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HomeMy WebLinkAboutR-01-0685J-01.-550 7/10/01 0 • RESOLUTION NO. `� 1 G 5 J A RESOLUTION OF THE MIAMI CTTY COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE CITY MANAGER TO ACCEPT THE SELECTION OF EXXON/MOBILE, ATLANTA, GEORGIA, AND ITS GASOLINE DEALERS LOCATED WITHIN THE: CTTY OF MTAMT ("CITY") QUALIFIED TO PROVIDE PREMIUM. 93-OCTANF GASOLINE TO MEMBERS OF' THE POlaICE DEPARTMENT'S MOTORCYCLE 77,FET, UTILIZING THE EXXON FLEET CRLll1T CARD/SPEED PROGRAM FOR A PERIOD Oi' THREE YEARS, WITH THE OPTION TO EXTEND FOR TWO ADDITIONAL ONE-YEAR PERIODS, FOR AN ESTIMATED ANNUAL AMOUNT NOT TO EXCEED $20,000; FURTHER AUTHORIZING THE PROCESS OF EXXON FLEET CRFDTT CARDS APPLICATIONS FOR DESIGNATED MEMBERS OF THE MOTORCYCLE FLEET AND THE EXECUTLON OF A MOTORCYCLE FUEL ACCESS AGREEMENT THAT PROVIDES FOR THE TNCLUSION OF ADDITIONAL GASOLINE DEALERS IN THE CITY ON AN AS NEEDED BASIS; ALLOCATING FUNDS FROM THE POLICE DEPARTMENT GENERAL OPERATING BUDGET, ACCOUNT CODE NO. 001.000.290301.6.715. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The City Manager is authorizedll to accept the selection of Exxon/Mobil, Atlanta, Georgia and its i-� 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 proscribed by applicable City Charter and Code P.rovi Siolls. !ATTACHMENT (S) CCHTARIED ffff�.l cmc�wo�.�" n / P��V C Jul. 1 0 2001 w�.oaaitw+ tso. Exxon/Mobil gasoline dealers located within the City, qualified to provide premium 93 -octane gasoline to the police Department's Motorcycle Fleet, utilizing the Exxon Credit Card Program for a period of three years with the option to renew for two additional "one-year periods, at an annual amount not to exceed $20,000. Section 2. The process of Exxon Fleet Credit Cards applications for de"signated members of the Motorcycle Fleet and the execution of a Motorcycle fuel Access Agreement that provides for the inclusion of additional gasoline dealers in the City. on Page 2 of 3 0J.- b S'D* PASSED AND ADOPTED this 10th day of July 2001. 4 i Jt? CAROLLO MAYOR • C r • L•alt ♦ q 111 Nd.1tfC� tWt1. '+'; u:= l,csc!:3.► C. ,r : raf:. ^ h , i4i ' dW !1A .1;! 5(t014 -1hu Ga .. )+i, t$^•' �:. `� t e :I t 13iG to o+ mprding am, wiftut IN) 1iNbiyOi AT rS:, tNeRo WALTER J. FOEIAN CITY CLERIC APPROVED AS TO FORM AND CORRECTNESS: �' `" . x $t 3:3 " 3 H ivAlyuv 1•HtI�LLu tTY Al OR 'Y W5433:db: a:LN ? r4Rfi r i } 3 { � -�� �M£�3 �•�c�"��M fi �t7 Tom' $i`J��t �A l S 4 1 sae t.��xl Ab NO 0������£��a't'J v N a �»`"w..�r`'s a» rh t"y � t E v�� ' �+, h£�sK #�""i+ kxx� �i s ;r t 'f 'i„ i M iPw' a i d a r 6at § Page 3 of 3 PREMIUM GASOLINE FOR POLICE MOTORCYCLE. FLEET Request for Letters of interest No. 99-00-111 QUALIFIED ExxonMobll Dealers H & S Exxon 9. Mobil Mwntown Gas & Food Attn: Hector A. Duval, Owner Attn: Javier Solis, Manager 2810 N.W. 12 Avenue 1000 Biscayne Blvd. Miami, Fla. 33127 Miami, Fla. 33132 District: I District: 2 2. Alexca Inc. Mobil Attn: Jose Hernandez, Owner 5390 N. Miami Avenue Miami, Fla. 33127 District: 5 3. Mival Inc. Mobil Attn: Jose A. Hernandez, Owner 3498 S. Dixie Highway S. Miami, Fla. 33133 District: 2 4. Five Group Corp. Exxon Attn: Antonio Moreno, V.P. 720 SW 2nd Avenue Miami, Fla. 33130 District: 3 5. LeJeune Mobil Mart, Inc. Attn: Luis Cuza 901 N.W. 42 Avenue Miami, Fla. 33126 DIstrict: l 6. J & G West Flagler, Inc. (Exxon) Attn: Joel Rodriguez, President 7100 West Flagler Street S. Miami, Fla. 33144 District: 4 7. Francisco Veloso Mobil Attn: Frank Veloso, President 2160 S.W. 8'h Street Miami, Fla. 33135 District: 3 8. 747 Service Station (Exxon) Attn: Evelyn Artiles, Manager 4701 N.W. 7'h Street Miami, Fla. 33126 District: 1 10. Coral Way Mobil Inc. Attn: Bertha Ruiz, President 3201 Coral Way Miami, Fla. 33145 District: 4 11. G.F. Car Center Inc. (Exxon) Attn: Juan Flores, President 3720 W. Flagler Street Miami, Fla. 33134 District: 4 12. Exxon Coral Way Auto Services Attn: Leonor R. Iduarc, V.A. 1290 Coral Way Miami, Fla. 33145 District: 3 13. 32nd Avenue Exxon Attn: William Rios, President 1121 SW 32 Avenue Miami, Fla. 33135 District: 4 14. 7911h Street Exxon Attn: William Rios, President 5 N.F. 79`h Street Miami, Fla. 33138 District: 5 15. Miami Springs Service Station (Exxon) Attn: Amaury Luzardo, Gen Mgr. 4401 SW 8'h Street Miami, I-Ia. 33135 District: 4 �:b i • _ �3 � ii *C CITY OF MIAMI, FLORIDA m25 INTER -OFFICE MEMORANDUM The honorable Mayor and Members TO of the City Commission FROM , me z City Manager RECOMMENDATION DATF JUIN 2 6 , FILE SUBJECT. Resolution to Accept Responses to Letters of interest; Motorcl cle Fleet Card Program REFERENCES ENCLOSURES It is respectfully recommended that the City Commission adopt the attached Resolution authorizing the City Manager to accept the selection of E•xxorLMobil, c/o Fleet Card Services. P. n. Box 530988, Atlanta, Ga. 30353-0988, and its gasoline dealers located within the City of Miami, who responded and are deemed qualified, to provide premium 93 -octane gasoline, utilizing its Exxon Fleet Card, for the Police Department's Motorcycle Fleet, for a initial period of three (3) years, with the option to renew for two (2) additional one year periods, at an annual amotint not to exceed $20,000. Funding is to be provided from the Police Department General Operating Budget, Account Code No. 001000 290301.6.715. This Resolution further authorizes the City to execute an ExxonMobil credit application »7th the recommended vendor. BACKGROUND Motor Officers of the Motorcycle Fleet drive Marley Davidson motorcycles. However, due to the lack of premium 93 -octane gasoline to fuel their motorcycles, each Motor Officer was required to purchase with his or her funds premium 93 -octane gasoline, and later seek reimbursement from the City. This process created a financial burden on the officers. In order to remedy the reimbursement dilemma, it was determined to be in the City's best. interest to implement a gas card program for the Motorcycle Fleet, and institute appropriate safeguards against abuse. The decision to implement a gas card program arose after the Police Department leased Harlev Davidson motorcycles for the Motorcycle Fleet, and the following was determined: (1) the required gasoline was not available for purchase through the Miami -Dade County contract currently utilized by the City to provide fuel to its Fleet; (2) the City's fueling station does not offer a pump for premium gas; (3) installation of a pump for this purpose would be cost - prohibitive, according to the City's Fleet Manager; and (4) the acting Director of Finance advised the continuation of the practice of reimbursing employees for the purchase of fuel was inconsistent with City policy. 01— 'fiss IiaaY1j1K • The Honorable Mayor and Members of the City Commission Page 2 • Resolution to Accept Responses to Letters of Interests; Motorcycle Fleet Card Program In order to provide a mechanism for Motor Officers to purchase gasoline without utilization of their own funds, a thorough evaluation of major gasoline companies (Amoco, Exxon, Mobil and Shell) within the City limits was conducted by the Department of Purchasing. Factors considered included number of stations, location, cost per gallon, ability to restrict fuel purchases to premium gasoline, ability to restrict fuel purchases to gasoline stations located within the City of Miami limits, and the provision of a detailed record of gasoline purchases. Following its initial analysis, the Purchasing Department narrowed further consideration to Shell and Exxon/Mobil. In addition to other factors considered, a cost analysis was conducted. It was revealed that ExxonMobiI was generally less expensive than Shelf. It was determined that the fleet card program offered by ExxonMobil met all City requirements and can be restricted to City dealers. As such, the ExxonMobil program was determined to be in the best interest of the City. In order to adopt a uniform policy and establish guidelines for use of the gas card, also known as the Exxon Fleet Card, by the Motorcycle Fleet, the Commander of the Enforcement Detail drafted Standard Operating Procedure (SOP) 10, which has been approved by the Director of the Department of Internal Audits. This SOP will ensure officer accountability and the City's ability to create an audit trail regarding the use of the Exxon Fleet Card. In addition, a Motorcycle Fuel Access Agreement was created by Purchasing, which will require the signature of each officer who will be issued this card/Speed Pass in advance of any usage. Please be advised the following departments were involved in this process and provided various input and approvals: Purchasing, Finance, Internal Audits, and Police. Based on the above analysis, it is recommended that ExxonMobil gasoline dealers located within the City of Miami, who responded and were deemed qualified, be authorized to provide premium 93 -octane gasoline utilizing its Exxon Fleet Card / Speed Pass Program to the Motorcycle Fleet. Implementation of the Exxon Fleet Card / Speed Pass %611 occur only when both the officers and ExxonMobil gasoline dealers are familiarized with the program, policies and procedures for use of the Exxon Fleet Card, and the Motorcycle Fuel Access Agreement is executed by all motorcycle officers. It should also be noted the City reserves the right to add additional ExxonMobil dealerships located within the City of Miami to the contract should new dealerships open in the future. CAG/41 /JLM/lr Attachments 111111010316 01- 685 • Carlos A. Gimenez To City Manager FAoa, . ul art' hief of Police • CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM LEG WAY 10 2001 1.2 DATE: FILE SUBJECT Resolution to Accept Responses to Letters of Interest; Motorcycle Fleet Card Program HUMENCES ENCLOSURES' The Police Department has verified that funds are available with the Department of Management & Budget to accept the selection of ExxonMobil and its gasoline dealers located within the City of Miami, who responded and are deemed qualified, to provide premium 93 -octane gasoline, utilizing its Exxon Fleet Card, for the Motorcycle FIeet, for a initial period of three (3) years, with the option to renew for two (2) additional one year periods, at an annual amount not to exceed $20,000. funding is to be provided from the Police Department General Operating Budget, Account Code No. 001000.290301.6.715. BUDGETARY REVIEW AND APPROVAL,: Linda M. Haskins Director Department of Management & Budget RM/ /JLM/lr arum".. C* of Mimi MnMlt b Budget AWANd>j toE'y.S`ja �wN�01r b amount nuntb�r �cVS is cry . 9�' c.%_ c •� fia br: u 01— 685 Gasoline Card Program for Miami Police Department Motorcycle Fleet Request for Letters of Interest No. 99-00-111 I. Pulse This report summarizes the evaluation process to select a supplier for participation in the Gasoline Card Program for the provision of premium 93 -octane gasoline to the Motorcycle Fleet of the Miami Police Department, conducted by the Department of Purchasing, in cooperation with the Miami Police Department, Finance Department, and Office of Internal Audits. I1. Background The Miami Police Department contacted Purchasing to seek a solution to secure a gasoline provider to supply premium 93 -octane gasoline for its Motorcycle fleet. The Police Department currently has nineteen (19) motorcycles in its Fleet. These motorcycles require only premium 93 -octane gasoline. Upon obtaining additional information on this issue, we learned each individual motorcycle officer was required to purchase with his or her own funds premium 93 -octane gasoline, and seek. reimbursement for the same, for their City -owned motorcycles. We further became aware of the following: (1) the required gasoline was not available for purchase through the Miami -Dade County contract currently utilized by the City to provide fuel to its Fleet; (2) the City's fueling station does not offer a pump for premium gas; (3) installation of a pump for this puipose would be cost - prohibitive, according to the City's Fleet Manager; and (4) the Director of Finance advised the continuation of the practice of employee reimbursement for the purchase of fuel was inconsistent with sound accounting practices. In order to provide a mechanism for officers to purchase gasoline without utilization of their own funds, it was determined to be in the City's best interests to implement a gas card program for the Motorcycle Fleet. This program would be implemented by securing a pool of qualified service stations using one type of dealer, i.e. Shell, Amoco, Exxon, Mobil, etc., from whom City motorcycle officers could purchase premium gasoline. To determine the most advantageous gas card program, the Department of Purchasing sought to establish requirements, including safeguards and controls, for the purchase. These City requirements included the following: • Access to service stations located in the City of Miami corporate limits only; • Availability of sufficient number of service stations located in City limits; • Customized reporting, detailing all purchases and specifying the type of gas purchased, i.e. premium; • Restriction codes limiting fuel purchases only; • Tracking options; • In -Station card option; • Rebates on fuel purchases; 01- 685 i�rzs��jr —rage l - Analysis of Gasohne Card Pro* • III. Evaluation The Department of Purchasing initially evaluated the major gasoline stations within City limits. These stations included Shell, Exxon, Mobil and Amoco. Amoco was removed from consideration because it was unable to meet the detailed reporting requirements of the City in reporting the type of gas purchased, i.e. premium. Mobil (9) and Exxon (9) gas stations were eliminated from further consideration due to insufficient number of stations located in the City. Only one (1) fuel provider, Shell, who met all of the City's requirements, with a total of twenty-one (21) stations located in the City, remained in consideration. As a result, Purchasing issued a Request for Letters of Interest seeking authorized Shell gasoline dealers located within the corporate limits of the City to participate in the Shell Fleet Plus/One Station Card Plan for the City, to provide premium 93 -octane gasoline to the Motorcycle Fleet of the Miami Police Department. A. Shell Gasoline Dealers A total of twenty-one (21) Shell service stations were identified and mailed the Request for Letters of Interest. Eighteen (18) Shell dealers expressed interest, responded, and were deemed qualified. A List of those qualified Shell dealers was prepared by Purchasing denoting the location of each station on a City map. The location of the stations was adequately found throughout the City of Miami. Shell vs. Exxon While preparing the results to forward to the Miami Police Department, Purchasing was contacted by the Exxon and Mobil representative located in Miami -Dade County, who reported that Exxon and Mobil had merged to become one company, ExxonMobiI, and they would meet the City's requirements. The ExxonMobil representative asked the City to re -consider its decision to proceed with Shell as its recommended fuel provider, as the new company now represented a sufficient number of dealers. Purchasing evaluated several factors to make its decision on whether to proceed with the original recommendation (Shell), or to start over and solicit services from ExxonMobil. Purchasing evaluated several factors, which included (1) card fees; (2) security and reporting options; and (3) the cost of fuel of both ExxonMobil and Shell. Purchasing could find no difference in card fees in that both programs waived fees for government entities. Additionally, there also was no significant difference in reporting options available from both programs. In evaluating the reporting options, the Director of Finance was consulted for input and found no objections to any available reporting option by either gas card program. Additionally, Purchasing sought to determine if there was a difference in cost to the City, on a per gallon 'oasis, for fuel. Research was conducted at five (5) randomly selected Exxon, Mobil and Shell gasoline stations on September 18, 2000, March 1, 2001, and June 8, 2001. Generally speaking, the cost analysis revealed ExxonMobil to be approximately 10 cents less expensive, per gallon, for premium 93 -octane than Shell. The average overall savings on an annual basis, utilizing the information provided by the Miami Police Department, i.e. nineteen (19) motorcycles in its fleet, using 7600 gallons, resulted in an expected savings to the City of $775.00 if it utilized ExxonMobil to provide its gasoline. A meeting was held with the Police Department and Purchasing staff to review the responses and analysis and make recommendations. It was determined the gas card 06/12/2001 01- 685 IIIIZ16iE. Pogo 1 - Analysis of Gnohno- C'n.A Pro4& • program offered by ExxonMobil was in the best interests of the City based on fuel costs. Purchasing issued a new Request for Letters of Interest to ExxonMobil dealers located within the City. B. ExxonMobil Gasoline Dealers A total of eighteen (18) ExxonMobil service stations were identified and mailed the Request for Letters of Interest, and fifteen (15) ExxonMobil dealers expressed interest, responded, and were deemed qualified. A List of those qualified ExxonMobil dealers was prepared by Purchasing denoting the location of each station on a City map. The location of the stations was adequately found throughout the City of Miami. V1. Approval of Standard Operating Procedure: SOP_ 10 by Police Department In order to adopt a uniform policy and establish guidelines for use of the bas card, also known as the Exxon Fleet Card, by the motorcycle fleet, Standard Operating Procedure (SOP) 10 was drafted by the Commanding Officer of the Enforcement Detail. This SOP establishes procedures for the use of the Exxon Fleet Card I Speed Pass Program, its restriction to premium 93 -octane fuel only, and its limited use to various gasoline stations located within the City. The Card will be maintained by the service stations under contract, and will be used solely for the refueling of Miami Police Harley Davidson motorcycles. The Speed Pass Program would be maintained by each assigned Fleet Officer, and would also restrict purchases to gasoline stations located within the City. The SOP further stipulates that any violation. or deviation of the policy, will be deemed a violation of Departmental Orders, and officers who violate the SOP shall be subject to disciplinary action. The Commanding Officer of the Enforcement Detail and the Police Major for the MPD Business Management Section, approved the SOP for implementation. V. Approval of SOP: 10 b_the Office of Internal Audits & Reviews In order to ensure a viable audit trail for the use of (lie Exxon Fleet Card at qualified ExxonMobil dealers, Purchasing contacted the Director of the Office of Internal Audits for consultation and review of the SOP. "I he Director of the Office of Internal Audits has reviewed and approved SOP 10 to ensure officer accountability and the City's ability to create an audit trail regarding the use of the Exxon Fleet Card i Speed Pass Program. VI. Recommendation Based upon the above analysis, it is the recommendation of the Purchasing and Police Departments that ExxonMubil gasoline dealers located within the City of Miami, who responded and are deemed qualified, be authorized to provide premium 93 -octane gasoline utilizing its Exxon Fleet Card to the Motorcycle Fleet, and provide an option to add additional ExxonMobil gasoline dealers in the City when deemed necessary. Implementation of the Exxon Fleet Card / Speed Pass Program will occur only when both the officers and ExxonMobil gasoline dealers are familiarized with the program, policy and procedures for use of the Exxon Fleet Card / Speed Pass Program, and consequences for violation of the same. 06/ 12/2001 3 �Z4Ild.�i 01- 685 ANALYSIS OF GASOLINE PRICES PER BALLON: ExxonMolail vs. Shell +T MOBIL Averaxe Price 6xxonMobil: $1.78.7 per Price per Gallon 93 -Octane EXXON Station Locations 9/18/2000 3/1/2001 6/8/2001 9/18/2000 3/1/2001 N 7St. S 1.71.9 1.63.9 $ 1.76.9 1. 4701 W ` G. NW 42 Ave. $ 1.73.9 —$ __ _$ 2. 1290 Coral Way S 1.69.9 $ 1.69.9 _ $ 1.75.9 $1.79.9 _901 7. 1000 Biscayne Blvd. _ _! 3. 720 SW 2 Ave. S 1.79.9 $ 1.79.9 $ 1.93.9 S 1.69.9 $ 1.81.9 _ 4. 3720 W. Flagler_St. $ 1.65.9 S 1.6i9 $ 1.73.9 $1.71.9 .5. 5 NE -79P St. $ 1.65.9 $ 1.66.9 $ 1.79.9 Averages: S1.70.7 $1.68.5 9.~3201 SW 22 Ave. _ 1.72.9_ S1.69.9 S-12.9 lU. 5390 N. Miami Ave. _$ S 1.63.9 $ I.61.9 $ 1.75.9 Averages: S 1.70.5 S 1.68.3 $ 1.7 7.3 gallon I $ I.80.1 Researched and Prepared by the Department of Purchasing 01- 685 +T MOBIL Averaxe Price 6xxonMobil: $1.78.7 per Price per Gallon 93 -Octane Station Locations 9/18/2000 3/1/2001 6/8/2001 G. NW 42 Ave. $ 1.73.9 —$ 1.70.9 $1.79.9 _901 7. 1000 Biscayne Blvd. _ $1.69.9 S 1.69.9 $ 1.81.9 8. 2160SW8St. $1.71.9 $1.68.9 _$1.75.9 9.~3201 SW 22 Ave. _ 1.72.9_ S1.69.9 S-12.9 lU. 5390 N. Miami Ave. _$ S 1.63.9 $ I.61.9 $ 1.75.9 Averages: S 1.70.5 S 1.68.3 $ 1.7 7.3 $ I.80.1 +T MOBIL Averaxe Price 6xxonMobil: $1.78.7 per Price per Gallon 93 -Octane Station Locations 9/18/2000 3/1/2001 6/8/2001 G. NW 42 Ave. $ 1.73.9 —$ 1.70.9 $1.79.9 _901 7. 1000 Biscayne Blvd. _ $1.69.9 S 1.69.9 $ 1.81.9 8. 2160SW8St. $1.71.9 $1.68.9 _$1.75.9 9.~3201 SW 22 Ave. _ 1.72.9_ S1.69.9 S-12.9 lU. 5390 N. Miami Ave. _$ S 1.63.9 $ I.61.9 $ 1.75.9 Averages: S 1.70.5 S 1.68.3 $ 1.7 7.3 SHELL Price per Gallon 93 -Octane Station Locations _ 9/18/2000 3/1/2001 6/8/2001 11.2020 NW 17 Ave. $1.72.9 $ 1.71.9 $ 1.85.9 12. 3601 Biscayne Blvd. _ $ 1.79.9 $ 1.79.9 $ 1.89.9 13.401 SVS' 8 St. $ 1.71.9 $ 1.75.9 $ 1.89.9 14. 2701 W. Flagler St S 1.70.9 $ 1.72.9 no longer exists _ 15. 1991 NW 7 Ave. $ 1.75.9 $ 1.77.9 $ 1.89.9 Averages: $ 1.74.3 _� $ 1.75.7 $ 1.88.9 • • PREMIUM GASOLINE FOR POLICE MOTORCYCLE FLEET Request for Letters of Interest No. 99-00-111 QUALIFIED ExxonMobll Dealers 1. H & S Exxon 9. Mobil Downtown Gas & Food Attn: Hector A. Duval, Owner Attn: Javier Solis, Manager 2810 N.W. 12 Avcnue 1000 Biscayne Blvd. Miami, Fla. 33127 Miami, Fla. 33132 District: 1 District: 2 2. Alexca Inc. Mobil Attn: Jose Hernandez, O%%,mer 5390 N. Miami Avenue Miami, Fla. 33127 District: 5 3. Mival Inc. Mobil Attn: Jose A. Hernandez, Owner 3498 S. Dixie Highway S. Miami, Fla. 33133 District: 2 4. Five Group Corp. Exxon Attn: Antonio Moreno, V.P. 720 SW 2"d Avenue Miami, Fla. 33130 District: 3 5. LeJeune Mobil Man, Inc. Attn: Luis Cuza 901 N.W. 42 Avenue Miami, Fla. 33126 District: 1 6. J & G West Flagler, Inc. (Exxon) Attn: Joel Rodriguez, President 7100 West Flagler Street S. Miami, Fla. 33144 District: 4 7. Francisco Veloso Mobil Attn: Frank Veloso, President 2160 S.W. 8`h Street Miami, Fla. 33135 District: 3 8. 747 Service Station (Exxon) Attn: Evelyn Artiles, Manager 4701 N.W. 7`h Street Miami, Fla. 33126 District: 1 10. Coral Way Mobil Inc. Attn: Bertha Ruiz., President 3201 Coral Way Miami, Fla. 33145 District: 4 11. G.F. Car Center Inc. (Exxon) Attn: Juan Flores, President 3720 W. Flagler Street Miami, Fla. 33134 District: 4 12. Exxon Coral Way Auto Services Attn: Leonor R. Iduare, V.P. 1290 Coral Way Miami, Fla. 33145 District: 3 13.32"d Avenue Exxon Attn: William Rios, President 1121 SW 32 Avenue Miami, Fla. 33135 District: 4 14. 79`4 Street Exxon Attn: William Rios, President 5 N.E. 79" Street Miami, Fla. 33138 District: 5 15. Miami Springs Service Station (Exxon) Attn: Amaury Luzardo, Gen Mgr. 4401 SW 8`h Street Miami, Fla. 33135 District: 4 01- 685 exxon Fleet Card Account Ctuletomizatle Customized Reporting and Security Features Use this forst to sign up for features that mil help you trach and control 142090 of vour Fleet Cards A Card Personallaatlon To, s nfc,erstlon it empossed s400rat0iy wacn ,,#rJ r add't On to rOW tnr^oany na•ns MOA C"tar`ers 20 a Customer Prompts' At 1n0 hrne of trat"11WI yt Ise card can prompt driver 10 4`11161' any two of !Me gems listed in Srct,or a below A4a. t:narattrs C Purchase RestriCtlons It you went to restrict pule"aseb Dy an rno v+ow, care to fus p:rcheso% df tb "1 end od ourCTases CMCM the apOroprgle bo[ Driver 10 J one of your !electrons ,s DrMr ID p'wase provide VOW dnve' names aro ID number rs Or Wu can prOh0/ Ins names and we tlyl;t assign the Qrwe• ID numbers for you P'0a3e rlmernber Mat with this Opr,on. I^e r^nv0r lO wit be ver,6ed +Ah each sa*s transact,on Complete form below. Photocopy if additional spacl Is needed. Please print or type. ;COnTQary Name JPrOne %umber C Caro Purchase A Card Personalization 8 Customer Prom is i Re frictions D Onver ID S shorn' �� t Crw .1'p c 3 04wom -10 a (Do rot r ora nar ro no o'o,nptsi Is Cris, �Dnver ,D must be a d.Qits) . vanaasarnsv "—' T i a j 7n.v risme Deort+wa HN"s i • Dspwvnm ,+1.111' r v _ l O I G ° I o I t u (Up to 20 characters; b 3 6 Z- Orver Name payer ID ..... V•1234 x x J.Q Sample t i 31 t l Roy Brown X !Roy Brown p 6 ;', t 3 2� i] "redo Cruz X t i r r 211 g Harris Henderson Harris Henderson 1 219 514 11 a '—�--�—x Peter Ralby i .k IPeter kAltuy 613 s Kurus llevane X � Rufus Uevane li41 6 13 William Abraira X�j William a' Ahraira 0 0 4 U i Ralph Fuentes a .Ralph Fuente j a Victor Ramos Xlector Rgmos 5 $ �1 b13 9' Greg Thompson R ! GrP_S'. Thomason d Vincent Laricci X i Vincent Laric St Santiago Cruz X Santiago Cruz 1 2 7 3 Jay Grossman ?i Jay Grossman 2 5 5 9 tzl 1311 Alejandro Macias XAle andro Macias 4 2 5 2 Alfredo Alvarez X Alfredo Alvarez oil io 9 1, Jose Gonzalez X i _ Jose Gonzalez 2 i4 5 jO ,s 16 t icy I � I 1a 19 i 20 i Estimated Monthly Fuel Usage QUESTIONS? Call 1-800.827-5427. If you have any questions about how to sign up for these Customized Reporting and Security Features, er if you require more than 15 cafas on your Account, plelse call us during regular business hours (8:00 • 5.00pm EST) and we will assist you in selecting the most helpful featges for your company's needs. E: i 03%2001 ' J: 1? 609=:2C3?5 '.-CL'31r cAN Attachment I Exxon *mmerc at Charge Account Opiication Business Information (For usiness Use Only) PAGE 02 IBusi^ess Name - -- Street Adivress: - --- C ty I lstate W.P. Bibini Acciress � _ - --- Co - y: y: Stats• Contact Name Phone -- - - _ J'Fa,c - - - _ _— -- pe of Business_ _ Corp PsrthL'�St'•ia - - ---" So'e Proprietor - _.Y. ether - How long I'1 Business _ ���777777 - CorperstOts ,�r owwriess real t'en ..' •nzrn" dr4 a' pannerah,Ce sod p'Opnelrry^ Dl. fP� �vfi�ra Sara^Wr loci v in -hese PC* References .8anr k Reference: T ._ TPhone: City -� IStat Account tt Trade Reference: r Trade Reference - Qty --- __ 7 -stat leans and Oondttlor.s By sugnmp oe;ow.: cxrtlry that , am art au the companya � valir3 Sus nelil arLty rr j 'a s1t•n0r•y under I'e H aridy. or a government egengr or tnst"umontalfty. that tre 'I'40 -frac ager,clee, arudli atsrumft. still oche► lDLrcwL •.estlee 41100101onate Yon, a',d toderal law 8.91: oy tri commercia vnarq* 040;:cunr Agra$ Getwev, cs j", cred,l is arn,eved. I agrae thM 11tjs accourl wq, nt X Signature of Ruyrri, A. IhenyeC Representat ve - Print Name Annual fps: Nor a Account,n !ea for Purchases' 0.5°% of total urchasea Lots Paymoint Fat. All charges inaoe on this crarge Card are d $fee may he aasesseal if voyrnrnt it !LII !s not reoerved cy the d: state tate F" (Annuati:ed) state A_,CiC OH 5 00'rc CO.N AR. DE % 621J. Ill Arc 9.C()"/, KS CA,MO NO SO TN !0.005.. KV.M C,T.rfl MT,'/—.WA Al 12 CV% MN Pt CO. you wtJ Ce assessad a en*•hrre gale payment see equal I .ata Pa)rnent Fee equal to 1.25% o! the .moat* croup: or LS whr Cra unDaro amount, DLV in i'D event mors tnan 4.5`4 (oftlerrnred a Gee Pr*fn ratio to tans, we may furnish to noneffillated L?tird Parti' sarvrcas to you and for other purposes. You may request the than Exxon incl Its aMbotas) by writ'nu to us at P.O. 110)1 63 of Inhormation unit" you notify Lae. Of course, our rights to u on solillcabta law. OHIO kESIUEW St The Ot-o laws aqa nit craavrr.natmn (equ"I 'a Gort,'1G aaenciaL maa wn separala c dil 1' St OrIcS on each Ac1v Phone i or•sed replosontst.ve cf tna company wfth s�lhorrly to oder irno oontrar:6rai sprtarhertit. thet rs el the ;urrsv scion of INs orponrxetr°n, at a rr.ra.'P.yd ra' g;ou,. sdLtAllana or other mr-prom 1 Corteined •r INS appllCeflCh r6 :arrt.t ono aiithorre tou to Mack w:';1 vee.r reprMing I irveehgat+r0 the .nfomwbon C van. ; agree thin the use of my :cry will ee povamed by New tent wn,cr 3enoral Eleetrc Capital Carporsuon will ma I me Md -.net there is ro o,ndrnp contract on used 'or petf:naf. lanrry x nOJaehoil pL;Tcaal Date and payat8n when ycu rea"rve yoar peroo,C statement. A late payment date on your 4tatfunent. La's Payment fee vartes by state, as folimn. ata fee (AltnualizetY) state Late tea (Annua;lsud) See Salo* NIS 9.57% S U04c OR C 5710 14 AO'Yc PA 6.100% NE.NJ,NY 7.50°% ALL OTHERS '8.00°,G 1.50`4 of the unpa,U pmvwrt or $1C whehever is 'ase. ,n NC you w,11 be ass"w; a one-time ever is lest: and r VA you w tt be as6esasd a Lau Payment Fat •4001 ID 1 5% per month on an annus, 00&4; .State Agenc'o6 Br ,^. urnsrtat,ne.; KW nct tw SUDJeCI to ur, Late Payrr�ont a iAfONNallon about you or your **count In connection with the offering of produclas and vw not turntsr Inforttlatron about you and your account to nonaffltteted third parties (other urtland, Ma, 04104 or by calling as at i-80&-697�U27. You agree to this use and furnishing a also furnish inlortnatlon under this paragraph are m all Cases subject to the requirilmonts tnat an creddcrs 71411te clod;$ equally ava,,abte t0 au QW11tworthy CUttOrrlar6. aro IhLt credit iat c,pon requa:.l. The �r.o Gvd RiGn;s Cu1Twi,&.sren Aum,^,istor% comp"ante with ttvs taw SALES REP CODE ,( '' � � Estimated Monthly Purchases S aninr�s U1- 68J I IIIIIIIIIM * irrr11111i iirte � CITY OF MIAMI, FLORIDA LETTER OF INTEREST No. 99-00-111 Premium Gasoline for Police Motorcycle Fleet Iss Additional Information or Clarification Due Date. &sponse Due: Friday, July 14, 2000 Thursday, July 20, 2000 by 5 p.m. Thursday, July 27, 2000 no later than S Pali. Should you have questions, please contact Ms. Pamela Burns, CPPB, Department of Purcbasing, in writing at Fax number (305) 416-1925 or email namelsbQci.miami.fl.us. 01- 685 THE FOLLOWING ORDINANCES HAVE BEEN APPROVED BY HE MIAMI-DADE COUNTY COMMISSION. ALL MUNI ALITIES LOCATED WITHIN MIAMMADE COUNTY, INCLUDING THE CITY OF MIAMI, ARE RMUIRED BY LAW TO ADHERE TO THESE ORDINANCES. CONE OF SILENCE Pursuant to Miami-Dade Ordinance 98-106 and Miami-Dade County Ordinance No. 99-1, a amended, a "Cone of Silence" is imposed upon RFPs, RFQs, or bids after advertisement an terminates at the time the City Manager issues a written recommendation to the City Commission The Cone of Silence prohibits communication regarding RFPs, RFQs, or bids between potentia vendors, service providers, bidders, lobbyists or consultants and City's professional staff including, bu not limited to, the City Manager and the City Manager's staff. The provisions of County Ordinance Nos. 98-106 and 99-1 do not apply to oral communications a pre-proposal/bid conferences, oral presentations before selection committees, contract negotiation during any duly noticed public meetings, public presentations made to the City Commission durin any duly noticed public meeting or communications in writing at any time unless specifically prohibite by the applicable RFP, RFQ or bid document. Proposers/Bidders must file a copy of any writte communications with the City Clerk, which shall be made available to any person upon request. Th City shall respond in writing and file a copy with the City Clerk, which shall be made available to an person upon request. In addition to any other penalties provided by law, violation of Miami-Dade County Ordinance Nos. 98- 106 and 99-1 by any bidder and bidder shall render any RFP award, RFQ award or bid award voidable. Any person having personal knowledge of a violation of the Ordinances shall report such violation to the State Attorney and/or may file a complaint with Miami-Dade County's EthicE Commission. Proposers/Bidders should reference the actual Ordinances for further clarification. All Proposers/Bidders will be notified in writing when the City Manager makes an award recommendation to the City Commission. Contact Person for this RFQ: Pamela Burns, CPPB Sr. Procurement Contracts Officer Address: 444 S.W. 2nd Avenue, 6"' Floor Miami, Florida 33130 Facsimile: (305) 416-1925 Email Address: pamelab@ci.miami.fl.us ADDITIONAL INFORMATION/ADDENDA Requests for additional information or clarifications must be made in writing and received by the Senior Buyer specified on the cover sheet of this RFQ, in accordance with the Cone of Silence (se Section 2.14), no later than the deadline for receipt of questions specified in the RFQ (see Sectio 3.2). The request must contain the RFQ number and title, Bidder's name, name of Bidder's contact person, address, phone number, and facsimile number. Electronic facsimile requesting additional information will be received by the Sr. Buyer for this RFQ a the fax number specified on the cover sheet of this RFQ. Facsimiles must have a cover sheet whic includes, at a minimum, the Proposer's name, name of Proposer's contact person, address, numbs of pages transmitted, phone number, facsimile number, and RFQ number and title. The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the RFQ's Opening Date. Proposers should not rely o any representations, statements or explanations other than those made in this RFQ orin any written addendum to this RFQ. Where there appears to be conflict between the RFQ and any addend �j issued, the last addendum issued shall prevail. 01- 685 •CITY OF MIAMI, FLORI&A REQUEST FOR LETTERS OF INTEREST No. 99-00-111 PREMIUM GASOLINE FOR POLICE MOTORCYCLE FLEET Issued: Friday, July 14, 2000 Background: Responses Due: Thursday, July 27, 2000 by 5 p.m. The City of Miami ("City") is seeking authorized Exxon and Mobil gasoline dealers located within the corporate limits of the City of Miami to participate in the Exxon Fleet Card Plan (aka "Plan"), to provide premium 93 -octane gasoline to the Motorcycle Fleet (Harley Davidson) of the Miami Police Department. The Police Department has 19 motorcycles in its fleet. These motorcycles require quality premium 93 -octane gasoline. Approximately 7600 gallons of gasoline are purchased for these motorcycles annually. The City is reviewing the feasibility of establishing a pool of qualified Exxon and Mobil dealers at various locations within the City of Miami where police officers can obtain premium gasoline for their motorcycles on an as needed, when needed basis. Should this Plan be approved, the City, through Exxon and Mobil, anticipates issuing a credit card to each qualified Exxon and Mobil dealer, which will remain at the location of the dealer. This card will enable the Officer to purchase only premium gasoline for his/her City motorcycle with appropriate driver identification. Other types of purchases are strictly prohibited and, therefore, are excluded from this Plan. Dealers who allow the purchase of items, other than premium gasoline, will be immediately removed from further participation in the City's Plan. Dealers also may be liable for any unauthorized charges. The provision of these services shall be on an annual basis. The City reserves the right to add Exxon and Mobil dealers as the City deems necessary. Instructions: All interested City of Miami Exxon and Mobil dealers should complete, sign and return the attached Form "Letter of Interest No. 99-00-111 Premium Gasoline for Police Motorcycle Fleet," in the enclosed sealed envelope marked "Letter of Interest No. 99-00-111." The attached Form must be returned no later than 5:00 p.m. on Thursday, July 27, 2000 to: City of Miami Department of Purchasing 444 S.W. 2nd Avenue, 6`h Floor Miami, Florida 33130 ATTENTION: Pamela Bums, CPPB Fax Number: (305) 416-1925 or Telephone: (305) 416-1905. Please be advised those deemed qualified must be approved by the Miami City Commission and the Financial Oversight Board before premium gasoline can be procured by the City of Miami Police Department Motorcycle Fleet. City of Miami authorized Exxon and Mobil dealers who are interested in participating in the Exxon Fleet Card for the Miami Police Department Motorcycle Fleet are required to return the attached Form no later than the due date and time shown above. 01- 685 LETTER OF INTEREST N -00-11 I PREMIUM GAALINE FOR POLICE MOTOYCLE FLEET Instructions: Authorized City of Miami F.xxon and Mobil dealers who wish to participate in the Exxon Fleet Card to provide premium 93 -octane gasoline to the City of Miami Police Motorcycle Fleet must complete, sign and return this Form to the address shown on the cover sheet no later than 5:00 p.m. on Thursday, July 27, 2000. This Form must be returned the enclosed sealed envelope clearly marked on the outside of the envelope "Letter of Interest No. 99-00-111." Terms: The City is reviewing the feasibility of establishing a pool of qualified Exxon and Mobil dealers at various locations within the City of Miami where police officers can obtain premium gasoline for their motorcycles on an as needed, when needed basis. Should this Plan be approved, the City, through Exxon and Mobil, anticipates issuing a credit card to each qualified Exxon and Mobil dealer, which will remain at the location of the dealer. This card will enable the officer to purchase only premium gasoline for his/her City motorcycle. Other types of purchases are strictly prohibited and, therefore, are excluded from this Plan. Dealers who allow the purchase of items, other than premium gasoline, will be immediately removed from further participation in the City's Plan. Dealers also may be liable for any unauthorized charges. The provision of these services shall be on an annual basis. Response by a Dealer to this Letter of Interest represents Dealer's agreement to abide by the terms and conditions as required by the City. DEALERS MUST AGREE TO TIIE CITY'S REQUIREMENT'S AND RESPOND "YES" TO EACH QUESTION BELOW IN ORDER TO PARTICIPATE. DO YOU WISH TO PARTICIPATE IN THE EXXON FLEET CARD PLAN WITH THE CITY OF MIAMI? YES NO INDICATE THE TYPE OF AUTHORIZED GASOLINE YOU PROVIDE: Exxon Mobil EXXON DEALER STATION NUMBER: _` (FIVE DIGIT NUMBER) (or) MOBIL DEALER STA"TION NUMBER: (SEVEN DIGIT NUMBER) DO YOU PROVIDE PREMIUM 93 -OCTANE GASOLINE: YES NO NAME OF DEALERSHIP: Occupational License No. (City of Miami) ADDRESS OF DEALERSHIP: TELEPHONE # Print Name of Authorized Representative: Signature of Authorized Representative: FAX # Expiration Date _ Title: Date: FAILURE TO COMPLETE, SIGN AND RETURN THIS FORM, AND TO POSSESS A CURRENT OCCUPATIONAL LICENSE, WILL DISQUALIFY YOUR FIRM FOR PARTICIPATION IN THE EXXON FLEET CARD PLAN WITH THE CITY OF MIAMI. ©1- 685 �I�Z�Z:ZiY) • MOTORCYCLE FLEET CARD PROGRAM: MOTORCYCLE FUEL ACCESS AGREEMENT I, , Badge ii_, hereby acknowledge my participate authorization and agreement to parin the Motorcycle Fleet Card Program via the use of an assigned Personal Identification Number (PIN#t) and Speed Pass. 1 further agree to abide by the following terms and conditions detailed in this Motorcycle Fuel Access Agreement ('Agreement") required under the City's Motorcycle Fleet Card Program ("Program"); and also acknowledge 1 have received, read and fully understand the requirements of the Miami Police Department's Standard Operating Procedure (SOP) 10: Motorcycle Fleet Card Program, for the Enforcement Detail: I fully understand the In Station Fleet Card, maintained at the designated gasoline station(s), or Speed Pass in my possession, is not to be used to purchase any commodity(s) other than premium -unleaded gasoline, or for any other vehicle other than my City -issued Harley Davidson motorcycle, at designated gasoline stations located within the City of Miami. 2. 1 agree to accept full responsibility for the authorized use of my assigned PN number for the purchase of only premium -unleaded gasoline for my City -issued motorcycle under the Program. 3. In accordance with the above -referenced SOP 10. I have received SOP 10: Motorcycle Fleet Card Prom, have read SOP 10, and fully understand its contents and consequences of violating same. 4. t understand that my use of my PIN number; Speed Pass; In Station Fleet Card maintained at designated City of Miami gasoline stations; my mileage usage reports; and any other related documentation, are all subject to audit(s) by the City at any time. 5. I further understand that I am only authorized to purchase premium fuel for my motorcycle, and that all purchases must be for official business on behalf of the City. 6. I understand that I must use only those designated gasoline stations located within the City, and that any purchase made at an unauthorized gasoline station will be subject to reimbursement by me and deemed a violation of SOP 10. Moinrr)cieG'ns('arholderAgreernrnrAlPU 01— 6 8 5 Xfotorevcle fleet Card P-94 0"Pant Agreement 7. 1 understand that I must complete a mileage usage report each time my motorcycle is refueled. This report, along with any receipt, will be turned into my supervisor on a daily basis, and I understand my supervisor will monitor this mileage usage repotl process to ensure accuracy and compliance. 8. 1 understand that the City shall pay for all purchases of premium fuel for my motorcycle only if purchased under the conditions and requirements of this Program. 9. 1 understand that my access to this refueling process through the Program will be immediately terminated should I be transferred to another assignment, or when it is determined I am no longer in compliance with the provisions of SOP 10. 10. I attest that I will comply with all City Policies and Procedures, and other applicable City rules and regulations, as it pertains to the requirements of this Program. 11. 1 understand that if I violate City policy, I will be subject to disciplinary action, up to and including termination. 12. I understand that the City may suspend or terminate my privileges to participate in the Program at any time and for any reason including, but not limited to, failing to materially comply with the provisions of SOP 10. 13. 1 understand and agree that I am personally responsible for the P1N number and Speed Pass issued to me. I accept full and complete responsibility for the use of my PIN number and Speed Pass in accordance with this Agreement and understand that I may be held personally liable for any unauthorized use or abuse of my PIN number and Speed Pass by others or myself with my permission or knowledge. 14. 1 will report a missing/stolen Speed Pass or In Station Fleet Card within 24 hours of discovery of loss to the Commanding Officer of the Enforcement Detail. Failure to do so will subject me to reimburse the City for any unauthorized purchases. 15. I understand I must surrender my Speed Pass and/or PIN number.for the purchase of premium -unleaded gasoline under the Program when requested by the Commanding Officer of the Enforcement Detail, or authorized designee, or upon termination from employment in the Enforcement Detail. 06/12/2001 �Ti1r . � • 2 01- 685 Motorryr/c Reo Card P19.4 I further agree: Ont Agmment By signing this Agreement, I hereby authorize the City to (i) deduct from my wages or from any other amounts payable to me, an amount equal to the total charges for improper or unauthorized purchases with PIN number and/or Speed Pass, even if I am no longer employed by the City and (ii) audit the use of my PIN number and/or Speed Pass. if the City initiates legal proceedings to recover amounts owed by me under this Agreement, I agree to pay court costs, reasonable attorney's fees and other expenses incurred by the City in such proceedings assuming the City prevails in such legal action. I also understand that should I fail to agree to abide by the above terms and conditions, and refuse to sign this Agreement, I will not be able to participate in the Motorcycle Fleet Card Program, and will not be issued a PIN number and/or Speed Pass for the purchase of premium -unleaded gasoline for my City -issued motorcycle under the Program. i also understand that should I fail to sign this Agreement, all premium -unleaded gasoline purchased for my motorcycle shall be at my cost and will not be reimbursed by the City. Signature: Print Name: Job Title: Signature of Approval/Witness of Commanding Officer of the Enforcement Detail: 06/12/2001 nn911KIIN16 3 Date: SSN#: Detail: Date: 01- 685 RAUL MARTINEZ Chief of Police S.O.P. 10 SUBJECT: PURPOSE: Iti#v of Aiiamr FiNFORCEMENT DETAIL STANDARD OPERATTNG PROCEDURES Motorcycle Fleet Card Program GRLOS A. GIMENEZ City Manager To adopt a uniform policy and set guidelines when procuring premium unleaded fuel through the Motorcycle fleet Card Program. Seooe: To establish procedures for implementation of the Motorcycle Fleet Card Program, utilizing the In Station }deet Card or Speed Pass options for the refueling of City of Miami Police Harley Davidson motorcycles at selected gas stations located within the City of Miami. Personnel assigned to the Enforcement Detail shall comply with the established procedures as outlined below: L Only designated as stations located within the City of Miami will be authorized to participate in the Motorcycle Fleet Card Program. Only In Station Fleet Card or Speed Pass option shall be used under the motorcycle Fleet Card Program. 11. Only authorized Traffic Enforcement officers operating a Police Harley Davidson motorcycle are authorized to participate in the motorcycle Fleet Card Program. Motor officers will only re -fuel their assigned Police Harley Davidson motorcycle at designated locations. III. Employees assigned to the Traffic Unit who require access to the motorcycle Fleet Card Program will be required to sign an agreement which stipulate the provisions and restriction of this program. IV. Motor Officers must complete a mileage usage report each time the Motorcycle is refueled. This report along with any receipt will be turned in to the officer's supervisor daily. Supervisors shall follow up on this process to insure accuracy and compliance. oi- 68 Afigglack Y:,°L.40t y0 MIAMI PQ1 ICE DEPARTMENURO. I10X 016777! Miami. f1wida N101 1 ,J0ir 579+165 o�u Derr r.Is.w•.. E-aA.ni Aeltlress: thir(ulpulicekmianu•(wlicaorg V. (may premium unleaded fuel for an officer's assigned Miami Police motorcycle will be purchased under the Motorcycle Fleet Card Program. No other product will be authorized for purchased. VL Each officer shall be issued a personal identification number (PIN), which shall be utilized to access fuel through the Motorcycle Fleet Card Program. VII. Officers using this service must enter an individual PIN number at time of purchase to access premium fuel. Vila. Access to this refueling process through the use of the Motorcycle Fleet Card Program will be terminated when the employee is transferred to another assignment or when it is determined that the employee is no longer in compliance with the provisions of this r. e% n ©1.- 685 nQMMEW- 0 • V. Qj& premium unleaded fuel for an officer's assigned Miami Police motorcycle will be purchased under the Motorcycle Fleet Card Program. No other product will be authorized for purchased. VI. Each officer shall be issued a personal identification number (PIN), which shall be utilized to access fuel through the Motorcycle Fleet Card Program. VIL Officers using this service must enter an individual PIN number at time of purchase to access premium fuel. VI1L Access to this refueling process through the use of the Motorcycle Fleet Card Program will be terminated when the employee is transferred to another assignment or when it is determined that the employee is no longer in compliance with the provisions of this S.O.P. M Any violation, or deviation of this policy will be deemed a violation of Departmental Orders designed to insure compliance with SOP provisions. Officers who violate this SOP shall be subject to disciplinary action. X. The City may suspend or terminate my privileges to participate in the Program at any time and for any reason, including but not limited to, for failing to materially comply with the provisions of SOP 10. Commanding of ricer Enforcement Detail Effective Date J-1I`l e'40 01. 685 61=0011111 0 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : Ms. Pamela E. Burns DATE. December 18, 2�0 FXe : Senior Procurement Contractor City of Miami sua,ECT S.O.P. pp Jr,� ThonWs Cannon REFERENCES Deputy Commander Field Support Section f"rC�.rr:URE; Per your request, we have made the appropriate changes to the S.O.P. Although we emailed you the changes last week, we're sending you an original updated copy. Should you require additional information, you may contact Lt. Roy Brown at 305-579.6636. RW:wc r t i u a 2 o- �, ` r. .{ a fir I �`a `�i� �§P ��'a t�Yri :, y �� ;[�.� it ;Y'sr e �•� �#}'"p�°PY d�':.i�Ep'� f �' �i :.�i€€ `�>s♦ ,,� �1Y,� bP8-4 y rX a si y � f Ft 7 �. 4 R k q:. ♦ti . i i y • h � �♦ I 1.� w 41-- 685 w RAM MARTINEZ ChtS of Police &Q24 10 SUBJECT: PURPOSE: Iffm ofizzint� RECEIVED • .,�� JUN 13 2001 b,FVJP`/ ENFORCEMENT DETA STANDARD OPERATING PROCEDURES Motorcycle Fleet Card Program GRRLOS A. GIMENEZ ON Manage* To adopt a uniform policy and set guidelines when procuring premium unleaded fuel through the Motorcycle Fleet Card Program. Scone: To establish procedures for implementation of the Motorcycle Fleet Card Program, utilizing the In Station Fleet Card or Speed Pass options for the refueling of City of Miami Police Harley Davidson motorcycles at selected gas stations located within the City of Miami Personnel assigned to the Enforcement Detail shall comply with the established procedures as outlined below: 1. Only designated gas stations located within the City of Miami will be authorized to participate in the Motorcycle Fleet Card Program. Only In Station fleet Card or Speed Pass option shall be used under the motorcycle Fleet Card Program. I1. only authorized Traffic Enforcement officers operating a Police Harley Davidson motorcycle are authorized to participate in the motorcycle Fleet Card Program. Motor officers %-.ill only re -fuel their assigned Police Flarley Davidson motorcycle at designated locations. III. Employees assigned to the Traffic Unit who require access to the motorcycle Fleet card Program will be required to sign an agreement which stipulate the provisions and restriction or this program. IV. Motor Officers must complete a mileage usage report each time the Motorcycle is refueled. This report along with any receipt will be turned in to the officer's supervisor daily. Supervisors shall follow up on this process to insure accuracy and compliance. 12ew rt,e � 6y me: 01- 685 roc �►vn-� ��t.�l i �'sAfiiagihL O•,f: OMIAMI POLICE DEPARTNANTWO R10X 016777 1 %i,am. El,mda ii1U1 / Jti3 i'N 61hi A CM,Yn I/ lrlyur EM. .' Addrr.5 chtafo(NolitfF^rc�a nu-pclit r.or9 ITEM: DEPARTMENT: TYPE OF PURCHASE: REASON: i o u I Z I AN q2li 1101M AwerdCompctNe`odat 0 . AWARD OF LETTER OF INTEREST Motorcycle Fleet Card Program Police Contract The Department of Police has a need to provide premium 93 -octane gasoline to fuel the Harley Davidson motorcycles for the Motorcycle Fleet of the department. It Is respectfully recommended that the City Commission accept the recommendation of the Miami Police and Purchasing Departments of ExxonMobil clo Fleet Card Services for the sole provision of premium 93 -octane gasoline to the Police Department's Motorcycle Fleet utilizing the Exxon Fleet Card Program; authorizing the attached ExxonMobll gasoline dealers located within the corporate limits of the City to provide premium gasoline to Its fleet motorcycle officers, and providing for the Inclusion of additional ExxonMobll gasoline dealers located in the City to the contract, on an as needed basis; further authorizing the execution of the Exxon Fleet Card Credit Application and Motorcycle Fuel Access Agreement for designated members of the Police Department's Motorcycle Fleet; authorizing the establishment of the contract for an initial period of three (3) years, with the option to extend for two (2) additional one-year periods, for the Department of Police, for an estimated annual amount not to exceed $20,000; allocating funds therefore from the Police Department General Operating Budget, Account Code No. 001000.290301.6.715. O1- 685