Res 58-15RESOLUTION NO. 58-15
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF DELRAY BEACH, FLORIDA, APPROVING
ACQUISITIONS WITH AL PACKER FORD, NOT TO EXCEED
$30,000 FOR FISCAL YEAR 2015 FOR OEM FORD REPAIR
PARTS FOR CITY VEHICLES, DECLARING BY A FOUR-
FIFTHS AFFIRMATIVE VOTE THAT THE ACQUISITIONS
FROM AL PACKER FORD ARE IN THE BEST INTEREST OF
THE CITY, UNTIL SUCH TIME THAT AN AWARD IS ISSUED
BY THE PURCHASING DEPARTMENT FOR THE PURCHASE
OF OEM PARTS RELATED REPAIRS TO CITY VEHICLES;
AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, Al Packer Ford has proven to have a large inventory of OEM Ford Parts employs a
large staff of delivery personnel delivering wholesale OEM Ford parts throughout Palm Beach County and
provides fast local delivery of parts expediently; and
WHEREAS, the City's Fleet Maintenance Department is obligated to maintain the City's fleet of
vehicles, including all Ford Police patrol cars, as well as a majority of City vehicles manufactured by Ford, in a
safe, reliable manner and return these vehicles back to service expeditiously; and
WHEREAS, the City orders and receives a significant volume of OEM Ford replacement parts on a
daily basis; and
WHEREAS, the City's Purchasing Depattntent is in the process of issuing an award for the purchase
of OEM automotive repair parts; and
WHEREAS, the cumulative multiple expenditures to date for Fiscal Year 2015 for OEM Ford parts
acquisitions with Al Packer Ford have reached $25,687.98; and
WHEREAS, exceeding this amount of spending requires prior Commission approval under Code of
Ordinances, Chapter 36, Section. 36.03(B), '1W/Xole Acquisitions from Vendor ExceedinX25,000 in Any Fiscal
Year". and
WHEREAS, City of Deltay Beach Fleet Maintenance Department seeks retroactive approval for
payments made to Al Packer Ford in the amount of $687.98, and to make payment to Al Packer Ford for
outstanding amount due £or repair parts received in an amount of $1.,746.74, and not to exceed $30,000 for
Fiscal Year 2015, provided acquisitions are in accordance with Section 36.02(B) Method of Acquisition,
Written. Quotation Method of the City Code of Ordinances; and
WHEREAS, Section 36.02(c)(11) — Best .Interest Acquisitions, of the City's Code of
Ordinances provides that the City may acquire or contract for non -real property, goods or services
without utilizing a Sealed Competitive Method or the Written Quotation Method where the City
Commission declares by at least a fout-fifth (4/5) affirmative vote that waiving the Sealed Competitive
or the Written Quotation Method is in the best interest of the City.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DELRAY BEACH, FLORIDA, AS FOLLOWS:
Section 1. That the foregoing "WHEREAS" clauses are ratified and confirmed as being
true and correct factual findings and are made a specific part of this Resolution.
Section 2. The City Com i_ssion of the City of Deltay Beach hereby declares, by a
minimum four-fifths affirmative vote, that the waiving the City's Sealed Competitive Method or
Written Quotations Procurement Method is in the best interest of the City at this time; and further
declares that acquisitions with Al Packer Ford, in accordance with City's Code of Ordinances Chapter
36, Section 36.03(B), 'Xmlliple Acquisitions from Vendor Exceeding ;$25,000 in Any Fiscal Year", in the
amount not to exceed Thirty Thousand 00/100 dollars ($30,000) for Fiscal Year 20151 is in the best
interest of the City.
Section. 3; This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED by the City Commission of the City of Delray Beach this the 3rd
day of September, 2015.
AYOR
ATTEST:
City Clerk
2
Res No. 58-15
Vehicle Evaluation 1903 -Collision Repairs
The City Garage does everything within its' power to handle vehicle collision repairs as efficiently and
expeditiously as it can, with a purpose to minimize vehicle down time while also being diligent to insure
that the damaged vehicles' actual cash value justifies making repairs.
We work closely with the collision repair shops and with the damage appraisal company to evaluate
damaged vehicles to determine if the actual cash value of the vehicle justifies making repairs, or if the
vehicle should be declared a total loss. The City Garage receives a subscription to the NADA Official Used
Car Guide, a monthly publication, as a tool for determining vehicle values. Generally, the accepted
industry threshold is greater than 70% of actual cash value in damage will warrant declaring the vehicle
a total loss.
In this case, vehicle #1903 was involved in a rear bumper collision on May 26, 2015. Our appraisal
company, Property Damage Appraisers, gave an initial repair appraisal cost of $1,613.13 (attached) on
June 6, 2015.
Note that the NADA book value of this car, taken from the June 2015 NADA book (attached) was $6,675.
Adding $10,273 for the up -fitting of Police lights, siren, graphics, window tint, and miscellaneous Police
equipment brings the actual cash value of the car to $16,948. The initial repair appraisal of $1,613.13 is
just 10% of the actual cash value of the car at the time of the appraisal.
On June 8, 2015, after repairs to the car had begun, we received from Property Damage Appraisers a
supplement (attached) to the repair appraisal, based on additional damage found to the body sub-
structure once the damaged rear bumper was removed. These additional repairs covered by the
supplement added $3,215.62 to the cost of the repairs, bringing the repair total to $4,828.75. A second
supplement dated June 24, 2015 added $284.23 to the repair, bringing the final repair total to
$5,112.98. This new total is still just 30% of the actual cash value of the car. Also consider that the cost
of a new car would be $28,160 plus the $10,273 for up -fitting, resulting in a $38,433 replacement cost.
REMIT TO:
T���T
K
.,. t
BALANCE
�Y
L r
K
ACCOUNTS DUE AND
PREVIOUS
PAGE 1
PAYABLE BY THE
13APR15
32 301225
10th OF THE MONTH
LINCOLN
15APR15
32 301484
1530 N. Military Trail, West Palm Beach, FL 33409
Telephone: 561-689-6550
32 301530
26.80
zA-Av.alpackerford.com
ACCT. NO
16APR15
32 301642
8010
CLOSING DATE
CITY OF
DELRAY BEACH
25JUN15
101 NW
IST AVE
32 301797
DELRAY
BEACH FL 33444
AMOUNT ENCLOSED
PLEASE RETURN THIS PORTION WITH YOUR CHECK
DATE
DOCUMENT/ TRANSACTION
PURCHASES PAvreeNrs scaeolrs
BALANCE
PREVIOUS
BALANCE
13APR15
32 301225
332.65
15APR15
32 301484
23.84
15APR15
32 301530
26.80
16APR15
32 301642
442.85
16APR15
32 301658
90.32
17APR15
32 301797
358.04
17APR15
32 301839
60.56
20APR15
32 301999
41.29
22APR15
32 302189
33.66
24APR15
32 302548
138.94
27APR15
32 302695
13.18
28APR15
32 302808
101.16
29APR15
32 303020
2.56
04MAY15
32 303428
80,89
ACCOUNT
STATUS
PAST DUE
CURRENT
PLEASE PAY
THISAMOUNT D 1,746.74
1,746.74
0.00
OVER30
OVER 60
OVER 90
OVER 120
197.79
1,548.95
0.00
0.00
FINANCE CHARGES will apply if the new balance is unpaid one month from the closing date of statement. The
"FINANCE CHARGES" are computed by a periodic rate of 1.50-. per month which is an ANNUAL PERCENTAGE
RATE of 18 ° applied to the unpaid balance after deducting current payments and/or credits appearing on this
statement from the previous balance.
AL PACKER, INC
CUSTOMER COPY
Coversheet
TO: Mayor and City Commissioners
FROM: Randal Krejcarek, Director of Environmental Services
John Morgan, Interim Deputy Director Public Works
Kevin Rumell, Fleet Superintendent
THROUGH: Donald B. Cooper, City Manager
DATE: July 15, 2015
Page 1 of 2
SUBJECT: AGENDA ITEM 8.E - REGULAR COMMISSION MEETING OF SEPTEMBER 3, 2015
RESOLUTION NO. 58-15/ BEST INTEREST RESOLUTION - AL PACKER FORD
BACKGROUND
Requesting approval of Best Interest Resolution No. 58-15, to increase expenditure limit with
Al Packer Ford in an amount not to exceed $30,000.00 for fiscal year 2015, which includes
retroactive approval of $687.98.
This fiscal year to date, the City has purchased OEM Ford parts from Al Packer Ford in an
amount totaling $25,687.98. In addition, there is an outstanding balance of $1,746.74 due to
Al Packer Ford for parts received through May 4, 2015. With the large number of Ford
vehicles in the fleet, staff anticipates expenditures for OEM parts from Al Packer Ford in the
not to exceed amount of $30,000 through the end of the fiscal year.
The Fleet Division, having a fleet comprised largely of Ford vehicles including all Police Patrol
cars, orders a significant volume of OEM Ford replacement parts on a daily basis. It should be
noted that all Police vehicles require OEM brake, steering, and suspension replacement parts
due to being pursuit rated vehicles.
The City of Delray Beach purchased OEM Ford parts through Al Packer Ford. Although they
are located in West Palm Beach, Al Packer Ford has one of the largest Ford parts inventory,
employing a large staff of delivery personnel, making wholesale parts easily accessible
throughout Palm Beach County.
This request for consideration is in compliance with the Code of Ordinances, Chapter 36,
Section 36.02 (C)(11), "Best Interest Acquisitions".
DISCUSSION
http://agendas.mydelraybeach.com/Bluesheet.aspx?ItemID=9386&MeetingID=575 10/1/2015
Coversheet
Page 2 of 2
Consider approval of Best Interest Resolution No. 58-15, requesting approval of an increase in
the expenditure limit with Al Packer Ford in an amount not to exceed $30,000.00 for Fiscal
Year 2015, including a retroactive payment.
FUNDING SOURCE
Funding is available from Account Code 501-3311-591.52-50.
RECOMMENDATION
Through a motion, approve Best Interest Resolution No. 58-15, requesting approval of an
increase in the expenditure limit with Al Packer Ford in an amount not to exceed $30,000.00
for Fiscal Year 2015, including a retroactive payment $687.98.
http://agendas.mydelraybeach.com/Bluesheet.aspx?ItemID=9386&MeetingID=575 10/1/2015
RESOLUTION NO. 58-15
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF DELRAY BEACH, FLORIDA, APPROVING
ACQUISITIONS WITH AL PACKER FORD, NOT TO EXCEED
$30,000 FOR FISCAL YEAR 2015 FOR OEM FORD REPAIR
PARTS FOR CITY VEHICLES, DECLARING BY A FOUR-
FIFTHS AFFIRMATIVE VOTE THAT THE ACQUISITIONS
FROM AL PACKER FORD ARE IN THE BEST INTEREST OF
THE CITY, UNTIL SUCH TIME THAT AN AWARD IS ISSUED
BY THE PURCHASING DEPARTMENT FOR THE PURCHASE
OF OEM PARTS RELATED REPAIRS TO CITY VEHICLES;
AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, Al Packer Ford has proven to have a large inventory of OEM Ford Parts employs a
large staff of delivery personnel delivering wholesale OEM Ford parts throughout Palm Beach County and
provides fast local delivery of parts expediently; and
WHEREAS, the City's Fleet Maintenance Department is obligated to maintain the City's fleet of
vehicles, including all Ford Police patrol cars, as well as a majority of City vehicles manufactured by Ford, in a
safe, reliable manner and return these vehicles back to service expeditiously; and
WHEREAS, the City orders and receives a significant volume of OEM Ford replacement parts on a
daily basis; and
WHEREAS, the City's Purchasing Department is in the process of issuing an award for the purchase
of OEM automotive repair parts; and
WHEREAS, the cumulative multiple expenditures to date for Fiscal Year 2015 for OEM Ford parts
acquisitions with Al Packer Ford have reached $25,687.98; and
WHEREAS, exceeding this amount of spending requires prior Commission approval under Code of
Ordinances, Chapter 36, Section 36.03(B), "Multple Acquisitions from Vendor Exceeding x'25,000 in Any Fiscal
Year"; and
WHEREAS, City of Delray Beach Fleet Maintenance Department seeks retroactive approval for
payments made to Al Packer Ford in the amount of $687.98, and to make payment to Al Packer Ford for
outstanding amount due for repair parts received in an amount of $1,746.74, and not to exceed $30,000 for
Fiscal Year 2015, provided acquisitions are in accordance with Section 36.02(B) Method of Acquisition,
Written Quotation Method of the City Code of Ordinances; and
WHEREAS, Section 36.02(c)(11) — Best Interest Acquisitions, of the City's Code of
Ordinances provides that the City may acquire or contract for non -real property, goods or services
without utilizing a Sealed Competitive Method or the Written Quotation Method where the City
Commission declares by at least a four -fifth (4/5) affirmative vote that waiving the Sealed Competitive
or the Written Quotation Method is in the best interest of the City.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DELRAY BEACH, FLORIDA, AS FOLLOWS:
Section 1. That the foregoing "WHEREAS" clauses are ratified and confirmed as being
true and correct factual findings and are made a specific part of this Resolution.
Section 2. The City Commission of the City of Delray Beach hereby declares, by a
minimum four-fifths affirmative vote, that the waiving the City's Sealed Competitive Method or
Written Quotations Procurement Method is in the best interest of the City at this time; and further
declares that acquisitions with Al Packer Ford, in accordance with City's Code of Ordinances Chapter
36, Section 36.03(B), "Multiple Acquisitions from Vendor Exceeding x'25,000 in Any Fiscal Year", in the
amount not to exceed Thirty Thousand 00/100 dollars ($30,000) for Fiscal Year 2015, is in the best
interest of the City.
Section 3: This Resolution shall take effect
PASSED AND ADOPTED by the City Commission of the City of Delray Beach this the
day of , 2015.
ATTEST:
City Clerk
2
MAYOR
Res No. 58-15