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Home My WebLink AboutR-03-0646J-03-484 06/02/03 03— 646 RESOLUTION N0. A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE BIDS RECEIVED FROM VARIOUS VENDORS, AS LISTED IN "EXHIBIT A," ATTACHED AND INCORPORATED, FOR THE PURCHASE OF ORIGINAL EQUIPMENT MANUFACTURER (OEM) PARTS AND REPAIR SERVICES FOR THE DEPARTMENT OF MUNICIPAL SERVICES, FLEET MANAGEMENT DIVISION, ON AN AS -NEEDED CONTRACT BASIS FOR A TWO-YEAR PERIOD, WITH THE OPTION TO RENEW FOR TWO ADDITIONAL ONE-YEAR PERIODS, AT AN ESTIMATED ANNUAL AMOUNT OF $450,000, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $1,800,000; ALLOCATING FUNDS FROM THE DEPARTMENT OF MUNICIPAL SERVICES LIGHT FLEET DIVISION, ACCOUNT CODE NO. 503001.420905.6.670, IN THE AMOUNTS NOT TO EXCEED $97,500 (FY 2003) AND $352,500 (FY 2004), SUBJECT TO BUDGETARY APPROVAL FOR SAID AMOUNTS AND EACH YEAR THEREAFTER FOR THE TERM OF THE CONTRACT. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The bids received from Various Vendors, as listed in "Exhibit A," attached and incorporated, for the purchase of Original Equipment Manufacturer (OEM) parts and repair services for the Department of Municipal Services, Fleet Management Division, are accepted, on an as -needed contract basis for a two-year period, with the option to renew for two additional one-year periods, at an estimated annual amount not to exceed $450,000, for a total contract amount not to exceed CITY COMIMON MEETING OF JUN 1 2 2003 Resolution No. 63- 646 $1,800,000, with funds allocated from the Department of Municipal Services, Light Fleet Division, Account Code No. 503001.420905.6.670, in the amounts not to exceed $97,500, (FY 2003) and $352,500 (FY 2004), subject to budgetary approval for said amounts and each year thereafter for the term of the contract. Section 2. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.!' PASSED AND ADOPTED this 12th day of June 2003. ATTEST: PRISCILLA A. THOMPSON CITY CLERK APPROVEQd1eS JFFOR D CORRECTNESS:t/ WDRO'"7LARELLO ATTORNEY 7269:tr:AS:BSS if If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 2 of 2 (s3— 64�r EXHIBIT "A" ORIGINAL EQUIPMENT MANUFACTURER (OEM) PARTS AND REPAIR SERVICES BID NO. 02-03-075 1. Maroone Chevrolet of Miami 5. Autocity Buick- Pontiac — GMC 4181 SW 8 Street 305 S. Dixie Highway Miami, Florida 33134 Homestead, Florida 33030 Local/Non-Minority Dade/Non-Minority 1. Tropical Chevrolet 6. Maroone Ford of Miami 8880 Biscayne Boulevard 16800 NW 57 Avenue Miami, Florida 33138 Miami, Florida 33015 Dade/Non-Minority DadeWon-Minority 3. Maroone Chevrolet of West Dade 7. Maroone Dodge of Miami 1101 NW 89 Court 11151 NW 1 Avenue Miami, Florida 33171 Miami, Fldrida 33169 Dade/Non-Minority Dade✓Non-Minority 4. Dadeland Chevrolet 8455 South Dixie Highway Miami, Florida 33143 Dade/Hispanic Bid Resolution -Reno -OEM Parts 8. Maroone Nissan of Kendall 17305 South Dixie Highway Miami, Florida 33157 Dade/Non-Minority 03- 64C CITY OF MIAMI, FLORIDA CA=3 INTER -OFFICE MEMORANDUM The Honorab or and M ers DATE: JUN — 3 FILE: ro : of the City ommission sUWECT : Recommendation for Resolution to Accept Bid No. 02-03-075 Original Equipment Manufacturer FROM: J Amola REFERENCESPEM) Parts and Repair Services Ci Manager ENCLOSURES: RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached Resolution accepting the bids received pursuant to Bid No. 02-03-075 from eight (8) vendors, as listed in Exhibit "A" and as per attached Tabulation of Bids, for the purchase of original equipment manufacturer (OEM) parts and repair services, on an as needed, when needed contract basis, for the Department of Municipal Services, Fleet Management Division, for the initial term of two (2) years with the option to extend for (2) two additional one (1) year periods in a proposed annual amount not to exceed $450,000. Funds are available from the Department of Municipal Services, Light Fleet Division, Account Code No. 503001.420905.6.670, in the amount of $97,500 (FY03') and $352,500 (FY04'). The approval for FY04' funding is subject to the budget process, as such funding amounts have yet to be approved and/or appropriated and funding levels have yet to be established. BACKGROUND: The Department of Municipal Services, Fleet Management Division, has analyzed the bids received pursuant to Bid No. 02-03-075. Twenty -Eight (28) Invitation for Bids were mailed and eight (8) responses were received. All eight (8) vendors, as listed in Exhibit "A" were deemed responsive, responsible and met bid specifications. Awards shall be made based upon the lowest hourly rate per manufacturer's brand, facility location, and cost to pick up/deliver parts and/or vehicles, which is in the best interest of the City. The City's fleet of vehicles has a need for original equipment manufacturer (OEM) parts and repair services, on an as needed, when needed contract basis, as well as once the manufacturers warranty expires. Parts purchased under this contract include remanufactured engines, transmissions and cylinder heads. Bid Resolution -Reno -OEM Parts 03- 646 The Honorable Mayor and Members Of the City Commission Page 2 of 2 In addition to parts being purchased during the contract period, original equipment manufacturer vendors offer extended warranties which are beneficial to the operation of this Department, and by purchasing from an OEM facility, the city is able to avoid mark-up charges being charged from existing parts suppliers. Also, this contract will allow the fleet management division to approve any non -warranty repairs to an OEM facility, which in turn will prevent the delay of availability of vehicles needed for service for the citizens of the City of Miami. FISCAL IMPACT: NONE J AJM/nbd Bid Resolution-Reso-0EM Parts 01— Gt6 AGENDA BRIEFING FORM Agenda Date: 6/12/03 Department/Division: Municipal Services, Fleet Management Division Item No: Department Contact Name/Number: Nancy Dorta 575-5130 Staff Meeting Date: Agenda Office Received: May 16, 2003 Summary/Description of Purchase: OEM Parts and Repair Services Bid No. Description: 02-03-075 The Department of Municipal Services, Fleet Management Division has the need for Original Equipment Manufacturer (OEM) Parts and Repair Services. Type of Item: Source of Item: Recommended Vendor(s) Various Vendors ® Resolution ❑ Commission Directive ❑ Ordinance ❑ Normal Purchase ❑ Sole Source ® Contract Item ❑ Emergency Ratification Discussion Item ❑ Public Hearing Item Contract Period 2 years OTR: 2 years No. of Bidders Notified/MWBE Status: 44 bids notified 3 Black 10 Unknown 14 Hispanic 2 Female No. of Bids Receive/MWBE Status: 10 bids received 1 Black 0 Unknown 6 Hispanic 1Female 15 Non -Minority 1 Non -minority Total Value of Award/Contract (including value associated with potential OTR):' Award/Contract Value $450,000 $1,800,000 03- 646 Budgetary Impact Analysis Department Municipal Services Division Fleet Manag,.m,.nt Commission Meeting Date: JUNE 12, 2003 Title and brief description of legislation or attached ordinance/resolution: REF: ORGINAL EQUIPMENT MANUFACTURER (0EM) PARTS AND REPATR SF.RVTCF.S 1. Is this item related to revenue? NO U Yes ❑ (If yes, skip to item #4) 2. Are there sufficient funds in Line Item? CIP Project #: (If applicable) Yes: xx Index Code: Minor: Amount: No: Complete the following information: 3. Source of funds: Amount budgeted in the line item: $ Balance in line item: Amount needed in line item: $ •sic: _ ,'s= .. *.A Sufficient funds will be transferred from the following line items: ACTION ACCOUNT NUMBER _ TOTAL T-ojec N-6./Index/MinocUbject From From $ To _ _ _.. $ To .. $ 4. Comments:. 'FUNDING: Account _ Code No. 503001.420905.6.670 $97,500 __ (FY03') and $352,500 (FY04'). The approval for FY04' funding is subject to the budget process, as such funding amounts have yet to be approved and/or appropriated and funding levels have yet to be established. APPROVALS Verified by Dept. 4fSttkteK.Pl ' ing, Eudleting & Performance Date: Verified by CIP: (If applicable) Director/Designee Date: o3" 646 I AWARD RECOMMENDATION AND APPROVAL FORM Date: March 24, 2003 Department/Division: Dent. Municipal Services / GSA Department Contact Name/Phone Number: Nancy Dorta, 305-575-5130 Bid/Contract Number: 02-03-075 Sr. Buyer: Terry Byrnes. CPPB Summary/Description of Purchase: Purchase of Manufacturers Dealer Original equipment Parts and Repair Service for all domestic and import passenger car, station wagon, van, pickup truck, utility vehicle, suburban, walk-in step van and motorcycle, both domestic and foreign, manufacturers brands. This contract is bid in conjunction with the Uitv's total neeas on an as neeaea oasis. Justification for Award/Contract: The City's fleet of light vehicles requires original equipment manufacturer (OEM) parts and repair services on an as needed when needed contract basis This contract will provide parts and services for vehicles such as �,assenger cars, station wagons and utility vehicles both in the domestic and foreig manufacturer brands. Type of Contract: Method of Purchase: ❑Single Purchase ®Formal Bid (include bid tabulation) ❑Short -Term Contract ❑Competitive Negotiated Purchase (include documentation) ❑Lease ❑Other Governmental Contracts (include documentation) ®Term Contract Contract Period: TWO YEARS OTR: Two Additional One -Year Periods (if applicable) Recommended Vendor(s): MWBE/Location Status: Award/Contract Value: VARIOUS Total Value of Award/Contract (including values associated with pot tial OTR): Proposed annual amount not to exceed $450,000. Award Recommended By: /%Y"7 Dir or/De gree Signature Sources) of Funds: Department of Municipal Seryi cec._Li gbt Fleet Divi si nn Account Code(s): Account Code No. 503001.420905.6.670 in the amount of $97.500 (FY03') and $352,500, (FY04'). The approval for FY04' funding is subject to the budget process, as.such funding amounts have yet to be approved^ and/or appropriated and funding levels have yet Funding Approval: 61 r ghee AWARORECOMANOAPPROVAIFORM Certified By: I IV C'hief Procurement Officer/Designee City 1 tablislidd. Date 03- 646 ITEM SERVICES 1 Hourly rate charged to City: 2 Cost to transport vehicle to/from repairs facility: 3 Percent markup for Repair Parts at cost: 4 % Discount off Dealer Warranty Repair Labor Rate Reimbursement Agreement 5 Warranty -Parts Warranty -Labor Manufacturer's Brand Serviced Prepared By: Terry S. Byrnes, CPPB 3/20/03 BID TABULATION BID NO. 02-03-075 OEM PARTS AND REPAIRS FOR VARIOUS CITY VEHICLES Maroone Chevrolet of Miami Tropical Chevrolet Maroone Chevrolet West Dade Dadeland Chevrolet 4181 S.W. 8th Street 8880 Biscayne Blvd. 1201 NW 89 Ct 8455 S. Dixie Hwy. Miami, Fla. 33134 Miami, Fla. 33138 Miami, FL 33172 Miami, FL 33143 Local / Non Minority Dade Co./Non Minority Dade Co./N/A Dade Co./Hispanic IE1• No Charge 15% 15% No Response No Response Chevrolet, most GM brands 65.76 ! $ 56.90 $ 45.00 As Specified by Manufacti 12Months/12000miles Chevrolet and Isuzu IF-= 63.15 1 No Charge 12% Warranty less 20% 12Months/12000miles 12Months/12000miles Chevrolet $ 58.00 No Response No Response 25% 12Months/12000miles 12Months/12000miles Chevrolet LApproved By: Gam. Jpa�rtrnent Direc esionee Prepared By: Terry S. Byrnes, CPPB 3/20/03 ff'�Apd By: I Dep ment Direc signee Autocity Buick -Pontiac -GMC Maroone Ford of Miami Maroone Dodge of Miami Maroone Nissan of Kendall 305 S.Dixie Hwy. 16800 NW 57 Ave 21151 NW 2 Ave 17305 S.Dixie Hwy Homestead, FL 33030 Miami, FL 33015 Miami, FL 33169 Miami, FL 33157 ITEM SERVICES Dade Co. / N/A Dade Co. / N/A Dade Co. / N/A Dade Co. / N/A 1 Hourly rate charged to City: $ 70.00 $ 55.68 $ 65.43 $ 60.00 2 Cost to transport vehicle to/from None No Charge None None repairs facility: 3 Percent markup for Repair Parts 15% 15% 15% 13% at cost: 4 % Discount off Dealer Warranty 20% None None 21% Repair Labor Rate Reimbursement Agreement 5 Warranty -Parts 12Months/12000miles 12Months/12000miles 12Months/12000miles 12Months/12000miles Warranty -Labor 12Months/12000miles 12Months/12000miles 12Months/12000miles 12Months/12000miles Manufacturer's Brand Serviced: Buick,Pontiac,GMC Ford, Lincoln, Mercury Dodge, Chrysler, Jeep Nissan Prepared By: Terry S. Byrnes, CPPB 3/20/03 ff'�Apd By: I Dep ment Direc signee BID ITEM: CM OF MIAMI OF THE CITY CLERK BID SECURITY LIST OEM PARIS & W PAIRS +10 CITY VEHICLES BID NO: 02-03-075 DATE BID(S) OPENED: MONDAY MARCH 17, 2003 TIME 2:00 PM BIDDER TOTAL BID AMOUNT BID BOND (ER) CASHIER'S CHECK TROPICAL CHEVROLET MAROONS -NISSAN OF KENDALL AU'It7 CITY BUICK-PONTIAC-GKC MAFCONE CAE wLET OF WEST RADE DADELAND CHEVROLET, INC. muccNE FORD OF MIAMI, LLC Mi1�C)r NE CHEVROLET OF WEST DADE/BEA0ON MMDR OD MAROCNE CHEVROLET OF MIAMI/ABRAHAM CHEVROLET MAF=NE DODGE MIAMI, LLC NO BID: _ THE PARIS HOUSE n l+S received timely as of the above open' g date and ime. All other offers sumute in response to tf e hereby rejected as late:' is sou on any, ?F�1-4*e received ( iii ) envelops on behalf of n receiving bid(s) PURCHASING DEPARTMENT 2 on (City Deparnnent) SIG Deputy Clerk (Date) 64C