HomeMy WebLinkAboutR-01-0055J-01-48
1/17/01
RESOLUTION NO. 0, 1 51
A RESOLUTION OF THE MIAMI CITY COMMISSION
AUTHORIZING AN INCREASE IN THE CONTRACT
WITH INTER -AMERICAN CAR RENTAL, INC. FOR
THE PROVISION OF AUTOMOBILE RENTAL SERVICE
FOR THE DEPARTMENT OF COMMUNITY DEVELOPMENT,
IN AN ANNUAL AMOUNT NOT TO EXCEED
$100,000, FROM $125,000 TO $225,000 ANNUALLY;
ALLOCATING FUNDS FROM ACCOUNT CODE
NOS. 184105.456266.6.610, 184105.456267.6.610,
184105.456268.6.610, AND 799302.452625.6.610
FOR SAID INCREASE; FURTHER AUTHORIZING THE
CITY MANAGER TO EXECUTE THE NECESSARY
DOCUMENTS, IN A FORM ACCEPTABLE TO THE CITY
ATTORNEY, FOR SAID PURPOSE.
WHEREAS, Resolution No. 99-513, adopted July 13, 1999,
accepted the bid of Inter -American Car Rental, Inc., for the
provision of automobile rental services in an annual amount not
to exceed $125,000; and
WHEREAS, the Department of Community Development (the
"Department") requires an increase in the contract with
Inter -American Car Rental, in an annual amount not to exceed
$100,000, from $125,000 to $225,000 annually; and
WHEREAS, the Department has reorganized and increased its
staff and requires additional vehicles to effectively
CITY C010IISSION
MEETHIG OF
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hF_SU,UUUn ivo.
01- 55,
administer its U.S. Department of Housing and Urban Development
(HUD) and other federal and state grants programs; and
WHEREAS, funds are available from Account Code Nos.
184105.456266.6.610, 184105.456267.6.610, 184105.456268.6.610
and 799302.452625.6.610
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. An increase in the contract with
Inter -American Car Rental, Inc. for the provision of
automobile rental service for the Department of
Community Development, in an annual amount not to exceed
$100,000, from $125,000 to $225,000 annually is authorized,
with funds allocated from Account Code Nos.
184105.456266.6.610, 184105.456267.6.610, 184105.456268.6.610,
and 799302.452625.6.610.
Section 3. The City Manager is authorized) to execute
the necessary documents, in a form acceptable to the City
Attorney, for said purpose.
1� 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.
Page 2 of 3 01 -- 5 5
Section 4. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.'
PASSED AND ADOPTED this 25th day of January , 2001.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not incl+cote approval of
this Ivgislation by ssnninr, It in the designated p13ce i;,gist V1 t 0IN
b.`�comes effective vyiir the elapse of ten (10)d t;o ltS'S :.G 0 liCtiltTi n i3CttOr1
regarding same, without the Mayor gx#rcisin�• D 1.
ATTEST:
Walter'J.- o�-ioeem'dP , City Clerk
WALTER J. FOEMAN
CITY CLERK
VEDF AND CORRECTNESS: el -
11,111,111111111
400
RO VILARELLO
ATTORNEY
4993:LB:BSS
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 3 of 3 0 1" 5 5
CITY OF MIAMI, FLORIDA
INTER-OFFICE MEMORANDUM Aml
TO:
The Honorable Mayor and Members
Of ommission
FROM a ez
City Manager
RECOMMENDATION
DATE : JAN 17 20d1 FILE:
SUBJECT: Resolution Authorizing Contract
Increase for the Rental/Lease of
Vehicles (Inter -American Car Rental)
REFERENCES:
ENCLOSURES: City Commission Agenda
January 25, 2001
It is respectfully recommended that the City Commission adopt the attached Resolution, authorizing an
increase in the contract with Inter -American Car Rental, a Local Vendor, Bid No. 5961-4/03, pursuant
to Resolution No. 99-513 for the provision of automobile rental service for the Department of
Community Development, in an amount not to exceed $100,000. Said funds are available from the
Community Development Block Grant (CDBG) and Workforce Development Grant funds, as follows:
BACKGROUND
The Department of Community Development has a critical need to maintain its existing automobile
rental fleet to effectively administer its grants programs from the US Department of Housing and Urban
Development (HUD) as well as other Federal and State grants.
The City Commission recently authorized the purchase of twenty-seven (27) vehicles to supplement the
department's transportation needs. These vehicles provide transportation to meet various departmental
activities, such as the performance of housing quality standards inspections for the City's affordable
housing projects; inspection and contract compliance needs and grant management functions.
However, the purchase of vehicles under certain other grant activities is not permissible. To address
these activities and additional transportation needs required under the Department's reorganization that
has resulted in an increase of staff positions, it is imperative that additional vehicles be made available
to the Department to meet its transportation needs. Therefore, it is respectfully requested that the City
Commission approve the proposed resolution that provides grant funds to lease vehicles to meet the
needs of the epartment of Community Development.
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CW/DF/bw
01- 55
Account Number
Amount
1)
799302.452625.6.610
$20,000
2)
184105.456267.6.610
$50,000
3)
184105.456266.6.610
$20,000
4)
184105.456268.6.610
$10,000
BACKGROUND
The Department of Community Development has a critical need to maintain its existing automobile
rental fleet to effectively administer its grants programs from the US Department of Housing and Urban
Development (HUD) as well as other Federal and State grants.
The City Commission recently authorized the purchase of twenty-seven (27) vehicles to supplement the
department's transportation needs. These vehicles provide transportation to meet various departmental
activities, such as the performance of housing quality standards inspections for the City's affordable
housing projects; inspection and contract compliance needs and grant management functions.
However, the purchase of vehicles under certain other grant activities is not permissible. To address
these activities and additional transportation needs required under the Department's reorganization that
has resulted in an increase of staff positions, it is imperative that additional vehicles be made available
to the Department to meet its transportation needs. Therefore, it is respectfully requested that the City
Commission approve the proposed resolution that provides grant funds to lease vehicles to meet the
needs of the epartment of Community Development.
g
CW/DF/bw
01- 55
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Carlos A. Gimenez
City Manager
FROM: Gwendolyn C. Warren, Director
,f
Department of Community Development
DATE: December 13, 2000 FILE:
SUBJECT
Agreement for Automobile Rental
(Inter -American Car Rental)
REFERENCES:
ENCLOSURES:
The Department of Community Development has verified with the Department of Budget that
$100,000 of CDBG and Workforce Development grants funds is available for FY 99-00, to cover the
cost of subject agreement. The Account Code Nos. and amounts are as follows:
1)
799302.452625.6.610
$20,000
2)
184105.456267.6.610
$50,000
3)
184105.456266.6.610
$20,000
4)
184105.456268.6.610
$10,000
The automobile rentals will be secured through the existing contract with Inter -American Car Rental,
Bid No. 99-513.
BUDGETARY REVIEW AND APPROVAL:
Date:
Linda Haskins, Director
Department of Budget
DB/CGW/DF/bw
AUTORENTAL.DOC
01- 55
J-99-546
6/25/99
!tJ
RESOLUTION NO. 1i —
4 -
A RESOLUTION OF THE MIAMI CITY COMMISSION
APPROVING THE" BID OF INTERAMERICAN CAR RENTAL,
INC., UTILIZING EXISTING MIAMI-DADE COUNTY
CONTRACT NO. 5961-4/03, FOR THE PROVISION OF
AUTOMOBILE RENTAL SERVICE FOR THE DEPARTMENT OF
COMMUNITY DEVELOPMENT EFFECTIVE SEPTEMBER 1,
1999, AT AN ANNUAL AMOUNT NOT TO EXCEED
$125,000, ON AN AS -NEEDED CONTRACT BASIS,
THROUGH MAY 31, 2000, WITH THE OPTION TO EXTEND
FOR FOUR (4) ADDITIONAL ONE-YEAR PERIODS;
ALLOCATING FUNDS THEREFOR FROM THE COMMUNITY
DEVELOPMENT BLOCK GRANT (CDBG) FUNDS AND
WORKFORCE DEVELOPMENT GRANT FUNDS ACCOUNT CODE
NOS. 799302.452523.610; 184096.454012.610 AND
184095.454011.610.
WHEREAS, the Department of Community Development needs to
increase its existing automobile rental. fleet to effectively
administer its grant programs; and
WHEREAS, the Department of Community Development has
undergone extensive reorganization that has resulted in an
increase
increase of nearly thirty (30) staff positions; and
WHEREAS, the majority of these positions involve inspections
and contract
compliance investigation
which require
C=T COl�SStQB
XWETMG OF
J11I- 13 to
8.roiWio. �
significantly increased field activities and additional
transportation needs; and
WHEREAS, funding is available from the Community Development
Block Grant (CDBG) funds and Workforce Development Grant funds;
and
WHEREAS, the City Manager and the Director of Communitv
Development recommend that the bid received from InterAmerican
Car Rental, Inc., be accepted; and
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 hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The bid received from InterAmerican Car
Rental, Inc., utilizing existing Miami -Dade County Contract
No. 5961-4/03, for the provision of automobile rental service,
for the Department of Community Development effective -
September 1, 1999, at an annual amount not to exceed $125,000, on
an as -needed contract basis, through May 31, 2000, with the
option to extend for four (4) additional one-year periods, is
hereby accepted, with funds therefor hereby allocated from
Community Development Block Grant (CDBG) funds and Workforce
- 2 -
0 _ �5
Development grant funds Account Code Nos. 799302.452523.610,
184096.454012.610 AND 184095.454011.610.
Section 3. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.-'
PASSED AND ADOPTED this 13th day of July , 1999.
JOE CAROLLO, MAYOR
In tdance with Miami Code Sec. 2-36, since the mow did not mdicets a--provai o•"
. this legislation by signing it in the designated place provided, s2:.
becomes effective with the elapse of ten (10)) days tha date sic -
ATTEST: ft ' without fts MSyor r -J `1.— v
1^177w2:1!��.�'
WALTER J. FOEMAN
CITY CLERK
.i'
APPRO AS CO CTNESS &
f
RO
VILAIR
TTORNEY
42:RCL
�i If the Mayor does not sign gn 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.
3 - �—
-r
L
C.. .. AACT REVIEW AND ANALYST._. •,,AM
ATTACHED SUPPORTING DOCUMENTS
DEPARTMENT/DIVISION: DEPARTMENT OF COMMWrty!OPNS . R BENT C
CONTACT PERSON/CONTACT NUMBER: Basheva wN &N -6
3951001 ` 1
CONTRACTING ENTITY: Inter -American Car Rental, Ittir. ` A ` `+
RESOLUTION NUMBER:9 q. 5/3 PROJECT NUMBER: Miami -Dade Contract No.5961-4103
BUDGETARY INFORMATION: Are funds budgeted? X YES NO If yes,
TOTAL DOLLAR AMOUNT: $125,000.00 X EXPENSE 0 REVENUE
SOURCE OF FUNDS: Grant Funds ACCOUNT CODE(s): 184095.454001.610, 184096.454012.610,
799302.452523.610
if grant funded, is there a City match requirement? 0 YES X NO AMOUNT: NIA
Are matching funds Budgeted? C YES X NO Account Code(s):
TERM OF CONTRACT:
Effective Date: September 1, 1999
Escalating Clause, if any:
Contract Period(s): Sept. 1, 1999 through May 31, 2000, with the option to extend for four (4) additional on -year periods.
Penalties, (if any), for termination:
Payment terms: 30 days
if grant funded, list restrictions/requirements, if applicable. Grant -funded vehicles con only be used by those employees who
are working on grant -funded programs. (CDBG, HOUSING, SECTION 8, and HOPWA)
SUMMARYA)ESCRIPTION OF CONTRACT OR AGENT
Is this an extension? YES X NO
If YES, actual expenditures in previous eontz= Year.
JUSTIFICATION FOR CONTRACT OR AGREEMENT
(include why it is needed, consequences if not authorized or approved, and time eonsamiats, if nay).
In response to the Audit Report issued by the Office of Inspector General, the Departinent of Community Development has
undergone an extensive reorganization that has resulted in an increase of nearly thirty (30) new staff persons. The majority of
these positions are in the areas of inspection and contract eomplianoe that require sigou5canlj► increased field activities and
additional transportation needs for the Det. The Inspections Unit is respoosble for perftining housing quality
standards inspections for the City's affordable housing projects. The Contract Compliance Unit is raroosible for monitoring
community-based organizations for regulatory compliance with HUD regtiledons and program mudc performance -
METHOD OF PURCHASE (If applicable)
0 Telephone quotes
0 Written quotes
0 Negotiated Purchase
0 Sole Source (include documentation)
0 Bid Waiver (include documentation)
k- Formal Bid/Proposal (include bid tabulation4 ropy
PREVIOUS AWARDS OX BIDS
From most recent: 1
DIRECTOR or DESIGNEE:
A oproval to use CIP Funds:
OVERSIGHT BOARD APPROVA
Budget Approval:
Wig)
0 Single Purchase
0
Short -Term Contract
Term of Contract
0 Lease (Type: Offic✓lClassroom space)
0 Other
CRC COMMENTS:
Dau:
- '10 ''5
hh
Date:
Dau:
Date:
01- 55 #6a
C�.ibj of ffliamt
CONTRACT A W A R D
MIAMI-DADE NO. 5961-4/03-1
RENEWAL
OTR: FIRST RENEWAL
NAME OF BID: AUTOMOBILE RENTAL, FOR THE DEPARTMENT OF COMMUNITY DEVELOPMENT
CONTRACT PERIOD: JUNE 1, 2000 THROUGH MAY 31, 2001
ORIG. CONTRACT PERIOD: SEPTEMBER 1, 1999 THROUGH MAY 31, 2000
COMMODITY CODE: 975-14
TERM OF CONTRACT: ON AN AS -NEEDED CONTRACT BASIS UNTIL MAY 31, 2000, WITH THE
OPTION TO RENEW FOR FOUR (4) ADDITIONAL ONE-YEAR PERIODS
METHOD OF AWARD: LOWEST FIXED PRICE
AWARD BASED ON MEASURES: Yes () No (X) () Set Aside ( ) BBE { ) HBE
( ) WBE owned firms () Local Preference
SECTION #1
F.E.I.N. #
VENDOR NAME:
STREET:
CITY/STATE/ZIP:
CONTACT PERSON:
PHONE #:
FAX #:
PAYMENT TERMS:
F.O.B. TERMS:
VENDOR AWARD
59-1685935
1NTERAMERICAN CAR RENTAL, INC.
1790 NW LEJEUNE ROAD
MIAMI, FLORIDA 33126
RICHARD BYRD
(305) 871-3030
(305) 871-9707
NET 30 DAYS
DESTINATION
SECTION #2 AWARD INFORMATION
C.C. AWARD DATE: JULY 13, 1999 AMENDED AMOUNT: NONE
AGENDA ITEM #: 20 SPECIAL CONDITIONS: YES
RESOLUTION NO: 99-513 INSURANCE REQUIREMENT: YES
TOTAL AWARD AMOUNT: $125,000.00 FINANCIAL OVERSIGHT BOARD: JUNE 19, 2000
SECTION #3 AFFIRMATIVE ACTION POLICY YES
SECTION #4 REQUESTING DEPARTMENT INFORMATION
USER DEPARTMENT/DIVISION: DEPARTMENT OF COMMUNITY DEVELOPMENT
CONTRACT ADMINISTRATOR: BASHEVA WRIGHT
TELEPHONE NO: (305) 416-2191 FAX NO. (305) 416-2090
SECTION #5 PROCURING AGENCY
SENIOR BUYER: MARITZA SUAREZ DATE PREPARED: JUNE 20, 2000
TELEPHONE NO:(305) 416-1907 FAX: (305) 416-1925
'REPARED BY: STEPHANIE JONES
01- 55
COQ R A C T
BID NO.: 59614103-2
AWARD
VV
SF 7T
(Previous Bid No.5961-4/03)
AUTOMOTIVE RENTAL FOR M.D.P.D. AND GSAIFLEET MANAGEMENT
CONTRACT PERIOD: 06/01/2000 through 05/31/2001
COMMODITY CODE: 975-14
AWARD BASED ON MEASURES: NO (X)
PART #1: VENDORS AWARDED
F.E.I.N.:
59-1685935
VENDOR:
INTERAMERICAN CAR RENTAL, INC.
STREET:
1790 N.W. LEJEUNE ROAD
CITY/STATEOP:
MIAMI, FLORIDA 33126
F.O.B. TERMS:
DESTINATION
PAYMENT TERMS:
NET 30 DAYS
DELIVERY:
PICK UP VEHICLES AS NEEDED
PHONE:
(305) 8713030
FAX:
(305) 8714707
CONTACT PERSON:
RICHARD BYRD
PART 82: ITEMS AWARDED
SEE ATTACHED
OTR YEARS: FOUR (4)
PART #P3: AWARD INFORMATION
(X) BCC AWARD DATE: 5/19198 AGENDA ITEM P. 6F313(981435)
BIDS S CONTRACTS RELEASE DATE: 6J5M OTR YEAR: 2 of 4
ADDITIONAL ITEMS ALLOWED: YES -
SPECIAL CONDITIONS: INSURANCE REQUIREMENT, SECTION 2.0 PARA. 2.11
TOTAL CONTRACT VALUE: $3,650,000.00
USER DEPARTMENT
MIAMI DADE POLICE DEPARTMENT
GSAIFLEET MANAGEMENT
MODIFIED CONTRACT VALUE: S
DOLLAR AMOUNT
ALLOCATED
$3,400,000.00
$250,000.00
SENIOR PROCUREMENT AGENT: J. CARLOS PLASENCIA, CPPB
05-24-00
No. 5961-4103-2
Page 2 of 2
DESCRIPTION
INTERAMERICAN
1. SUB -COMPACT CARS
a By the 24 hour d
$34.63-
b the week
$142.73
c the month
$540.50
2. COMPACT CARS 2 DOOR
a the 24 hour da
$36.72
b the week
$153.23
c the month
$682.49
3. COMPACT CARS 4 DOOR
a the 24 hour day
$37.78
b the week
$167.43
c the month
5583.19
4. MIDSIZE SEDAN 2 DOOR
a the 24 hour day
$40.92
b the week
$174.22
c the month
$681.46
5. MIDSIZE SEDAN 4 DOOR
a the 24 hour day
$41.98
b the week
$177.36
c the month
$681.64
S. PULL SIZE CAR
a the 24 hour day
$47.22
b the week
$204.66
C) the month
$752.68
7 "1 SIZE LUXURY CAR
he 24 hour day
b the week
$67.71
$505.31
e the month
$1 .30
S. MINI PASSENGER VAN
a the 24 hour
$62.47
b the week
$261.33
c the month
$775.60
9. STANDARD PASSENGER VAN
a the 24 hour day
$78.71
b the week
$446.05
c the month
$1457491
10. MAXI PASSENGER VAN
a the 24 hour day
$7871
b the week
$446.05
W Bv the month
$1.574.31
11. PICKUP TRUCKS ONE TON
a the 24 hour day
1862A7
b the week
5252.62
c the month
$733.62
12. UTILITY VEHICLES 2 WD
a the 24 hour day
$5247
b the week
5262.62
c the month
$76091
113. UTILITY VEHICLES 4 WD
a) By the 24 hour day
$6191
b) By the week
$282.32
C) By the month
$796.69
14. MINI CARGO VAN 112 TON
a) P 'he 24 hour day
b) ,e week
$47.22
8220.40
c) By the month
$732.58
01- 55
INCREASE OF CONTRACT
MIAMI-DADE COUNTY CONTRACT NO. 5961-4/03
ITEM: Automobile Rental Service
DEPARTMENT: Community Development
TYPE OF PURCHASE: Increase Contract
REASON: The Department of Community Development has
seen a need to increase said contract for the
provision of automobile rental service.
RECOMMENDATION: It is recommended that an increase to the
contract amount awarded to Inter -American
Car Rental in an annual amount of $100,000,
thereby increasing the total contract amount
from $125,000 to $225,000 annually, for the
provision of automobile rental service, under
existing Miami -Dade County Contract No. 5961-
4/03, for the Department of Community
Development; allocating funds therefor from
Account Code Nos. 799302.452625.5.610,
18 4105.456266.6.610,
18 4105.45626 7.6.610,
184105.4562 .6.610
Judy S. Ca er
Dir r of Purchasing
to
AwardIncrewe