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City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 Pre -RFP Submittal Conference Summary Minutes Thursday, July 15, 2010 at 10:00 a.m. RFP No. 10- 07 -01, Professional Towing Services City Clerk Jane A. Hines called the meeting to order, and reminded everyone to sign the attendance sheet as this is a mandatory meeting. Police Chief Fred Maas welcomed everyone and introduced City Clerk Hines, Assistant City Attorney Fernando Amuchastegui, Assistant City Clerk Mauricio Betancur, and Police Captain Michael Grandinetti. The deadline for submission of Request for Proposals documents is Thursday, July 29, 2010 at 10:00 a.m., at which time those sealed responses will be publicly opened in the First Floor Meeting Room. Captain Grandinetti said this is a standard request for Police towing services for our agency with the purpose of selecting two or three companies to use on a rotational basis. He noted on page 15 of the RFP, under Section 2.13 City Vehicles, it refers to City Vehicles up to and including two tons shall be towed at no charge within Miami -Dade and Broward County areas, which is correct but on page 24, Schedule "A ", Rates and Towing, it reflects one ton but it should be two tons. QUESTIONS AND COMMENTS FROM PROSPECTIVE BIDDERS 1. In reference to the Admin Fees on page 23, it says $30, and on page 13 it states maximum charge not exceeding $20.00. We will charge $20.00, not exceeding $30.00, which is what the County charges. This fee is charged to the individual for all the administrative paper work, etc. 2. Is the City collecting an Admin Fee? No. We never have before and we are not going to do it now. 3. We charge the add -on of $30 for the County, and whatever the other cities may charge, and the County gives us $30 to do all the paperwork to send the letters, etc., plus costs for postage, etc. On page 13, Section 2.8, we are saying $20.00 and that includes all costs. 4. We have to notify the lien holder, the insurance company, the owner, etc., and so you may have three to five letters, and postage is $5.42 per letter. It should state $20.00 plus costs. Okay, it will therefore be $20.00 plus costs not to exceed $30.00. 5. Your price rates follow Dade County Ordinance, correct? Because I see you have ten miles before you charge mileage, if you follow Dade County Ordinance they have a five - mile fee, anything after 5 miles they start the mileage. On page 22, the third paragraph, Per Mile Fee for Police Directed Tow, it notes after first five miles.