HomeMy WebLinkAboutReso 2011-1799
RESOLUTION NO. 2011- J r""] q q
A RESOLUTION OF THE CITY OF SUNNY ISLES BEACH,
FLORIDA, AUTHORIZING THE CITY MANAGER TO
EXPEND UP TO TWENTY-ONE THOUSAND FIVE
HUNDRED EIGHTY DOLLARS AND NINETY CENTS
($21,580.90) WITH ROYAL RENT -A-CAR SYSTEMS OF
FLORIDA, FOR THE RENTAL OF UNDERCOVER POLICE
VEHICLES; PIGGYBACKING THE CITY OF MIAMI BEACH
CONTRACT FOR VEHICLES RENT AL/LEASE SERVICES
BID NO. 23-03/04; FURTHER AUTHORIZING THE CITY
MANAGER TO DO ALL THINGS NECESSARY TO
EFFECTUATE THIS RESOLUTION; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City of Sunny Isles Beach Police Department utilizes rental vehicles for our
detached investigative services division to conduct routine investigations as well as covert criminal
investigations and surveillances; 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 the City of Miami Beach Contract for Vehicles Rental/Lease Services Bid No.
23-03/04; and
WHEREAS, the City Commission wishes to authorize the City Manager to approve the
expenditure of budgeted funds in the amount up to Twenty-One Thousand Five Hundred Eighty
Dollars and Ninety Cents ($21,580.90) with Royal Rent-A-Car Systems of Florida, for rental of
vehicles for the Sunny Isles Beach Police Department.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Authorization of City Manager. The City Manager is hereby authorized to approve
the expenditure of budgeted funds in the amount up to Twenty-One Thousand Five Hundred Eighty
Dollars and Ninety Cents ($21,580.90) with Royal Rent-A-Car Systems of Florida, for rental of
vehicles for the Sunny Isles Beach Police Department.
Section 2. Further Authorization of City Manager. The City Manager is hereby authorized to do
all things necessary to effectuate this Resolution.
Section 4.
Effective Date. The Resolution shall take effect immediately upon adoption,
PASSED AND ADOPTED on this 17th day of November 2011.
R2011- Police Dept Royal Rent A Car Systems
Page I of2
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ATTEST:
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~1\'~
Jane A. Hines, GMC, City Clerk
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ED AS TO FORM
L S FFICIENCY:
Vote: S-o
Mayor Edelcup
Vice Mayor Thaler
Commissioner Aelion
Commissioner Gatto
Commissioner Scholl
R2011- Police Dept Royal Rent A Car Systems
v (Yes)
V (Yes)
V(Y es)
V (Yes)
V(Y es)
Moved by:
Seconded by:
_(No)
_(No)
_(No)
_(No)
_(No)
Page 2 01'2
c..o~-J )..J...;.n~ A-'71,'nkj
~~ GA-'T"T()
AGREEMENT
THIS AGREEMENT made this 14th day of April 2004, A.D. between the CITY OF
MIAMI BEACH, a Florida municipal corporation, hereinafter called the City, which
tenn shall include its successors and assigns, party of the one part, and
ROYAL RENT -A-CAR SYSTEMS OF FLORIDA
3801 N.W. 25th STREET
MIAMI. FL 33142
hereinafter called the Contractor, which tenn shall include its heirs, successors and
assigns, party ofthe other part.
WITNESSETH that the said Contractor for the consideration and compensation herein
agreed to be paid and the said City in consideration of the service from said Contractor
and designated "VEffiCLE RENTALlLEASE SERVICES FOR THE CITY OF MIAMI BEACH"
by said City, do hereby mutually agree as follows:
1. This Agreement shall extend to and be obligatory upon said City, its successors
and assigns, and upon said Contractor and its heirs, successors and assigns.
Neither this Agreement nor any part thereof nor any part of the Work herein
contemplated, shall be assigned or sublet, nor shall any sums of money provided
to be paid to said Contractor be assigned by said Contractor to anyone without the
consent of the City Commission of said City evidenced by its resolution.
2. The foregoing pages of this booklet, including the Notice to Contractors, the
Proposal, and the Contract Documents and such alterations as may be made in
said Specifications as therein provided for, are hereby referred to and made a part
of this Agreement and the tenns and conditions set forth therein, except when in
direct conflict with this written Contract, are as much a part hereof as if copied
herein. If conflicts exist between them and this written instrument, only that part
of the matter in direct conflict herewith shall not be construed to be a part hereof.
3. If any dispute arises between the City and said Contractor with reference to the
meaning or requirements of any part of this Contract and they cannot agree, the
more stringent requirements shall govern as determined by the City.
4. If the Contractor shall deliver the vehicles herein contemplated in accordance
with the Contract Documents within the time herein specified and in accord
herewith, the said City shall pay to the Contractor the contract sum in accordance
with the Conditions of the Contract.
BID NO. 23-4>>3/04
AGREEMENTPAGE10F2
5. Owner shall pay Contractor for delivery of Vehicles in accordance with the
Contract Documents in current funds at the monthly unit prices presented in the
Bid Proposal, attached to this Agreement. The parties expressly agree that the
Estimated Annual Contract Amount is an amount based on the estimated vehicle
requirements as stated in the Contract Documents which are subject to monthly
unit prices.
Estimated Annual Contract Amount: $193.466
6. The Contract Documents which comprise the entire Agreement between City and
Contractor are attached to this Agreement and made a part hereof.
The Contract Documents may only be amended, modified or supplemented as
provided in the General Conditions.
IN WITNESS WHEREOF the said City has caused this Agreement to be signed by the
Mayor of the City of Miami Beach, Florida and its corporate seal to be affixed, attested
by the City Clerk of the City of Miami Beach and the said Contractor has caused this
Agreement to be signed it its name.
(SEAL)
Contractor
By
(Authorlz
/Eo l~u,A-
Title
ATTEST:
~d ~aulu-
City Clerk
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
~H
I Attorn i\ '"
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Date
BID NO. 13-03/04
AGREEMENTPAGE10F1
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
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Condensed Title:
Request for Approval to Award contracts to Royal Rent-A-Car Systems of Florida (Primary) and to Acme
Auto Leasing, LlC (Secondary) only in the event the primary vendor cannot meel Ita contractual
obligations, pursuant to Invitation to Bid No. 23"()3/O4, for Vel:llcle Rental/Lease Services for the City of
Miami Beach. in the estimated annual amount of $193 466.
Issue:
Shall the City Commission approve the award of the contracts?
Item Summarv/Recommendatlon:
This bid was re-Issued with revised specifications by requesting bids for monthly rental rates for 2 different
rates based on vehicle mileage; one for vehicles driven up to 18,000 miles, and one rate for vehicles driven
up to 30,000 miles.
Currently the City Is leasing 4 Mid SiZe Sedans, 4 Full Size cers, 2 Mini Passenger Vans, 5 PIck-up Trucks,
and 6 Utility VehIcles, however The Police Department reserves the right to change and choose the l)1)8 of
vehicle most suited for their line of work. Bid Special Condition 2.3 entitled "Method of Award" states that
the City reserves the right to award mulUple contracts and/or awards to a primary and secondary vendor.
By revising the specifications and comparing the new bids to the previous/rejected bids received, the City
will realize an ..tlmated Hvlng. of $128,000,($32,000 annually for four years). The estimated annual
contract amount of 5193,466 represents an annual Increase of $14,000, or approximately a 7% Inereaae
to the current contract, which was awarded under a firm-fixed price since 1999.
Besed on the bids received, the Administration request approval that contracts be awarded to Royal Rent-
A-Gar Systems of Florida (Primary) and to Acme Auto Leasing, LLC. (Secondary) only In the event the
primary vendor cannot meet its contractual obligations, pursuant to Invitation to Bid No. 23-03104, for the
vehicle rentalllease services for the City of Miami Beach In the estimated annual amount of $193 466.
Advisory Board Recommendation:
I
Financial Information:
Source of Amount Account Approved
Fund.: 1 $193,466 011.1140.000323
IF~. 2
3
.4
Total
City Clerk'. Offlc 1eal~latiVe Tracklna:
Gus Lopez x6641
_.. .
ent Director
Aulatant City Manager
AGENDA ITEM C ~D
DATE I{..I<(-or
GL
DO
JMG
17
CITY OF MIAMI BEACH
CIlY I-W.J.. 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
_.mIamlbeachll.gov
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Mayor David Denner and Date: April 14. 2004
Members of the City Commission
~~~~:~~I9Z ~~
REQUEST FORl!,PROVAL TO AWARD CONTRACTS TO ROYAL RENT..
A.cAR SYSTEMS OF FLORIDA, (PRIMARY) AND TO ACME AUTO
LEASING, LLC, (SECONDARY) ONLY IN THE EVENT THE PRIMARY
VENDOR CANNOT MEET IT'S CONTRACTURAL OBUGATIONS,
PURSUANT TO INVITATION TO BID NO. 23-03/04, FOR VEHICLE
RENTAULEASE SERVICES FOR THE CITY OF MIAMI BEACH, IN THE
ESTIMATED ANNUAL AMOUNT OF $193,466.
ADMINISTRATION RECOMMENDATION
To:
From:
Subject:
COMMISSION MEMORANDUM
Approve the Award
FUNDING
$193,466.
ANALYSIS
Funding is available from the Police Department Account Number.
Account No. 011-1140-000323
The purpose of Bid No. 23-03/04 ("the Bidj was to establish a contract, by means of
competitive sealed bids, to a qualified vendor(s) for vehicle rentalllease services of
approximately twenty-fIVe (25) rental vehicles per month for the City of Miami Beach Police
Department. .
The Bid was re-issued after the previous bids were rejected on the February 25, 2004
Agenda. The new Bid was issued with revised specifications on March 4, 2004, with an
opening date of March 19, 2004. The specifications were revised as follows:
1) Bids were requested for vehicles driven up to 18,000 miles. and up to 30,000 miles.
2) Method of award was revised, giving the City the option to award to multiple vendors
and/or to a primary and secondary vendor.
A Pre-Bid Conference was held on March 15, 2004, to discuss and clarify the City's
insurance requirements, as it relates to the City's Self-Insurance Fund which Is subject to
the limits and provisions of Florida Statue 768.28. Bid Net Issued bid notices to five (5)
prospective bidders, resulting In three (3) vendors requesting bid packages, which resulted
in the receipt ofthree responsive bids.
18
Commission Memorandum
Bid No. 23-03104
AprIl 14,2004
Page 2
ANALYSIS
Currently the City Is leasing 4 Mid Size Sedans, 4 Fun Size cars, 2 Mini Passenger Vans, 5
Pick-up Trucks, and 8 Utility Vehicles, however the City's Police Department reserves the
right to change and choose the type of vehicle most suited for their line of work.
By revising the specifications and comparing the new bids to the previous/rejected bids
received, the City will realize an estimated savings of $128,000 ($32,000 annually for
four years). The estimated annual contract amount of $193,466 represents an annual
increase of $14,000, or approximately a 7% Increase to the current contract, which was
awarded under a firm-fixed price since 1999.
The vehicles will be late models with low mileage, neat and clean in appearance, and in
good operating condition, complete with air conditioning, automatic transmission, radio,
power brakes and power steering. There will be no mileage charges, or rental charges of
any nature except for refueling charges allowed on any rental. The selection of vehicles is
classified Into groups with various monthly bid prices. From these groups, the City may
choose the vehicle most suited for their line of work.
The contract will be In effect upon execution of the contract for two (2) years. Providing the
successful bidders will agree to maintain the same price, tenns and conditions of the
current contract, this contract could be extended for an additional two (2) years. on a year
to year basis, If mutually agreed upon by both parties.
INSURANCE
The City of Miami Beach shall assume responsibility for the auto liability and physical
damage through Its self Insurance program up to the limits provided for in Florida State
Statutes 768.28. Any claims for physical damage to rental vehicles must be submitted In
writing to the City of Miami Beach Risk Manager within thirty (30) calendar days from the
return date ofthe vehlcle(s).
The City of Miami Beach shall not be responsible for any claims submitted after the
required thirty (30) calendar days. Additionally. the City of Miami Beach will not be held
liable for nonnal wear and tear of the vehlcles(s) rented under this bid.
A replacement vehicle shall be provided within the shortest time possible, not to exceed
one (1) hour upon notification. When a replacement vehicle Is not available within one
hour. an upgrade vehicle will be supplied at no additional charge to the City. Vendor shall
provide a required maintenance schedule for each vehicle within 24 hours upon delivery.
The vehicle shall be completely serviced and ready for operation.
19
Commission Memorandum
Bid No. 23003104
April 14. 2004
Page 3
MODIFICATION OF VEHICLES:
The City may, at its own expense have the windows of any rented vehicles tinted. No
charge will be levied on the City for the removal of such tinting at any time. The City may
at Its own expense Install any electronics equipment it may deem necessary, providing said
installations shall cause no pennanent damage to the vehlcle(s). .
ACKNOWLEDGEMENT OF ORDER:
Vendor shall submit written procedures to the City of Miami Beach Police Departmenfs
designated representative(s) and the Procurement DlvIslon regarding the pick-up and
return ofthe vehicle(s), within fifteen (15) calendar days after the Notice of Award.
ACCEPTANCE:
The vehicles shall be maintained and delivered to the city in excellent condition. If a
vehicle does not meet the conditions as set forth in the bid documents, the vehicle shall be
returned to the successful bidder In exchange for a suitable vehicle.
MILEAGE LIMITATIONS:
There will be no mileage charges added to this contract. Any vehicle approaching the
maximum mileage limitation will be returned and a replacement vehicle shall be Issued.
The City Is requesting two (2) different rental rates; one for vehicles driven up to 18,000
miles. and one rental rate for vehicles driven up to 30,000 miles.
VEHICLE USE:
The vehicles rented under this contract are intended for undercover investigation and
surveillance. It Is, however understood that a situation may occur outside the control of
either the City of Miami Beach or the successful bidder which may require emergency use
of the vehicle. The vendor, knowing the nature of the use of these vehicles, shall be fully
aware of the requirement for confidentiality, and shall do everything in its power to ensure
compliance.
MAINTENANCE:
The vendor will provide all maintenance and services to keep said vehicle(s) In a safe and
first class operating condition during the course of the rental. The contractor shall stipulate
In writing (at the beginning of the rental period) the time periods or mileage Intervals the
vehicles are due for preventive maintenance should the length of the requested rental
indicate same may be required during the rental period.
The bidder shall state the days of the week and business hours that such maintenance
and/or replacement services are available and shall state the name, location and business
hours of such locations other than the vendor's premises where such services are
available.
20
Commission Memorandum
Bid No. 23.03104
April 14, 2004
Page 4
REPLACEMENTS:
When a vehicle Is out of services due to mechanical breakdown, repairs, accident,
preventive maintenance, or any other reason that is not due to any fault or negligence of
the City, the vendor shall furnish a replacement within one hour at no additional charge.
Replacements with down..graded size or models will require a reduced rate adjustment to
the bid rate of the replacement vehicle. Replacements with an up-graded site or model
when not made at the specific request of the City will be made with no additional charges.
The vendor shall provide upon request. a replacement vehicle once a vehicle has been
exposed of undercover status. These vehicles are referred to as "burned- or "hor and can
no longer be utilized effectively.
Should the City need to turn In a vehicle for any reason before the complete rental month,
The vendor shall Invoice on a pro-rated basis. The pro-rated basis will be determined by
the monthly contract/bid rate.
21
Preview
TO:
FROM:
DATE:
RE:
Page 1 of 1
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(305) 947-0606 City Hall
(305) 949-3113 Fax
MEMORANDUM
The Honorable Mayor and City Commission
Fred A. Maas, Chief of Police
Michael A. Grandinetti, Police Captain
11/17/2011
Authorization to expend up to $21,580.90 with Royal Rent-a-Car
Systems of Florida for the rental of undercover police vehicles.
RECOMMENDATION:
It is recommended that the City Commission adopt the attached resolution
authorizing the City Manager to approve the expenditure of budgeted funds in
the amount up to $21,580,90. (Twenty-One thousand, five hundred and eighty
dollars and ninety cents) to Royal Rent-a-Car Systems of Florida
REASONS:
The Sunny Isles Beach Police Department utilizes rental vehicles for our
detached investigative services division to conduct routine investigations as well
as covert criminal investigations and surveillances.
ADDITIONAL INFORMATION:
The City will Piggy-Back the City of Miami Beach (FI) contract Bid # 23-03/04
FUNDING SOURCE:
Funding for the above services were budgeted and are available under the police
equipment rental budget, 10-521-5441.
ATTACHMENTS:
. Resolution
. Piggy-Back - City of Miami Beach
http://sibagenda.sibfl.netlagendalPreview.aspx?ItemID=63 9&MeetingID=0&MeetingDate... 11/9/2011