turf equipment.
Shipping/freight charges will be listed separately from the product on all invoices to Collier County
(exception letter attached).
Parts and repairs are needed to maintain County-owned John Deere agricultural and turf equipment.
✔
✔
✔✔
16.E.8.d
Packet Pg. 2642 Attachment: FY20 Waiver Request 035 - Everglades Equipment Group (10891 : Recommendation to authorize purchases in excess of $50,000
Justification: Identify the criteria that qualifies this purchase as a sole or single source. Select from the list below.
Check all that apply (if box is checked, please make sure to provide an explanation 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 documentation 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, timeliness, etc.?
Product Compatibility: Does this product/service provide compatibility with existing equipment that prohibits switching to
another comparable brand/vendor? If yes, provide the detailed explanation below, including what would occur if the other brand/vendor
were used.
Proprietary: Is this product/service proprietary? If yes, provide a detailed explanation below on how its use is restricted by
patent, copyright or other applicable laws and provide documentation validating that claim.
Single Source
Standardization: Is this product/service part of a purchase that the County has already standardized on? If yes, please provide
the detailed information below.
Date of BCC Standardization: ___________________ 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 documentation verifying the warranty.
Geographic Territory: Is this vendor the only vendor authorized to sell this product/service in our region? If yes, provide
documentation from the manufacturer confirming those claims.
Other Factors: Any other reason not listed above, explain below.
Explain: How does this purchase meet the identified sole or single source criteria listed above?
Everglades Equipment Group is the local authorized dealer for John Deere agricultural and turf
equipment, parts, and service. The manufacturer has submitted a letter verifying Everglades Equipment
Group is the sole source dealer in this area.
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✔
16.E.8.d
Packet Pg. 2643 Attachment: FY20 Waiver Request 035 - Everglades Equipment Group (10891 : Recommendation to authorize purchases in excess of $50,000
How was the decision made to use this vendor? Describe in detail if a formal standardization 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 competitive solicitation: What are
the benefits from the continued 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 this pricing compares to other vendors/products and is it considered to be fair and reasonable: Provide information
on 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 standardization.
Yes No
If yes, explain what types:
Competitive bids were used for original purchase of the equipment. Fleet Management's task is to
maintain the equipment efficiently and effectively. Collier County currently has 132 pieces of John
Deere agricultural and turf equipment with current depreciated value exceeding $1.3 million.
Historically, Collier County’s Fleet Management has utilized the regional distributor, Everglades
Equipment Group, for parts and service.
Most mechanical repair parts on the John Deere equipment are proprietary and must be purchased
from an Original Equipment Manufacturer (OEM) authorized regional dealership. Everglades Equipment
Group is the only authorized regional dealership for the Collier County area. When after-market parts
such as tires, batteries, filters, electrical components, and fluids can be applied, existing competitive
bids are used if the prices are favorable.
Costs with Everglades Equipment Group have remained consistent and reasonable. Fleet
Management's inventory system will notify of any price increases. Everglades Equipment Group is the
authorized OEM dealership for John Deere parts and service in the Collier County area. Changing to
the John Deere brand within the last several years was the alternative approach when other brands
proved to be too expensive or unreliable. With the large investment that the County now has with John
Deere, another change would not seem prudent.
✔
16.E.8.d
Packet Pg. 2644 Attachment: FY20 Waiver Request 035 - Everglades Equipment Group (10891 : Recommendation to authorize purchases in excess of $50,000
Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the
technology or vendor offerings have changed? Based on the life expectancy of the product, when do you anticipate evaluating the market
again? Please attach a detailed market evaluation report should the complexity, duration, and dollar amount of the purchase be a high risk
to the County.
It is a felony to knowingly and intentionally circumvent a competitive process for commodities or services by fraudulently
specifying sole source to obtain a benefit for any person or to cause unlawful harm to another. Florida Statute 838.22(2).
Requested by:
Signature:
Date:
Division Director:
Signature:
Date:
Department Head: Required if over $50,000
Signature:
Date:
Procurement Strategist:
Signature:
Date:
Procurement Director:
Or designee
Signature:
Date:
For Procurement Use Only:
Approved Requesting Additional Information Requires RFI/Intent to Sole Source Rejected
Procurement Comments:
Current FY Approval Multi-Year Approval
Start Date: ______________ End Date: __________
Fleet Management will check periodically for other dealers in the area. Currently, Everglades
Equipment Group is the proprietary dealer for John Deere agricultural and turf equipment in this area.
John Deere agricultural and turf equipment has been selected based on reliability, functionality, support,
and cost.
MIKE BURKS
DAN CROFT 10/2/19
Len Price
Sara Schneeberger
Catherine Bigelow
11/13/2019 09/30/2024
BurksMichael Digitally signed by
BurksMichael
Date: 2019.10.01 14:37:40
-04'00'
CroftDan Digitally signed by CroftDan
Date: 2019.10.02 10:36:07
-04'00'
PriceLen Digitally signed by PriceLen
Date: 2019.11.07 13:03:37 -05'00'
SchneebergerS
ara
Digitally signed by
SchneebergerSara
Date: 2019.11.13 12:09:08
-05'00'
Cat Bigelow Digitally signed by Cat Bigelow
DN: cn=Cat Bigelow, o=Collier County
Government, ou=Procurement Services,
email=catherinebigelow@colliergov.net, c=US
Date: 2019.11.14 12:22:19 -05'00'
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16.E.8.d
Packet Pg. 2645 Attachment: FY20 Waiver Request 035 - Everglades Equipment Group (10891 : Recommendation to authorize purchases in excess of $50,000