HomeMy WebLinkAboutReso 2018-2874 RESOLUTION NO. 2018 -
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, AUTHORIZING THE CITY
MANAGER TO EXPEND BUDGETED FUNDS IN AN AMOUNT
NOT TO EXCEED ONE HUNDRED THOUSAND DOLLARS
($100,000.00) WITH THE CITY OF HIALEAH TO PROVIDE
MAINTENANCE, REPAIR, AND STORAGE SERVICES FOR THE
CITY'S SHUTTLE BUSES, VEHICLES AND EQUIPMENT FOR
FISCAL YEAR 2018-2019; PROVIDING THE CITY MANAGER
WITH THE AUTHORITY TO EXERCISE RENEWAL OPTIONS
IN THE MAINTENANCE AGREEMENT BETWEEN THE CITY
OF SUNNY ISLES BEACH AND THE CITY OF HIALEAH;
AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO EFFECTUATE THIS RESOLUTION;
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, Section 163.01, Florida Statutes, authorizes local governing bodies to enter
into agreements for the mutual benefit of governmental units; and
WHEREAS, on April 21, 2016 via Resolution No. 2016-2545 the City entered into an
Interlocal Agreement with the City of Hialeah for Vehicle Maintenance Services for the Shuttle
Bus Program, in an amount not to exceed $60,000.00 per year; and
WHEREAS, the City is pleased with the work the City of Hialeah has provided and
wishes to continue utilizing their services for the buses as well as add in other large equipment/
vehicles such as the dump truck and the bucket truck, to this maintenance program; and
WHEREAS, the City Commission wishes to authorize the City Manager to approve the
expenditure of budgeted funds in an amount not to exceed One Hundred Thousand Dollars
($100,000.00) for Fiscal Year 2018-2019.
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 an amount not to exceed One Hundred Thousand
Dollars ($100,000.00), with the City of Hialeah for maintenance, repair, and storage for the
City's shuttle buses including additional City-owned vehicles and equipment, for Fiscal Year
2018-2019. The City Manager further has the authority to exercise renewal options in the
Maintenance Agreement between the City of Sunny Isles Beach and the City of Hialeah.
Section 2. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate this Resolution.
R2018-Hialeah Interlocal Agmt Maintenance of Shuttle Buses Increase Expenditure Page 1 of 2
1 Section 3. Effective Date. This Resolution will become effective upon adoption.
oPASSED AND ADOPTED this 18th day of e ober 2018.
George r. Scholl, Mayor
ATTE f i
„PAW Ai of
Mauricio S etancu CMC, City Clerk
APPROVED • S TO FORM
AND CA -ICIENCY:
Al r 1
ir •ttinot, City Attorney
Moved by: COAA-MISSIDnite 1,E1-A(04
Seconded by: GNAWCS'I-Onite �U0-. . .
Vote:
Mayor Scholl I(Yes) (No)
Vice Mayor Goldman ✓ (Yes) (No)
Commissioner Aelion ✓,(Yes) (No)
Commissioner Gatto V,(Yes) (No)
Commissioner Svechin ✓(Yes) (No)
•
R2018-Hialeah Interlocal Agrnt Maintenance of Shuttle Buses Increase Expenditure Page 2 of 2
S•
SECOND AMENDMENT TO THE UiTERLOCAL AGREEMENT
{ 4 BETWEEN THE CITY OF SUNNY ISLES BEACH AND THE CITY OF
HIALEAH FOR TRANSIT BUS, MOTOR VEHICLES AND
EQUIPMENT MAINTENANCE AND REPAIR
This Second Amendment to the Interlocal .Agreement between the CITY OF SUNNY ISLES
BE ("SIB") and CITY OF HIALEAH, FLORIDA ("Hialeah") executed this _A-_ day of
2020, is made a part of the original Interlocal Agreement ("Agreement') dated
May 10, 016, incorporated herein by reference. SIB and Hialeah hereby agree as follows:
1. OPTION .TO RENEW. The parties hereby exercise their second option to renew the
Interlocal Agreement for an additional one (1) year term in accordance with Section 5 of the original
Agreement. At the expiration of this renewal, there will be no further renewal options.
2. EFFECTIVE DATE OF RENEWAL TERM. The Effective Date of this Second
Amendment shall commence May 10,' 2020 and shall terminate no later than May 9, 2021.
3. OTHER PROVISIONS REMAIN IN EFFECT.. Except as specifically modified herein, all
terms and conditions of the original Agreement between the parties, dated May 10, 2016, shall remain
in full force and effect,
4. CONFLICTING PROVISIONS. The terms, statements, requirements; or provisions
contained in this Second Amendment shall prevail and be given superior effect and priority over any
conflicting or inconsistent terms, statements, requirements or .provisions contained in any other
docurnent or attachment.
i. (Remainder of the Page is Intentionally Left Blank)
0
SECOND AMENDMENT TO THE DrMRLOCAL AGREEMENT BETWEEN THE CITY OF SUNNY ISLES BEACH AND
THE CITY OF HIAI EAH FOR TRANSIT BUS, MOTOR VEHICLES AND EQUIPMENT MAINTENANCE AND REPAIR
Page 1 of 2
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Ply of Sunny Isles Beach 18070 Collins Avenue, Sunny 41es Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
IN WITNESS WHEREOF, the parties hereto have eaecutedAw document duplicate as of the
_date mentioned above.
s` ATTEST: ULM OF HIALBAI }
BY:
Jerk
BY: .
Hernandez, Mayor
CITY OF SUNNY ISLES BEACH
BY•
J. ,City Manager
APPROVED AS'10 NORM AND
LEGAL SUFFICIENCY
BY: £
ward A Dion, City Attom—o
t
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PT TO I4IE DMMLOCAL AGREIl T HE f+GVEIi THE CLT-Y U� SUNNY ISLES BEACH AMID
FOR TRANSTT'BUS. MOTOR VEHICLES AND EQUIPMENT MAINTENANCE AND REPAIR
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THIRD AMENDMENT TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF SUNNY ISLES BEACH AND THE CITY OF
HIALEAH FOR TRANSIT BUS, MOTOR VEHICLES AND EQUIPMENT
MAINTENANCE AND REPAIR DATED MAY 10, 2016
THIS THIRD AMENDMENT TO THE INTERLOCAL AGREEMENT dated May
10, 2016 (hereinafter "Agreement"), as amended by all prior duly executed amendments, is
made, this day of August, 2020 by and between the CITY OF SUNNY ISLES BEACH,
(hereinafter "SIB"), and the CITY OF HIALEAH, FLORIDA (hereinafter "Hialeah"), a Florida
municipal corporation, and jointly referred to herein as the Parties.
It is understood and mutually agreed by the contracting parties to amend Exhibit A- Scope
of Services to this Agreement as follows:
1. The following language from Paragraph 6, subparagraph a.i. is stricken from Exhibit
A — Scope of Services and of no further effect.
"6. Reports
The following reports shall be submitted on a monthly basis with the
invoice. The parties shall cooperate to create a format and detail that
meets the reasonable approval of SIB's Program Manager.
a. Preventative Maintenance (PM) Service
review by SIB7 PM log to reflect when the work was done,
where, by whom, and what Services were performed.
i -. )7
2. Other than as amended by this document, all other provisions of the Agreement shall
remain in effect, valid and enforceable.
The remainder of this page is left intentionally blank; signature page follows.
Interlocal Agreement — Bus Maintenance
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in duplicate
on the day and year first written above.
ATTEST:
B
Marbel s Fatjo, sq., City Clerk
A
interlocal Agreement— Bus Maintenance
CITY OF HIAL� ESA
los Hernandez, Mayor
APPROVED TO FORM AND
LEGAL SUF 1CIF_V_
rav'0, Uity Attorney
CITY jOF SONNY ISLES BEACH
BY�
�r George H. Scholl, Mayor
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
&V�1/I'�
EXHIBIT "A"
SCOPE OF SERVICES
The City of Hialeah ("Hialeah") shall provide all personnel, equipment, materials and
supplies, necessary to perform the Services, in compliance with the Agreement, and in
accordance with the following Scope of Services. This shall include but not be limited to
mechanics, limited garaging for the purpose of storing vehicles while in cue for service,
and maintenance facility(ies), shop equipment and tools.
1. Hialeah warrants and represents that its employees have the proper skill;
training, background, knowledge, experience, integrity, and character
necessary to perform the Services in a competent and professional manner
and in accordance with all federal mandated guidelines.
2. Hialeah agrees that they will at all times employ, maintain and assign to the
performance of the Services a sufficient number of competent and qualified
personnel necessary to perform the Services in accordance with the
Agreement.
3. All staff assigned by Hialeah to the performance of the Services shall be
employees of Hialeah, except as otherwise stated in Exhibit A, or as
approved in writing by the City of Sunny Isles Beach ("SIB").
4. SIB shall be responsible for delivering and collecting all vehicles serviced
to and from the Hialeah Fleet Maintenance Facility in accordance with the
provisions of the Agreement.
A. Bus and Motor Vehicle Maintenance and Repairs
Bus and Motor Vehicle Servicing
a. Hialeah shall maintain the Buses and motor vehicles in accordance
with industry standards and warranty requirements to ensure safe,
operation at all times. At a minimum all Preventive Maintenance (PM)
shall be performed in accordance with the manufacturer's
maintenance manuals, and warranty requirements. Any changes in
the PM schedules must be approved in writing in advance by the SIB
Program Manager. Hialeah shall provide a separate PM program for
each bus.
b. Servicing should be scheduled to reduce downtime and ensure
maximum life and performance of bus components. If Hialeah can
reasonably foresee any downtime, Hialeah shall notify SIB
immediately of such expected downtime. Notwithstanding, nothing in
this Scope of Services shall be interpreted to require Hialeah to
perform any inspection, maintenance or repair as contemplated
herein afterhours or hours beyond the regular operating hours of
Hialeah's Fleet Maintenance Department (FMD) or the regular
working hours of any of Hialeah's employees assigned to perform
any services contemplated herein. The regular operating hours of
Interlocal Agreement — Bus Maintenance
Hialeah's Fleet Maintenance Department are Monday through
Friday, from 7:00 a.m. to 2:OOp.m. Hialeah observes 12 holidays
throughout the year on which the Fleet Maintenance Department is
also closed for business. Advance scheduling shall be allowed to
provide SIB with priority unless Hialeah's police and fire vehicles
need service. Advance notice is defined as forty-eight (48) hours.
Any warranty work shall be taken to the vehicle's dealer by an SIB
representative upon Notice from Hialeah that work is covered by
warranty.
C. SIB shall perform a pre -trip inspection prior to the delivery of the
vehicle to Hialeah FMD for maintenance or repair. The SIB
representative delivering the vehicle to the FMD shall complete a
service request form provided by Hialeah identifying the service(s)
requested and providing all additional relevant information to assist
Hialeah understand and identify the services requested. The pre -trip
inspection report and the service request form shall be given to
Hialeah at the time the vehicle is delivered.
d. Hialeah shall check brakes at the time of any preventive
maintenance or upon any report by a driver of possible problems with
the brakes.
e. Periodic mechanical and safety inspections by Hialeah's mechanics
and supervisors shall be documented and completed at each
scheduled preventive maintenance or more often as reasonably
necessary by reported problems.
f. A major Bus mechanical condition inspection and assessment of all
Buses shall be conducted annually by Hialeah.
g. Hialeah shall maintain a log of all service or inspections performed
on the Buses.
h. Hialeah shall be responsible to correct any maintenance services not
completed in accordance with OEM requirements at no additional
cost to SIB.
2. Mechanical Repairs
a. Within twenty-four (24) hours of accepting delivery of a vehicle in
need of repair from SIB, Hialeah will, prior to obtaining or performing
any repairs, notify SIB in writing and obtain written approval of SIB's
Program Manager prior to proceeding with the repairs. If upon
inspection of the vehicle, Hialeah determines it does not have the
expertise to perform the required work or a portion of the work,
Hialeah shall advise SIB of the need to outsource any part of the
work to be performed by third party service providers and shall obtain
approval from SIB. SIB's Program Manager or representative, at its
sole discretion, may require the submission of cost proposal(s) prior
to approval of the repairs where SIB is to be charged for the repairs.
Upon approval by SIB, SIB shall be responsible for the actual costs
and charges incurred from all services outsourced. Where SIB is to
be charged for the repairs, SIB shall be invoiced separately by
Hialeah.
Interlocal Agreement — Bus Maintenance
b. Qualified personnel, utilizing appropriate tools and equipment,
trained to complete such work shall perform the repairs.
C. Repairs shall be performed to the best industry standards of quality
and workmanship.
d. Original Equipment Manufacturers ("OEMs") approved parts must be
used to affect the repairs unless approved in writing, in advance by
SIB's Program Manager.
e. Hialeah is responsible to perform any repairs caused by Hialeah at
no additional cost to SIB.
3. Records
a. Hialeah shall maintain a complete history of inspection,
maintenance, repair or other service for each bus or vehicle. Hialeah
is responsible for keeping the maintenance file current throughout
the term of the Agreement and shall provide complete copies of all
files available to SIB at the end of the Agreement.
b. Hialeah shall maintain records to document the following (but not
limited to):
i. The completion of required inspections;
ii. The timely execution of scheduled servicing;
iii. Major repairs and replacement of bus components
iv. Use of parts and components;
V. Unscheduled maintenance:
vi. Accident repairs and body work;
vii. Warranty work and claims;
viii. Fuel and oil and fluids consumption on a unit per bus or
vehicle basis (SIB understands that this information, its
availability, accuracy and reliability, is dependent upon the
driver providing information timely, accurately, reliably and in
the manner and format prescribed by Hialeah);
ix. Tire and brake replacements and useful life.
Hialeah shall provide SIB access to the records maintained by Hialeah on
SIB's buses or vehicles upon reasonable notice.
4. Defect Records
Hialeah shall maintain a record of any defect found by Hialeah or reported
by SIB personnel, regardless of whether any action is taken to correct the
defect. Any defect that SIB personnel or contractors become aware of shall
be reported expeditiously to Hialeah, which shall maintain records of any
such defect.
5. Incident Reports
a. Hialeah shall contact SIB and appropriate law enforcement
immediately in the event of any reasonably suspected criminal
Interlocal Agreement — Bus Maintenance
activity of which it has knowledge involving a bus or vehicle while it
is garaged at or is otherwise in the care or possession of Hialeah.
Hialeah shall issue a written report to SIB's Program Manager within
three (3) business days, and include a copy of the police report, if
one has been created and is available.
b. City of Hialeah's supervisory personnel shall immediately notify SIB's
Program Manager or representative regarding any and all of the
following of which it has knowledge:
i. Disruptions in service due to mechanical defects or immediate
need or repairs; if such disruptions or possible disruptions are
foreseeable by Hialeah, Hialeah shall report them in advance.
ii. Bus breakdowns
iii. Maintenance Issues
iv. Buses out of service
V. Any other cause impacting the delivery of Service
6. Reports
The following reports shall be submitted on a monthly basis with the invoice.
The parties shall cooperate to create a format and detail that meets the
reasonable approval of SIB's Program Manager.
a. Preventative Maintenance (PM) Service
i. Provide SIB with a proposed vehicle maintenance schedule
for review by SIB.
ii. PM log to reflect when the work was done, where, by whom,
and what Services were performed.
b. Repairs
Provide copies of all work service tickets for repairs reflecting the
details of the work performed and who performed the work.
7. Limited Garaging or Storage
The buses or vehicles shall be stored at Hialeah's facilities only during
vehicle repair or while waiting for parts and Services to be completed, during
which time the bus is inoperable at no cost to SIB. Hialeah shall provide
storage and maintenance shop space.
After-hours Access to SIB Personnel or Contractors
SIB shall deliver and collect all vehicles to be serviced or serviced by
Hialeah during the hours of operation of the FMD. Vehicles which have
been serviced by Hialeah can be collected after hours by an SIB
representative between the hours of 2pm and 6pm on any day the FMD is
open for business so long as the SIB Program Manager provides notice to
Interlocal Agreement — Bus Maintenance
Hialeah prior to 2pm that same day indicating its intent to collect the vehicle
afterho urs.
Interlocal Agreement — Bus Maintenance
EXHIBIT "B"
Fee Schedule
Item
Price
Maintenance and Repair Services
$85.00 per hour for labor
Parts
Cost plus 30% stocking fee.
Outsourced Repair Services
`
Actual cost upon approval by SIB of cost
I proposal
Interlocal Agreement — Bus Maintenance