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HomeMy WebLinkAboutReso 2004-692 RESOLUTION NO. 2004- ,q'~ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING AN INTERLOCAL AGREEMENT BY AND BETWEEN THE CITY OF SUNNY ISLES BEACH AND MIAMI- DADE COUNTY, GSA, FLEET MANAGEMENT DIVISION, ATTACHED HERETO AS EXHIBIT "A", FOR FLEET MANAGEMENT SERVICES; PROVIDING AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE THE INTERLOCAL AGREEMENT AND TO DO ALL THINGS NECESSARY TO EFFECTUATE SAID AGREEMENT; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Sunny Isles Beach is desirous of maintaining its considerable fleet of vehicles; and WHEREAS, the Miami-Dade County Fleet Management Division operates and manages Miami-Dade County's vehicle maintenance and fueling facilities and has experience in the fleet management industry; and WHEREAS, Miami-Dade County has agreed to render to the City a high level of vehicle maintenance and fueling facilities services, and the City is desirous of contracting for such services upon the terms and conditions hereinafter set forth in attached Interlocal Agreement; and WHEREAS, the City Commission has reviewed the proposed Interlocal Agreement with Miami-Dade County for these services embodying the terms set forth herein. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, THAT: Section 1. Approval of Interlocal Agreement. The Interlocal Agreement, by and between the City of Sunny Isles Beach and Miami-Dade County, for fleet management services, attached hereto as Exhibit "A", is hereby approved. Section 2. Authorization of City Manager. The City Manager are hereby authorized to execute said Agreement and to do all other things necessary to effectuate same. Section 3. Effective Date. This Resolution shall become effective upon adoption. PASSED AND ADOPTED this 22nd day of July, 2004. R2004- Interloeal Agmt w/County reo' Fleet Mgmt Srvs Page 1 of 2 ., .. . . .: I . t) . . "', "<)/"_. 'A TIfES'f.: /, '. ;i3_~;I'li _~ ~ . ~~. ". "Jane' A. Itines, City Clerk .. .h.)' , t , ..... ') , " ~ ~ ~:: ~) . ~ ...~ ~. APPROVED AS TO FORM A C NCY: Vote: S.{) Mayor Ede1cup Vice Mayor Goodman Commissioner Brezin Commissioner Iglesias Commissioner Thaler ---LdY es) L/{y es) V(Yes) ]dYes) , (Yes) R2004- Interlocal Agmt w/County re: Fleet Mgmt Srvs Moved by: G ~ ~. IHA-L ~-,^ hvvY\,~ *-' G ~ cLNW~/\,- B~ 'Z:.. "'2.., N Seconded by: _(No) _(No) _(No) _(No) _(No) Page 2 of 2 AGREEMENT BETWEEN MIAMI-DADE COUNTY AND THE CITY OF SUNNY ISLES BEACH THIS AGREEMENT, was entered into this ~1ay of ~ , 004, by Miami-Dade County, GSA, Fleet Management Division (Fleet Management Divisi or FMD) and the City of Sunny Isles Beach (Requesting Agency or the City). WHEREAS, the City of Sunny Isles Beach has requested that the Fleet Management Division provide them with vehicle maintenance and fueling services; and WHEREAS, the Fleet Management Division operates and manages Miami-Dade's vehicle maintenance and fueling facilities and has experience in the fleet management industry; NOW THEREFORE, the parties do mutually agree as follows: I - TERM: This Agreement shall commence on b , 2004 and continue indefinitely, subject to the right of either part to terminate. Either party may terminate this agreement at any time, upon giving the other party 60 days notice. II - SERVICES: A. FMD agrees to provide vehicle maintenance and fueling services at the Police Station 6 shop located at 15665 Biscayne Boulevard, which will serve as the primary service facility. Police Station 9 in Carol City may also be used by City vehicles as a secondary service facility. These services include: I) Preventive Maintenance Services at approximately 3,000 miles for most units 2) All scheduled and non-scheduled repairs 3) Towing services using approved FMD vendors 4) Tire service using in-house tire service or approved FMD vendors 5) Fuel to be provided at anyone of the Fleet Management fuel facilities located throughout the County. A list of fueling sites will be furnished with the locations and operating hours. 6) Up to four designated parking spaces in a secure area within the Police Station 6 shop compound in which City vehicles serving as loaners may be kept for use as needed. B. Magnetic fuel cards will be provided for each vehicle and can be used at anyone of the fuel sites. An artificial 6-digit vehicle ID number will be created for each of the vehicles to properly identify them in FMD's database. C. If problems are encountered during fueling, assistance should be requested from an FMD employee on site, if available, or call 375-5186 (as listed on the back of the fuel card) for SIB assistance. Fuel card replacements should be requested by fax to FMD's Fuel Card Section, at 375-2296. D. Level and Quality of Service I) Level of Service: A light duty PM service shall be performed in the most efficient time possible. During PM inspections, any deficient items reported by the operator will be repaired. Other unreported deficiencies observed by the technician, which may affect safety or could cause damage to the equipment, will also be repaired. The City will be notified when an extended period of time is needed to complete a repair. 2) Quality of Service: Quality of service can be measured by comebacks. A comeback can be defined as a closed work order in which repair task(s) are required on a vehicle for the second time within a defined comeback period, generally within thirty days. If the Fleet Management Supervisor verifies that the original service was not performed adequately, the service to correct the problem will be done at no additional charge to the City. 3) Service Warranty: All service provided by FMD shall be performed at a level equal to prevailing industry standards. 4) Public Safety Emergency Situations: In order to ensure that the City as the ability to get priority service for its service-critical Public Safety vehicles in unusual emergency cases, the Public Works Director, Fleet Manager, or Fleet Maintenance Coordinator of the City of Sunny Isles Beach may designate certain repair cases involving Police vehicles as 'emergencies', and that the Facility Supervisor of the FMD will agree to assign these cases a high priority. III - INDEMNIFICATION The City shall indemnify and hold hannless the County and its officers, employees, agents, and instrumentalities from any and all claims, liability, losses or damages which may arise out of the actions of the City, its employees, agents, officers, and assigns, arising out of this agreement to the extent allowable by law. The City shall pay all claims and losses of any nature whatsoever in connection therewith and shall defend all suits, in the name of the County when applicable, and shall pay all costs, including attorneys fees and judgments which may issue thereon. The County shall also indemnify and save hannless the City from any and all claims, liability, losses or damages which may arise out of the actions of the County, its employees, agents, officers, and assigns, arising out of this agreement to the extent allowable by law. The County shall pay all claims and losses of any nature whatsoever in connection therewith and shall defend all suits, in the name of the City when applicable, and shall pay all costs, including attorneys fees and judgments. IV - BILLING & INFORMATION SERVICES A. Fuel cost data will be reflected in the monthly bill against specific vehicle numbers. Billing information covering fueling, maintenance, and repair information will be made available on a monthly basis to the City of Sunny Isles Beach in electronic and printed . . .. ' formats. Examples of electronic formats include providing access to the City's records through the County's On Demand program, or e-mailing a text file version of the report to Jeff Maxim at JMaxim@sibflnet or to another designated contact. The printed bill will be mailed to: -'City of Sunny Isles Beach, Attn: Jeff Maxim, Fleet Manager, 17070 Collins Avenue, #250, Sunny Isles Beach, FL 33180. B. Preventive Maintenance Notification: The County will notify the City of vehicles due for Preventive Maintenance service on a weekly or as needed basis. C. Payment checks to Miami-Dade County should be made out to the BOARD OF COUNTY COMMISSIONERS and mailed to GSA, Director's Office, Accounting Section, 111 N.W. 1st Street, Suite 2410, Miami, FL 33128. D. The cost of services rendered by FMD to the City shall be as follows: Vehicle maintenance charges: The charge for vehicle maintenance and repair services is $60 an hour for labor, cost + 25% for parts, and cost + 10% for work sent out to a contracted company for repair. The labor rate, and % markup on parts and contracted work is subject to change without notice. Fueling charges: The price of fuel is based on FMD's actual purchase price, which changes weekly depending on the current weekly fuel price offered by the contracted fuel vendors. To this, a surcharge of $.18 cents per gallon is added which covers environmental and administrative overhead expenses related to FMD's fueling operations. This Agreement contains the entire understanding between the parties and it may be amended by joint agreement in writing of both parties. MIAMI-DADE COUNTY CITY OF SUNNY ISLES BEACH By: Bernard McGriff, Dire General Services Admi By:~A Chris uss, City Manager City of Sunny Isles Beach Date: tt.,.p-t Z. 5. 2- PD t/ , Date: 0/ 2/ kJ4 " <.;~ .- , . . L N N S$ER ._,.,., ATTORblEt-. ,- .'.---..- '.r ~._~..~~~ ,;' C~~..-.-_...': ~ I R ANY Cit of SunnyIsles Beach City Commission rt Fr y odc,Mayor / °e a m 17070 Collins Avenue, Suite 250 Gerry Goodman,Vice Mayor f; '_ SunnyIsles Beach,Florida 33160 Roslyn eremn,Commissioner Danny Iglesias,Commissioner 4y';•( ' Lewis Thaler,Commissioner s 3 „ _ (305}( ) 949-0603 City Hall \ " or•. 305j 947-06 6 Fax Christopher J.Russo,City Manager r• r sal° Lynn M.Dannheisser,CiryAuomey ar eoa 'Yo s•. 13051 947-2150 Building Department Jane A.Dines,City Clerk X3051947-5107 Fax MEMORANDUM To: The I{onorable City Commission From: Jeff Maxim, Fleet Manager��t✓l.c-c----- Date: July 22,2004 Re: Interlocal Agreement with Miami-Dade County to Provide Repair and Maintenance Services for City Vehicles RECOMMENDATION It is recommended that the City Commission approve the attached resolution entering into an agreement with Miami-Dade County for the provision of repair and maintenance services for City vehicles. REASONS This agreement gives the City the opportunity to partner with the County government and compare their level of service to that which we've received using private sector mechanics. The County's pricing structure for parts and labor is comparable to or better than the prices we have been receiving from private vendors. Also, County mechanics have extensive experience servicing a number of vehicle models used by the City. There are also potential data management advantages to working with the County;repair and maintenance information can be received in an electronic format and entered into our fleet management system,which could eliminate some manual data entry tasks. ADDITIONAL INFORMATION While the County has the ability to service the majority of the City's vehicles, the City's Fleet Management Division would begin this service agreement initially using only a selected portion of our vehicles. We would monitor costs and quality for this experimental group over a period of several months,and determine whether or not to expand or reduce the number of vehicles being serviced by the County. The agreement is completely open with regards to the number and type of vehicles we wish to ser^ice,and there are no penalties for terminating service with the County if we should determine that it is in the best interest of the City to do so.