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r <br />DEC 211993 BOOK 91 F .318 <br />DATE: DECEMBER 20, 1993 <br />TO: HONORABLE BOARD OF COUNTY COMMISSIONERS <br />THRU: JAMES E. CHANDLER <br />COUNTY ADMINISTRATOR <br />FROM: H.T. "SONNY" DEAN, DIRECTO <br />DEPARTMENT OF GENERAL SERACE <br />SUBJECT: ANIMAL CONTROL CARGO VAN <br />Emergency Services had a cargo van replacement budgeted and <br />approved for the 1993-94 fiscal year. The present van is in such <br />poor condition cost of repairs were prohibitive. The assigned <br />officer did not have a vehicle for use. <br />Since, the new State Contracts for vehicles have not been awarded, <br />an effort was made to eliminate the operational problems and <br />expedite the process. Bid number 4046 was advertised and <br />received. Only one vendor responded to the advertisement and his <br />bid was too high for the budget amount. Staff has recommended not <br />to accept this bid. <br />Due to the urgency of this situation, Purchasing Staff called <br />every local and known dealer that has participated in our <br />automotive bidding process, in an effort to obtain a vehicle as <br />soon as possible. Duval Ford in Jacksonville had a van that was <br />left over from the 1992-93 State Contract order and was willing to <br />sell it to the County at last year's contract price. This <br />purchase required immediate action because the vendor was going to <br />sell it "first come", first served". <br />Under authority of Indian River County's Purchasing Manual, this <br />writer authorized a Emergency Purchase Order to Duval Ford to buy <br />the vehicle at a price of $13,391.00, which is $2,111.00 less than <br />the bid amount of $15,502.00. <br />This type emergency action requires Board notification due to <br />pricing over the $5,000.00 threshold. <br />Commissioner Macht questioned why we went to a single source <br />to start with, and General Services Director Sonny Dean explained <br />that we originally mailed this out to 12 vendors, but received only <br />one bid which was over what we had budgeted. <br />ON MOTION by Commissioner Eggert, SECONDED by <br />Commissioner Adams, the Board unanimously (4-0, <br />Chairman Bird being absent) acknowledged the <br />purchase of the cargo van from Duval Ford and <br />approved the Emergency Purchase Order in the amount <br />of $13,391, as recommended by staff. <br />8 <br />� � i <br />