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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #7526 Date: 06/11/2020 Commission Meeting Date: 07/23/2020 Type: Resolution Subject: Bid Waiver - Royal Rent-A-Car Systems Purpose of Item: Requesting Department: Department of Police Sponsored By: District Impacted: All A resolution of the Miami City Commission, with attachment(s), by a four-fifths (4/5ths) affirmative vote, after an advertised public hearing, ratifying, confirming, and approving the City Manager's recommendation and written findings, pursuant to Section 18-85(a) of the Code of the City of Miami, Florida, as amended; waiving the requirements for competitive sealed bidding methods as not being practicable or advantageous to the City of Miami ("City") to rent extended length sports utility vehicles ("SUV") with Royal Rent-A-Car Systems of Florida, Inc. "Royal", for the Miami Police Department "Police", allocating funds from their general account number or other funding sources, subject to the availability of funds and budget approval at the time of need; authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including, the City of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with applicable laws and regulations, as may be necessary for said purpose. Background of Item: Police has a need for rentals of extended length sport utility vehicles ("SUV") for six (6) Sergeant at Arms to perform their duties. These SUVs require that special lighting, and other equipment that need to be installed without drilling or making permanent changes or damaging the vehicles. Royal can provide new vehicles with almost no mileage to allow Police to modify them and keep them between 12-18 months. The other vendor on the Miami -Dade County contract cannot guarantee that the City can keep the SUVs for that length of time. Every time that these six (6) SUVs are exchanged they have to be done one (1) at time, and the City needs to keep both vehicles for a few days to swap out the equipment. After swapping out all six (6) SUV's there is typically one (1) month worth of additional rental fees associated with this exchange, in addition to the resources used by Police to perform this task. Being able to obtain new SUVs allows Police to keep the SUV's longer reducing total operating cost. By using Royal, the City would save $8,895 per year, this is approximately a ten (10%) percent savings from the current Miami -Dade County contract. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: N/A Reviewed By Department of Police Jorge Blanco Initial Police Review Completed 07/01/2020 11:02 AM Department of Police Ronald Papier Police Chief Review Completed 07/01/2020 12:24 PM Department of Police Ronald Papier Department Head Review Completed 07/01/2020 12:24 PM Office of Management and Budget Luis Hernandez -Torres Budget Analyst Review Completed 07/01/2020 1:48 PM Office of Management and Budget Christopher M Rose Budget Review Completed 07/06/2020 11:31 AM Legislative Division Valentin J Alvarez Legislative Division Review Completed 07/06/2020 11:37 AM City Manager's Office Arthur Noriega V City Manager Review Completed 07/06/2020 5:46 PM Office of the City Attorney Pablo Velez ACA Review Completed 07/09/2020 7:50 PM Office of the City Attorney Barnaby L. Min Deputy City Attorney Review Completed 07/10/2020 9:27 AM Office of the City Attorney Victoria Mendez Approved Form and Correctness Completed 07/13/2020 10:43 AM City Commission Nicole Ewan Meeting Completed 07/23/2020 9:00 AM Office of the City Clerk City Clerk's Office Rendered Completed 07/27/2020 8:38 AM City of Miami Legislation Resolution Enactment Number: R-20-0219 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 7526 Final Action Date:7/23/2020 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR-FIFTHS (4/5TNS) AFFIRMATIVE VOTE, AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, CONFIRMING, AND APPROVING THE CITY MANAGER'S RECOMMENDATION AND WRITTEN FINDINGS PURSUANT TO SECTION 18-85(A) OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING METHODS AS NOT BEING PRACTICABLE OR ADVANTAGEOUS TO THE CITY OF MIAMI ("CITY") FOR THE RENTAL OF EXTENDED LENGTH SPORT UTILITY VEHICLES ("SUV'S") FROM ROYAL RENT -A -CAR SYSTEMS OF FLORIDA, INC., A FLORIDA PROFIT CORPORATION ("ROYAL"), FOR SIX (6) CITY OF MIAMI POLICE DEPARTMENT ("POLICE") SERGEANT AT ARMS TO PERFORM THEIR DUTIES; ALLOCATING FUNDS FROM THE POLICE GENERAL ACCOUNT AND SUCH OTHER FUNDING SOURCES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL DOCUMENTS, INCLUDING ANY AGREEMENTS, AMENDMENTS, RENEWALS, EXTENSIONS, AND REPLACEMENTS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE CITY CODE, INCLUDING THE CITY'S PROCUREMENT ORDINANCE, ANTI- DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") has a need to rent extended length Sport Utility Vehicles ("SUVs") for the City's six (6) Police Department ("Police") Sergeant at Arms to perform their duties; and WHEREAS, there is a substantial savings of approximately Eight Thousand Eight Hundred Ninety Five Dollars ($8,895.00) per year by using Royal Rent-A-Car Systems of Florida, Inc., a Florida profit corporation ("Royal"), in lieu of the primary vendor that was awarded this vehicle type on the Miami -Dade County Contract that the City piggybacks for these needs; and WHEREAS, pursuant to Section 18-85 of the Code of the City of Miami, Florida, as amended ("City Code"), the City Manager is waiving the requirements for competitive sealed bidding methods as not being practicable or advantageous to the City as further detailed in Exhibit "A", attached and incorporated; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four-fifths (4/5ths) affirmative vote, after an advertised public hearing, the City Manager's recommendation and written findings pursuant to Section 18-85(a) of the City Code waiving the requirements for competitive sealed bidding methods as not being practicable or advantageous to the City for the rental of extended length SUVs from Royal for the six (6) Police Sergeant at Arms to perform their duties is ratified, confirmed, and approved. Section 3. Funds are allocated from Police's general account and such other funding sources, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to negotiate and execute any and all other documents, including any agreements, amendments, renewals, extensions, and replacements, subject to all allocations, appropriations, prior budgetary approvals, compliance with all applicable provisions of the City Code, including the City's Procurement Ordinance, Anti - Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, a form acceptable to the City Attorney, and compliance with all applicable laws, rules, and regulations as may be deemed necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: iA t 6 ria "ndez,4FtyAt 7/13/2020 Pursuant to the resolution, this item became effective immediately upon adoption by the Commission. ' The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions.