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Home My WebLink AboutReso 2006-997 f RESOLUTION NO. 2006-3Q'1 A RESOLUTION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING A CAR RENTAL AGREEMENT WITH 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 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, Royal Rent-A-Car Systems of Florida currently provides rental services to several police agencies throughout Miami-Dade County including Sunny Isles Beach; and WHEREAS, Royal Rent-A-Car Systems of Florida has agreed to allow the City to piggyback the agreement with Miami-Dade County Police Department; 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 I, Approval of Car Rental Agreement. The Car Rental Agreement with Royal Rent-A- Car Systems of Florida, for rental of vehicles for the Sunny Isles Beach Police Department, attached hereto as Exhibit "A", with option for a two additional one-year periods, be and the same, is hereby approved, Section 2, Authorization of Mavor. 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"" lhi, 19' d'Y or 0'10"". :J. orman S, Edelcup, Mayo Page I of2 R2006- Royal Rent A Car Lease I ATTEST:, ,I., Cj d I ~~~/'.:A,~ " JapeA.Hlnes,CMC;:City Clerk ,:-; \\ /: fo - .-": ......\ ;,: I ~......- ~ \ ;, if., ~ . i / < <~'- -j..'/ i / '.. . J__#""} (0';, APPR.o.)lED.~S to FORM AND LE' ; "SUFFICIENCY: Vote: S-D Mayor Edelcup Vice Mayor Brezin Commissioner Goodman Commissioner Iglesias Commissioner Thaler -1L1Yes) v(Yes) ~(Yes) ~(Yes) ---..IL(Yes) R2006- Royal Rent A Car Lease Moved by: CC~ ~~A10 Seconded by: rJ)M~ 'IG Ltt..<;:) I'l:S' _(No) _(No) _(No) _(No) _(No) Page 2 of2 Car Rental/Lease Contract Whereas Royal Rent -A- Car Systems of Florida Inc, 3650 N,W, SOUTH RIVER DRIVE 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 October I st. 2006. and expiring September 30th, 2007, Upon mutual agreement this contract may be extended for two additional one-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, Dellverv 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 SIB may choose. This selection will be classified into groups for pricing, From these groups, SIB may choose the vehicles desired. During the terms of this contract, SIB 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 retum 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, Confidentialitv Given th~ 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. I j/' 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, Mlleaee 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 replacement will be issued, Modification Of Vehicles ROYAL specifically agrees that the sm may at its 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 sm 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,) Blllinl!' And Pavments 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 it within fifteen (15) days, after invoiced, Insurance ODtion It is understood that sm is self-insured for both physical damage and third person property injury. The sm 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 sm shall be responsible for any or all physical damages to a contract vehicle regardless of fault and subrogation rights will be assigned, ROYAL will repair any and all contract vehicles at an authorized repair facility. The sm may at the discretion appraise said vehicle prior to repair, A self-funded insurance , statement shall be provided prior to pick up of contract vehicle, The sm 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 to any employee of sm. 2 Rate Structure Group I Group II Group III Group IV Group V Altima, Mazda 6, 840, Caliber, Mustang Maxima, Charger, 860, Magnum F150, F250, Ram 1500 Explorer, Nitro, Compass, XC90, XC70 MPV, Town & Country, Freestar, Caravan $618,00 $636,00 $688,00 $688,00 $688,00 . With Maintenance . No insurance coverage / Accepted by: Date: Royal Rent-A-Car Systems of orida, Inc./ Ismael Perera, President Accepted by: City of Sunny Is1 s Beach, Florida ate:~ 3 -- ~8f17f2~06 15:19 PAGE 01/02 ':,1 ':W1 ~\~ ~. i ., , . , 'j j i I ~:J ::.: , i I I J ,J ,.,., I J I J I j I ~:j ~r ~~;; :".:' 3056351295 ROYAL RENT A CAR Approved Velo Override I1tI'MM. I'1U COPe, Amended ClERK OF THE BOAr; Agenda Item R~~~~~~SS'O! 1-23-03 ' FlOR, Mawr IffiSOLUTION NO, R- 60.03 RESOLUTION AUTHORIZINO WAIVER OF FORMAL BID PROCEDURES AND BID PROtEST PR0CEDURES FOR TIlE PURCHASE OF ITEMS AND SERVICES; AUTIlORlZING THE COUNTY MANAGER TO AWAn> CONTRACTS AND eXECuTE OPTIONS TO RENEW ESTABUSHED . THEREUNDER; AND W AIVINO 'Ill! REQUIREMENTS OF SECTIONS 2-8.1 AND 2-8.4 OF THE MIAMI.DADE COUNTY CODE BY A TWO-THIRD VOTE. OF THE BOAllJ) MEMBERS PRESENT WHEREAS, the County deparlments listed on Ibe attaebed pages, copies of which are inCorpOrated herein by reference, have identified specific items and services which cannot be purchased under nOTDIa] bid procedures; and WHEREAS, this Board therefore desires to award two l;ODtracts in a total amOW'lI of $2,425,000;00 arid set aside one contract for bidding solely amongst certified minority finns in 8 total amount 5240,000.00, NOW THEREFORE, BE IT RESOLVED BY TRE BOARD OF COUNTY COMMlSSIONltRS OF MlAMI.,DADE COUNTY, n.OlUDA, that tbis Board finds it is in the best interest of Miami-Dade COUllty to waive Conna] ~id procedures and authorize the QlUIlt)' Manager to awlQt\ contraclll and exCl;lltc options 10 renew e$lIIblishcd thell!Wlder, therefore, compelitive bidding is waived in these mstalloes pU1'lluant to Section 4.03(0) of the Home Rule Charter and Section 2.8.1 of the County Code by a two-third (213) vote of the Board members present. Furthermore, the Board waives the procedures contained in Section 2-8.4 oC the County Code, pcnaining to bid protests, b) a two-third (213) vote of the Boam members present. '8 e~/17/2006 15:19 " I' , , /.( " I , ~:.~~~ ..~:: ! .;'f~ "~.:" .~1: '...: '1,:... ",j . I I ..j ; .~ '1 ; i j ,.j 3056351295 ROYAL ,RENT A CAR PAGE 02/02 SECTION # 4 . ~MERGENCY PURCHASES '\ 1...1: \ r-"....~ 0../ . (( "0' OJ 4.1 Bm NUMBER: ES961-0I03 Title: Emergency Vehicle Renllll Services Renlal or le~se ofaulomobilO$ and olher passenger 1Iehicles, Descriptioo: I:Jeollttmeal: GSA MDPD' A1IO!;ation: S 425,000,00 S I SOO.1lOQ..QQ 51.925.000.00 Oneym Term ofContn.ct: Option to Renew: F'our 'one-year options to renew Livipg Wage: Not applicable (the sel'1lices to be provided are not a c01lered sllr1lice under the llrdinance). VCDdm{s): Royal'Rent A Car Synems of Florida, Inc. d/b/a Royal Rent-A- Car SyslCll\S luSlifiClltion: Rc~ti.... aulhorization to October 21, 2002 is necosslll)' for the rental of 1Iehicles vtili2cd to condnel ""vm criminal investigations. These automobile ,enlal stl'1lices were originally awarded under Bid No. 5961-4103-4, The contrllct was for a one-yeu period I\'om J\IIle S. 1998 10 May 31, 1999 with options to =ew fDr four additional one-yoIII' periods, During the Ibhd option years in Sept!lllbet 2002, the incumbenl vendDr S1lddcnly jllfonned the COUnty' It would be .DDlI.b~ 10 continue to pr<Mde Hl'Yiee and subsequendy wem out of business. It _ .lIecessary, therefore, 10 w1iu lID emcrge&)' p\lro_ for the Police Departlflellt IUld aSA to Continue to obtain the required automobils Rlllal servil!eS. An infonl1al COllIpetitivc pro~ess was ~onducled in aceordaJJce with Co\lllty policy for awud Of this emefgVllcy conlral:L Bid, were solicited from thirty-six vctldol'S. Of the thirty-six vendors, thrIc responded. ne recomnxndcd v'=lldor was the l\lwcsI responsive, responsible bidder umler the iDformal eIlmJICIitillll. Sl8.ff anticipates havillg the Connall)' competed "'1'1_1 contract befote the Bo~ in April 2003 for opprtlY1lI. r.,e 4 ~ City Commission Norman S. Edelcup Mayor Roslyn Brezi n Vice Mayor Gerry Goodman Commissioner Danny Iglesias Commissioner Lewis J. Thaler Commissioner A. John Szerlag City Manager Hans Ottinot City Attorney Jane A. Hines City Clerk October 24,2006 Ismael Perer~, President Royal Rent-A:.gar Systems of Florida, Inc. 3650 N.W. South River Drive Miami, Florida 33142 Re: Car Rental/Lease Agreement with Royal Rent-A-Car Dear Mr. Perera: At its regular meeting of October 19, 2006, the City Commission adopted Resolution No. 2006-997, which a car rental/lease agreement with Royal Rent-A-Car Systems of Florida, Inc. Attached are an original agreement and a copy ofthe approving resolution for your files. Thank you. Very truly yours, ~~W~ Priscilla Walker, CMC Deputy CitY"G..lerk :pw Attachments cc: A. John Szerlag, City Manager (w/o attachments) Hans Ottinot, City Attorney (w/o attachments) Douglas Haag, Assistant City Manager/Finance Fred A. Maas, Chief of Police Shaun S. Gelvez, Contracts Coordinator Office of the City Clerk (305) 792-1703 Phone (305) 949-3113 Fax Royal Rent-A-Car Agrmt Trans Llr TO: Via: From: Date: Subject: City of Sunny Isles Beach Police Department 18070 Collins Avenue Sunny Isles Beach, Florida 33160 (305) 947-4440 Phone (305) 947-4680 Fax City Commission Norman S. Edelcup, Mayor Roslyn Brezin, Vice Mayor Gerry Goodman, Commissioner Danny Iglesias, Commissioner Lewis J. Thaler, Commissioner (305) 947-0606 City Hall (305) 947-2150 Building Department A. John Szerlag, City Manager Hans Ottinot, City Attorney Jane A. Hines, City Clerk MEMORANDUM The Honorable Mayor and City Commission John Szerlag, City Manager Fred A. Maas, Chief of Police October 19,2006 Approval to enter into a rental agreement with Royal Rent-A-Car Systems of Florida to meet the rental vehicle needs of the Police Department. RECOMMENDA TION It is recommended that the City Commission adopt the attached resolution authorizing the Mayor to execute and enter into an agreement with Royal Rent-a-Car Systems of Florida, to meet the needs of the Police Department. REASONS The Sunny Isles Beach Police Department utilizes rental vehicles for our investigative services division to conduct routine investigations as well as covert criminal investigations and surveillances. The ability to rapidly exchange vehicles during a covert operation is imperative to the success of the operation and the safety of the investigator. The current agreement between the City of Sunny Isles Beach and Royal Rent-A-Car Systems of Florida has expired and the need for a new agreement exists. Royal Rent-A-Car Systems of Florida currently provides rental services to several police agencies throughout Miami-Dade County to include the Miami-Dade Police Department. Staff has contacted Royal Rent-A-Car Systems of Florida and they have agreed to allow the City of Sunny Isles Beach to piggyback the agreement with Miami-Dade County Police Department. (Contract# E5961-0/03 Vehicle Rental Services). ADDITIONAL INFORMATION Staff solicited bids from several rental car companies and found Royal Rent-A-Car Systems to be the most suitable for the needs of the Sunny Isles Beach Police Department. The new contracted monthly rate represents a 2.9% increase over the rate currently being paid by the city. Under this new agreement, it is stated that future contract renewals will not exceed 5% while under contract. Funds are currently budgeted and available in account# 521-5-441. F AM/mg Agenda Item I 0 E Date 112J9 -0 fa Recommcndation Lcttcr - Royal Rcnt-i\-Car 10-06-06