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HomeMy WebLinkAboutReso 2002-490 RESOLUTION NO. 2002- 4 q () A RESOLUTION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING A CAR RENTAL AGREEMENT BETWEEN THE CITY OF SUNNY ISLES BEACH AND ROYAL RENT-A-CAR SYSTEMS OF FLORIDA, ATTACHED HERETO AS EXHIBIT "A"; AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT; AUTHORIZING THE CITY MANAGER TO DO ALL OTHER THINGS NECESSARY TO EFFECTUATE THE TERMS OF THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Sunny Isles Beach desires to enter into an agreement with Royal Rent-A-Car Systems of Florida, to meet the vehicle needs of the Police Department; and WHEREAS, the agreement between the City and Royal Rent-A-Car Systems of Florida is exempt from the competitive bid requirements pursuant to Article 6( c) of the Procurement Ordinance; and WHEREAS, Royal Rent-A-Car Systems of Florida, has provided a plan most advantageous to the City of Sunny Isles Beach, as stated in the agreement, attached hereto as Exhibit "A", including extending the agreement upon mutual consent for two additional one-year periods. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS: Section 1. Aporoval of Car Rental Agreement. The City is hereby authorized to enter into a car rental agreement between the City of Sunny Isles Beach and Royal Rent-A-Car Systems of Florida, for rental of vehicles for the Sunny Isles Beach Police Department, in an amount of $575.50 per month for Group I, and $710.00 per month for Group II, as more particularly set forth in the agreement attached hereto as Exhibit "A". Section 2. Authorization ofMavor. The Mayor is hereby authorized to execute said agreement. Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all things necessary to effectuate the terms of this resolution. Section 4. Effective Date. The Resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 14th day of November 2002. Page 1 of2 Draft R2002- Royal Rent A Car Lease ':, J l .t A#TIsr. . -.I11...I:,..... ... ,3 ~ . , '" / ;,.' .... t' , 'Cf(vL,J ~tk Richard Btown.Morilla, City Clerk APPROVED AS TO FORM ANDLE AL UFFICIENCY: Vote: 5-0 Mayor Samson Vice Mayor Iglesias Commissioner Edelcup Commissioner Goodman Commissioner Kauffman V(Yes) V(Yes) ~es) =:!2[Yes) ~(Y es) Draft R2002- Royal Rent A Car Lease Moved by: ('1))'yv~ ~~OrLLf Seconded by: (1~ Goo~mAtJ _(No) (No) _(No) _(No) _(No) Page 2 of2 Car RentaVLease Contract Whereas ROYAL Rent-A-Car Systems of Florida, Inc. 3801 NW 25TH Street, Miami, Florida, 33142 (herein after referred to as ROYAL), And City of Sunny Isles Beach (herein referred to as Sm), desire to enter into an agreement which is to be governed by the following terms and conditions. Terms Beginning..1J t>V. 1), 2-D()L-. and expiring on September 30th, 2003. Upon mutual agreement this contract may be extended for two additional 0 ne- year periods. All conditions will remain the same, with the rates subject to increase in accordance with the preceding years Consumer Price Index (CPI). In no event shall the price adjustment exceed five percent (5%). The sm shall at their discretion have the flexibility to add additional vehicles or return vehicles, as their needs require. Delivery Initial vehicles under the terms of this contract will be made available at the closest ROYAL office or any office that the contracting agency finds convenient. Cars To Be Provided ROYAL will provide a selection of cars, wagons, vans and trucks from which sm may choose. This selection will be classified into groups for pricing. From these groups, sm may choose the vehicles desired. During the term of this contract, sm may exchange vehicles within the same pricing groups at any time. If at any time a vehicle is disabled due to a mechanical or accidental reason, a replacement or exchange vehicle will be issued immediately upon return of said vehicle. A wide variety of vehicles will be made available both as to make, model and color. Maintenance ROYAL will maintain the vehicles provided under this program, both as to mechanical repairs and routine maintenance. When a contract vehicle is down for service, a replacement or loaner vehicle will be provided immediately upon return of said vehicle. In the event of an accident, a loaner or replacement vehicle will be provided at no additional charge while the contract vehicle is repaired. Page I Confidentiality Given the nature of the use of the contract vehicles, ROYAL is fully aware of the need for confidentiality and will do everything in its power to ensure these needs. Vehicle Usal!e It is understood and agreed that vehicles rented under this contract are intended for undercover investigation, surveillance, and governmental purposes. The vehicles rented under this contract are not intended for use in traffic control and enforcement, nor are they intended for use in chase and apprehension or transportation of suspects under arrest. It is further understood that a situation may occur outside the control of either sm or ROYAL, which may require emergency use of a contract vehicle in a non-anticipated fashion. Mileal!e Limitation No mileage charges are anticipated by this contract. However, no contract vehicle will be driven over a mileage that exceeds twenty thousand (20,000) miles. Any vehicle approaching said mileage limitation will be returned and a replacement will be issued. Modification Of Vehicles ROYAL specifically agrees that the sm may at it's own expense; apply tinting to the windows of any contract vehicle. Subsequently there will be no charge to the sm to remove tinting if it becomes necessary. The SIB may, at it's own expense install any electronic equipment it may deem necessary, providing said installation causes no permanent damage to the program vehicle. (i.e., holes in sheet metal or dash area of vehicle.) BilIinl! And Payments The sm will issue a purchase order to cover vehicles under this program. ROYAL will invoice the sm on a monthly basis and expect payment of same within fifteen (15) days, following usage period being billed. Page 2 Insurance Option It is understood that SIB is self -insured for both physical damage and third person property injury. The SIB shall be responsible for all claims and losses caused by operation of all vehicles under this contract to the fullest extent provided by law. The SIB shall be responsible for any and all physical damages to a contract vehicle regardless of fault and subrogation rights will be assigned. ROY AL will repair any and all contract vehicles at an authorized repair facility. The SIB may at their discretion appraise said vehicle prior to repair. A self-funded insurance statement shall be provided prior to pick- up of contract vehicles. The SIB will hold harmless ROYAL from all claims, losses, injuries whatsoever, including attorney fees, court costs or otherwise including all appellate levels, relating to such use. sm shall not be responsible for any and all physical damages that occur prior to the delivery of the vehicle at any employee of sm. Rate Structure Group I Group II Group III $575.50 per month $710 per month $865 per month $7440 per year $8640 per year $10380 per year · For vehicle listings please see page 4. ~ @ . Date: Accepted by: City of Sunny Isles Beach, Florida: II/I-r-/VJ- p)e~ \.~ /~ ~~~ Group I Group II Group III Vehicle Classifications 2002-2003 Model Year Ford: Focus, Mustang HT, Mustang Convertible, Taurus Nissan: Sentra, Altima, Maxima Chevy: Impala Ford: Explorer, Windstar, F150 Nissan: Exterra, Quest Chevy: Silverado Ford: Expedition Chevy: Tahoe # Page 4 8 Z ~, ~ 8 ~ .... < ...c .~ r.I.J ~ \ ?'I .... ~ cu .E:: ~ Z ~ ::: <::S ~ ~ cu ~ '0 ~ ::: ~ ~ ::r:: ~ ::: cu cu .... 0 cu ,E:: ~ Z .... "" ~ = be ~ ~ Q. '-. 0 < ?'I <::S Q ~ .... "" ~ ~ i.t:: cu ...c 00 (- ~ <u ~ ...c ~ ~ ..0 <::S .... "" r:Jl r.I.J ~ ~, Z Z P 00 ~ . ;'",-:',';i.j._~-,;~.:',..':: . " " " ~ + '1'rea ~ ' ClikfofP.~ To: The Commission, City Manager and Mayor of Sunny Isles Beach Fred A, Maas, Chief of Police From: Date: November 14,2002 Subject: Authorization for the Mayor to enter into an agreement between the City of Sunny Isles Beach and the Royal Rent-A-Car Systems of Florida. Recommendation: It is recommended that the City Commission approve a Resolution authorizing the Mayor to execute and enter into an agreement between the City of Sunny Isles Beach and the Royal Rent-A-Car Systems of Florida, further authorizing the City Manager to do, all things necessary to effectuate the terms of this agreement. Reason: The need for undercover (rental) vehicles for use by detectives within the police department is imperative to the operation of the department Use of these .vehicles is" designed for pro-active investigations, undercover surveillances and approved governmental purposes. Detective work by its very nature requires the use of unmarked,' unidentifiable vehicles for investigative purposes. The projected cost of this program is' approximately $ 7,440.00 per year, per vehicle, totaling approximately $ 52,080.00. fora' total of seven (7) rental vehicles per year. Additional Information: Effective October 21, 2002 Interamerican Car Rental with whom the police department previously contracted for rental vehicles. Discontinued business and closed' their operation. This created an immediate action on the part of many police departments, including the Sunny Isles Beach Police Department to actively seek out an alternate' company. Royal Rent-A-Car Systems of Florida is an authorized and approved Miami~ . Dade County vendor for rental vehicles to governmental and police agencies. The police department anticipates full reimbursement of the rental fees for three (3) of the rental vehicles by the federal government by virtue of our detached investigators to DEA "arid the FBI. ' ~a~ / / - / '7 - 2 00;)..... Date Chiefs Signature 17070 COLLINS A VENUE #255-SUNNY ISLES BEACH FLORIDA 33160 (305) 947-4440 FAX (305) 947-4680