HomeMy WebLinkAboutR-01-0736J-01-604
7/11/01
RESOLUTION NO. H — 7 36
A RESOLUTION OF THE MIAMI CITY COMMISSION
APPROVING THE ACQUISITION OF AUTOMOBILE
RENTAL SERVICES FROM INTERAMERICAN CAR
RENTAL, INC. FOR THE DEPARTMENT OF PURCHASING
TO BE USED CITYWIDE, ON AN AS -NEEDED CONTRACT
BASIS, UNDER EXISTING MIAMI-DADF, COUNTY
CONTRACT NO. 5961-4/03-3, EFFECTIVE UNTIL
MAY 31, 2002, AND ANY EXTENSIONS; ALLOCATING
FUNDS FROM EACH OF THE GENERAL OPERATING
BUDGETS OF THE VARIOUS USER DEPARTMENTS,
AUTHORIZING SERVICES AS NEEDED, SUBJECT TO
AVAILABILITY OF FUNDS.
BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. The acquisition of automobile rental services
from Interamerican Car Rental, Inc. for the Department of
Purchasing to be used Citywide, on an as -needed contract basis,
under existing Miami -Dade County Contract No. 5961-4/03-3,
effective until May 31, 2002, and any extensions, is approved,
with funds allocated from each of the General Operating Budgets
of the various user departments, authorizing services as needed,
subject to availability of funds.
QI!'! OOIOLI�
MBU1Rti a
JUL 2 6 2001
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01— 73G
•
Section 2. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.11
PASSED AND ADOPTED this _ 26th day of July 2001.
In saootdancs with MIW4 Code Seo. 2 -ft since 1M MEW dM not 1!d WN ytprowd of
this legislation by signing it M the designated piano provided, said leglaiaVon cw,
ATTEST: becomes effecth►e with the elapse of (to) to of selon
regarding saaw, washout the Mayor em
WALTER J. FOEM
CITY CLERK
1' 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.
It the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
Page 2 of 2
til- 736
• •
CITY OF MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM 1♦
3
TO: Honorable Mayor and DATE JUL 16 2^31 FILE
Members of the City Commission
RECOMMENDATION
SUMCT' Resolution Authorizing
Provision of Automobile
Rental Services
REFERENCES. Miami -Dade Co. 5961-4/03-3
ENCLOSURES:
It is respectfully recommended that the City Commission adopt the attached Resolution
authorizing a citywide contract for the provision of automobile rental service from
InterAmerican Rental, Inc., a non-minority/local vendor located at 1790 NW LeJeune Road,
Miami, Florida 33126, awarded under existing Miami -Dade County Contract No. 5961-4/03-3,
on an as needed contract basis, effective until May 31, 2002, subject to any extensions thereto by
Miami -Dade County. Allocating funds therefore from the General Operating Budgets of the
various user departments and agencies, authorizing said purchases, as needed, subject to
availability of funds.
BACKGROiJND
Various municipalities and agencies have realized substantial savings utilizing the Miami -Dade
County contract for the provision of automobile rental services. The Purchasing Department has
seen a need to secure a citywide contract for this commodity for use by various city departments
and agencies, under existing Miami -Dade County Contract 5961-4/03-3. It is therefore
recommended that award be made to InterAmerican Car Rental, Inc. for the purchase of said
commodity.
Knom mo
01- 736
CONTRACT AWARD SHEET
BID NO.: 5961-/03-3 (Previous Bid No.6961.4/03.2)
AUTOMOTIVE RENTAL FOR M.D.P.D. AND GSA/FLEET MANAGEMENT
CONTRACT PERIOD: 06101/2001 through 06131/2002
COMMODITY CODE: 976-14 OTR YEARS: FOUR (4)
AWARD BASED ON MEASURES: NO (X)
PART #1: VE DORS AWARDED
F.E.I.N.:
VENDOR:
STREET:
CITY/STATE/ZIP:
F.O.B. TERMS:
PAYMENT TERMS:
DELIVERY:
PHONE:
FAX:
CONTACT PERSON:
PART #2: ITEMS AWA-
SEE
WA
SEE ATTACHED
69-1685936
INTERAMERICAN CAR RENTAL, INC.
1790 N.W. LEJEUNE ROAD
MIAMI, FLORIDA 33126
DESTINATION
NET 30 DAYS
PICK UP VEHICLES AS NEEDED
(306) 871-3030
(305) 871-9707
RICHARD BYRD
(X) BCC AWARD DATE: 6119/98 AGENDA ITEM 0: 6F38(981435)
BIDS & CONTRACTS RELEASE DATE: 6/5198 OTR YEAR: 3 of 4
ADDITIONAL ITEMS ALLOWED: YES
SPECIAL CONDITIONS: INSURANCE REQUIREMENT, SECTION 2.0 PARA. 2.11
TOTAL CONTRACT VALUE: $3,650,000.00 MODIFIED CONTRACT VALUE: $4,026,000.00
DgLLAIS AMOUNT
USERDEPARTMENT ALLOCATE
MIAMI DADE POLICE DEPARTMENT $3,400,000.00
GSAIFLEET MANAGEMENT $349,600.00
CORRECTIONS $10,000.00
SENIOR PROCUREMENT AGENT: J. CARLOS PLASENCIA, CPPB
01- 736
Bid No. 5981-4103-3
Page 2 of 2
DESCRIPTION
1. SUB -COMPACT CARE
a 8 the 24 hour dft
38.88
b B the week=147.87
e B the month
5559.98
2. COMPACT CARS 2 DOOR
a B the 24 hour da
138.04
tr B the week
$158.75
c 8 the month
1803.48
3. COMPACT CARS 4 DOOR
a B the 24 hour da
139.14
b B the week
1183.10
c B the month
814.84
4. MIDSIZE SEDAN T DOOR
a 8 the 24 hour da
$42.39
b B the week
1180.49
c 8 the month
1708.98
8. MIDSIZE SEDAN 4 DOOR
a the 24 hour da
3.49
b B the weak
$183.74
c e the month
1716.64
8. FULL SIZE CAR
a B the 24 hour da
548.92
b 8 the week
i212.02
c B the month
1768.96
T. FULL SIZE LUXURY CAR
a B the 24 hour da
169.79
b B the week _
i314.23
c 8 the month
11 060.14
8. MINI PASSENGER VAN
a B the 24 hour da
164.36
b B the week
$270.74
c 8 the month
1803.62
9. STANDARD PASSENGER VAN
a B the 24 hour da
$81.54
b By the week
$462.11
Q B the month
$1,630.09
10. MAXI PASSENGER VAN
a 8 the 24 hour da
$81.54
b B the week
1482.11
c B <fw month
$1,630.99
11. PICKUP TRUCKS ONE TON
a 8 the 24 hour da
$54.38
b B the week
$281.71
c the month
$780.03
12. UTILITY VEHICLES 2 WD
a 8 the 24 hour da
54.38
b the wank
281.71
Q B ft month
t$788.30
13. UTILITY VEHICLES 4WD
a) By the 24 hour day
$84.14
b) 8y the weak
1292.48
c) By the month
=826.27
14. MINI CARGO VAN 1/2 TON
a) 8y the 24 hour day
548.92
b) By the week
1228.33
136
BID NO: 5961-4103.OTR-SW
OPENING: 2:00 P.M., WEDNESDAY
DATE: MARCH 4, 1999
METROPOLITAN DADE COUNTY, FLORIDA
INVITATION
TO BID
TITLE
AUTOMOTIVE RENTAL FOR GWFLEET MANAGEMENT DIVISION AND MIAMI
DADE POLICE DEPARTMENT FOR A ONE (1) YEAR PERIOD WM FoM (4)
YEARLY OPTIONS TO RENEW
THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS. NQTBD BLOW:
•Ip WHIT AND P8RF01 Sm I N/A +�
CATALOM ASD LZXTS s WA -
ZVXP z- LIST s
2OD I IFXCATION-euxuamm s
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sAmpu&jvJXFom'jm S1Q�E"rS s
sI'1't T=XT/ARF=Tns
SO== OF Somys
TRADE CS'1 nCATX=s
0Un= NAMUM'1'! s
X/A
Sly' xzmoN 2.01 rm. 2.11
SM SBCI'IM 2.0, PM. 2.8 _
11/A •
x/A
N/A
N/A
WA
WA
FOR INFORMATION CONTACT: J. CARLOS PLASENCIA, CPPB
(305) 373-1084
METROPOLITAN DADE COUNTY
GENERAL SERVICES ADMINISTRATION
PROCUREMENT MANAGEMENT DIVISION
hint an �tnx�a
1)1. "- 736
METROPOLITAN DADE CM 8I0 0'-- 5961-4/03-OTR-SM
4ECTION 2.0 SPECIAL CONDI1,310
AUTOMOBILE RENTAL FOR GSA/FLEET MANAGEMENT AND MIAMI DADE POLICE DEPARTMENT
2.1 PURPOSE: TO ESTABLISH A CONTRACT FOR A COUNTY DEPARTMENT
The purpose of this Invitation to Bid is to establish a contract for
the purchase of Rental of Vehicles in conjunction with the needs of
Dade County's GSA/Fleet Management Division and Miami Dade Police
Department on an as needed when needed basis.
2.2 Intentionally Omitted
2.3 PRE -8I0 CONFERENCE (RECOMMENDED):
A pre-bid conference will be held on February 12, 1998 at 10:00 a.m.
Stephen P. Clark Center, 111 N.M. 1st Street -in conference room no. .,
18-1 to discuss -proposed specifications. It is recommended that a
representative of the firm attend in order to become familiar with the
bid specifications.
Bidders are requested to bring this Invitation To Bid package to the
conference, as additional copies may not be available.
"Multiple members of individual community councils may be present."
2.4 TERM OF CONTRACT: TWELVE (12) MONTHS
This contract shall commence on the first calendar day of the month
succeeding approval of the contract by the Board of County
Commissioners, unless otherwise stipulated in the Notice of Award
Letter which is distributed -by the County's GSA Procurement Management
Division; and contingent upon the completion and submittal of all
required bid documents. The contract shall remain in effect for
twelve (12) months and upon completion of the expressed and/or implied
warranty period.
2.5 OPTION TO RENEW FOR ADDITIONAL FOUR (4) YEARS (With Price Adjustment)
The prices for a one year period from effective date shall be
consistent with the provisions outlined in section 2.7 of these terms
and conditions; at which time Dade County shall have the option to
renew for an additional four (4) years on a year to year basis. At
that time Dade County will consider adjustment to price based on
Consumer Price Index, All Urban Consumers in the Miami -Ft. Lauderdale
Area, Percent change all items 1982-84. It shall be further understood
that the County reserves the right to reject any price adjustments
submitted by the bidder and/or to terminate the contract with the
bidder based on such price adjustments. Continuation of the contract
beyond. the initial period is a County prerogative; not a right of the
bidder. This prerogative may be exercised only when such continuation
is clearly in the best interest of the County.
Page 1
o1- 736
METROPOLITAN DADE L
..0. 5961 -4/03 -OTR -SW
NOTE: SHOULD THE COUNTY EXERCISE THE OPTION TO RENEW, IT SHALL BE
ONLY FOR THOSE ITEMS ORIGINALLY AWARDED.
2.6 METHOD OF AWARD:
Award of this contract will be made to the lowest responsive
responsible bidder by sub -item.
While the award will be made to multiple bidders to assure
availability, the lowest bidder by sub -item will be given first
opportunity to perform under the Terms and Conditions of the contract.
2.7 PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT
If the bidder is awarded a contract under this bid solicitation, the
prices proposed by the bidder shall remain fixed and firm during the
term of contract.
2.8 Intentionally Omitted
2.9 Intentionally Omitted
2.10 Intentionally Omitted
2.11 INDEMNIFICATION AND INSURANCE - (7) - LEASING AUTOMOBILES
Provider shall indemnify and hold harmless the County and its
officers, employees, agents and instrumentalities from any .and .all
liability, losses or damages, including attorneys' fees and costs of
defense, which the County or its officers, employees, agents or
instrumentalities .may incur as a result of claims, demands, suits,
causes of actions or proceedings of any kind or nature arisfng out of
relating to or resulting from the performance of this Agreement by the
Provider or its employees, agents, servants, partners principals or
subcontractors. Provider shall pay all claims and losses in
connection therewith and shall investigate and defend all claims,
suits or actions of any kind or nature in the name of the County,
where applicable, including appellate proceedings, and shall pay all
costs, judgments, and attorney's fees which may issue thereon.
Provider expressly understands and agrees that any insurance
protection required by this Agreement or otherwise provided by
Provider shall in no way limit the responsibility to indemnify, keep
and save harmless and defend the County or its officers, employees,
agents and instrumentalities as herein provided.
Automobile Liability Insurance in an amount not less that $300,000
combined single limit per occurrence for bodily injury and property
damage.
All insurance policies required above shall be issued by companies
authorized to do business under the laws of the State of Florida, with
the following qualifications:
Page 2
01- 736
METROPOLITAN BADE 0 1* 5461 -4/03 -OTR -SM
The company must be rated no less than "B" as* to management. and
no less than "Class V" as to financial strength, by the latest
edition of Best's Insurance Guide, published by A.M. Best Company,
Oldwick, New Jersey, or its equivalent subject to the approval of
the County Risk Management Division.
or
The company must hold a valid Florida Certification of Authority
as shown in the latest "List of All Insurance Companies Authorized
or Approved to Do Business in Florida". issued by the State of
Florida Department of Insurance and are members of the Florida
Guaranty Fund.
Certificates will indicate no modification or change in insurance
shall be made without thirty (30) days written advance notice to the
certificate holder.
Not withstanding the above, if the policy has a deductible or
self-insured retention, the following provisions apply:
1. Bidder/Vendor must meeting the requirements of the Florida
Financial Responsibility Law. A certificate of insurance showing
limits of $10,000 per person, $20,000 per accident for bodily
injury and $10,000 for property damage (or $30,000 combined single
limit) must be furnished.
2. If the bidder/vendor has a larger deductible or self-in-sured
retention then the Florida Financial Responsibility Law (in
addition to the certificate required in E1), the financial
stability and ability to pay claims must be demonstrated as
follows:
In an amount not less that the difference between the state
approved self-insurance certificate and the beginning threshold of
the approved auto liability insurance policy, the bidder/vendor
must submit one of the following:
a. Irrevocable Letter of Credit
b. Surety Bond (Bond Form Attached)
C. Cash Deposit
If a claim is paid utilizing one of the above, the limit must be
fully reinstated and kept in force throughout the term of the
agreement.
NOTE: DADE COUNTY BID NUMBER AND TITLE OF THE Bio MUST APPEAR IN
EACH CERTIFICATE.
2.12 Intentionally Omitted
2.13 Intentionally Omitted
Page 3
01- 736
METROPOLITAN DADE C.- •
2.14 Intentionally Omitted
*..J-
.J 5961 -4/03 -OTR -SW
2.15(1)METHOD OF PAYMENT: PERIODIC PAYMJNTS FOR SERVICE RENDERED
The County shall provide periodic payments for services rendered by
the successful bidder. In order for the County to provide payment,
the bidder shall submit a fully documented invoice which- identifies
the appropriate purchase order number, the service location, and
itemizes the services provided to the County using department(s). The
invoice shall be submitted to the County department within thirty (30)
calendar days after the service have been rendered. It shall be
understood that such invoices shall not be submitted for payment until
such time as the service has been completed and a County
representative has reviewed and approved the service.
2.15(2)METNOD OF PAYMENT: MONTHLY INVOICES (FOR MIAMI DADE POLICE
DEPARTMENT ONLY)
The successful -bidder(s) shall submit monthly invoices by the tenth
(10th) calendar day of each month. These invoices shall reflect all
billing activity for the prior month, Invoices not submitted by the
tenth (10th) calendar day of each month will not be processed in next
months accounting period. These invoices shall be submitted to the
County using department(s) that requested the service through a
purchase order. The invoices shall reflect the appropriate purchase
order number, the service location(s) and the type of service provided
to the County in the prior month.
SPECIAL PROCEDURES FOR METRO-DADE POLICE DEPARTMENT
A. When the bidder provides an invoice to Metropolitan Dade County,
it roust contain the billing information codes supplied by Fleet
Management Section of 'the Metro Dade Police Department. These
codes identify the section of the Department assigned the vehicle
and the funding source. Each invoice will cover vehicles grouped
by funding source and contain (additional to the codes) the rental
agreement number(s), vehicles gas card number (supplied by
Transportation Section), monthly billing amount and the period
covered.
B. The vendor will include the Dade County Fuel Authorization Card
Number (320000 Series) on each rental agreement.
C Towing of mechanically disabled rental vehicles is the
responsibility of the awarded vendor upon notification.
D. Billing for partial rental months will be at 1/30 of the monthly
rental rate per day of month rented.
E. The. County may, at the County's expense have the windows of any
rented -vehicle tinted. No charge will be levied on the County for
the removal of such tinting at any time.
2.16 Intentionally Omitted
Page 4 01- 736
METROPOLITAN DADE ''n
2.17 DELIVERY REOUIRtAENTS:
81A.' 5961 -4/03 -OTR -SW
A replacement vehicle shall be provided within the shortest time
possible. not to exceed one (1) hour when 3 replacement vehicle is not
available within one (1) hour and upgrade vehicle will be supplied at
no additional charge to the County. Awardee shall make provisions for
maintenance on a 24 hour minimum notice.
2.18 Intentionally Omitted
2.19 Intentionally Omitted
2.20 CONTACT PERSON:
For any additional
requirements of this
(305) 375-1084.
information regarding the specifications and
contract, Contact: J. Carlos Plasencia, CPPB at
2.21 LICENSES. PERMITS AND FEES:
The bidder shall obtain and pay for all licenses, permits and inspec-
tion fees required for this project; and shall comply with all laws,
ordinances, regulations and building code requirwments applicable to
the work contemplated herein. Damages, penalties and or fines imposed
on the County or. the bidder for failure to obtain required licenses,
permits or fines shall be borne by the bidder.
2.22 ACCEPTANCE OF VEHICLE -BY -THE COUNTY
The vehicles shall be maintained and delivered to the County in
x llent condition. If a vehicle does not meet the conditions as set
fourth n Section 3.0 in this paragraph, the vehicle shall be returned
to the successful bidder in exchange for a suitable vehicle.
2.23 RENTAL 01; OTHER VEHICLES NOT LISm ON THIS 810 SOLICITATIgN BASED ON
PRICE QVTgS
While the County has listed all major vehicles on the bid solicitation
which are utilized by County Departments in conjunction with its
operations, -there may be additional like vehicles that must be rented
by the County during the term of this contract. Under these
circumstances, a County representative will contact the successful
Bidder and obtain a price quote for the additional vehicles. This
County Representative will also obtain price quotes from at least two
(2) other vendors, if available. The County reserves the right to
award the rental of these additional vehicles to the successful Bidder
or another Bidder based on the lowest price quote. If the successful
Bidder offers the lowest quotes, the award will be confirmed as an
addenda for the original award.
2.24 SUBSTITUTION OF ITEMS DURING TERM OF CONTRACT:
Substitute brands or models may be considered during the contract
period for discontinued models. The bidder shall not delfver any
substitute item as a replacement to an awarded brand or model without
Page 5
Ul - 736
_
METROPOLITAN DADE •
.J. 5961 -4/03 -OTR -SW
express written consent of Procurement Management prior to such
delivery. Substitute items must be of equal or better quality than
the awarded item. Substitutes shall be considered only in emergency
situations and excessive substitution requests may be cause to cancel
the contract.
2.25 AUTHORIZATION TO PICK-UP RENTAL VEHICLES
Dade County employees are not authorized to pick-up vehicles against
purchase order issued to the successful bidder(s). Authorization to
pick up a rental vehicles is provided for the County employee through
an "Authorization to Pick-up Rental Vehicles" (Dade County Form No.
160.04.17). The authorized employee shall surrender the form to the
bidder during each rental. If a vehicle is returned for exchange a new
authorization to Pick-up Rental Vehicle form is required, except after
normal hours (8:00 a.m. to 5:00 p.m.), weekends and Holidays. If the
bidder is in doubt about the authenticity of the person picking up the
Rental Vehicles, the bidder shall contact the fleet Management Service
Personnel to verify authorization at (305) 471-2555.
2.26 COUNTY-WIDE/STATE-WIDE USAGE
Any Governmental, not-for-profit or quasi -governmental entity in the.
State of Florida, may avail itself of this contract and purchase any
and all items specified herein from the successful bidder(s) at the
contract price(s) established herein.
Each Governmental, not-for-profit or quasi -governmental entity which'
uses a contract(s) resulting herefrom, will establish its own
contract, place its own orders, issue its own purchase orders, be
invoiced therefrom and make its own payments, determine shipping terms
and issue its own exemption certificates as required by the bidder.
It is understood that unless specified in Section 2, paragraph 2.16,
entitled "Shipping Terms", all prices shall be quoted, •FOB
Destination." For entities other than those belonging to Miami -Dade
County or those located outside of the geographical boundaries of
Miami -Dade County, the successful vendor shall be entitled to ship
goods on an "FOB Destination, Prepaid and Charged Back" basis. This
allowance shall only . be made when expressly authorized by a
representative of the entity, prior to shipping the goods.
It is also understood and agreed that Dade County is not a legally
binding party to any contractual agreement made between any
governmental unit and the bidder as a result of this bid.
SURCHARGE FEE AND OUARTERLY SUMMARY REPORT
Pending approval of a Surcharge Ordinance by the Miami -Dade Board of
County Commissioners, please be advised that this contract will be
subject to a user surcharge fee in the amount of 2% on all sales under
this contract or any contract resulting from this solicitation,
including, but not limited to, all Municipalities the commodities
and/or services awarded as a result of this contract, and utilize the
County contract price and the terms and conditions identified herein.
Page 6
01- 736
METROPOLITAN DAIDE • • 5961-4/03-OTR-SM
After receipt of payment from such purchases, all applicable surcharge
fees shall become payable to Miami -Dade County, Department of General
Services Administration.
Vendors shall be required to furnish the attached Quarterly Surcharge
Payment Report in a timely manner. Quarterly reports and all
applicable payments must be submitted to GSA/Accounts Receivable, no
later than 15 days after the end of each quarter, regardless of the
value of sales during the preceding quarter.
By submission of these sales summary reports and corresponding
surcharge fees, the vendor is attesting to their correctness. All
such reports and fees shall be subject to audit by Miami -Dade County.
Failure to submit the following Quarterly Surcharge Payment Report and
make applicable payments in a timely manner, may result in termination
or cancellation of contract with the non -conforming vendor and any and
all remedies relating to the collection -af such fees shalt be
enforceable. Additionally, any riprocurearnt charges My be charged
to the vendor in default. Willful -failure or falsification of sales
reports or failing to make timely payments of the surcharge fee shall
constitute sufficient cause for terminating the contract for cause of
the non -conforming vendor.
Page 7 01— 736
METROPOLITAN DADE COUN19 BID 0 5961 -4/03 -OTR -SW
SECTION 3.0 TECHNICAL SPECIFICATIONS
AUTOMOTIVE RENTAL FOR GSA/FLEET MANAGEMENT AND MIAMI DADE POLICE DEPARTMENT
3.1 VEHICLE SPECIFICATIONS
The vehicles shall be late models with low mileage, neat and clean in
appearance, and in good operating condition complete with air
conditioning, automatic transmission, radio, power brakes and power
steering. There will be no mileage charges, or rental charges of any
nature except for standard refueling charges allowed on any rental.
The County is requesting rental rates for the different classes listed
in Section 4 of this Solicitation.
3.2 MAINTENANCE
The bidder will provide all maintenance and service to keep said
vehicle in a safe and first class operating condition during the
course of the rental. The contractor shall stipulate in writing (at
the beginning of the rental period) the time periods or mileage
intervals the vehicles are due for preventive maintenance should the
length of the requested rental indicate same may be required during
the rental period.
The bidder shall state the days of the week and business hours that
such maintenance and/or replacement services are available and shall
state the name, location and business hours of such locations other
than the bidder's premises where such services are available.
Maintenance facilities of the contractor shall be inspected by
Metropolitan Dade County prior to bid award for suitability which
shall be at the sole discretion of the County.
3.3 REPLACEMENTS
When a vehicle is out of service due to mechanical breakdown, repairs,
accident, preventive maintenance, or any other reason that is not due
to any fault or negligence of Dade County, the lessor shall furnish a
replacement at no additional charge. Replacements with down -graded _
size or models will require a reduced rate adjustment to the bid rate
of the replacement vehicle. Replacements with an upgraded site or
model when not made at the specific request of the County, will be
made with no additional charges.
A pro -rated daily rental charge (1/30 of the Monthly charge) shall be
deducted from the monthly payments for any vehicle out of service for
which no adequate replacement is provided for each day, or portion
thereof exceeding 8 hours, no adequate replacement is provided for a
vehicle out of service.
Page 11 u l_ 736
METROPOLITAN DADE COON,
BID ! 5961 -4/03 -OTR -SW
If the vehicle is out of service due to damage or disability which is
the fault of Metropolitan Dade County the County shall be responsible
for the rental payment for said vehicle for a reasonable length of
time, until repairs or other disposition can be made. When the lessor
furnished a replacement vehicle the County shall pay for both vehicles
at the contract rate until such repair or disposition of the out of
service vehicle is made. The "reasonable length of time" shall be
determined by mutual agreement between the lessor and the County.
Claims invoices must be submitted to
sixty (60) days after the collision
The invoices must have accompanying
been repaired. Repair estimates will
3.4 RENTAL REQUIREMENTS
Metropolitan Dade County within
or other occurrence being claimed.
proof that the vehicle damage has
not be paid.
The bidder will furnish Metropolitan Dade County a statement of
procedures which should be followed by the user of the rental vehicle
when they experience a mechanical or other problems with the rental
vehicle.
The bidder shall avoid placing demands on Metropolitan Dade County
which results in lost productive work time for the user of the
vehicle. Two specific examples of this precaution are listed below:
The bidder must provide a minimum notice of 48 hours to GSA Fleet
Management when they require a rental vehicle to be exchanged for
another vehicle.
The bidder should conduct all of the administrative details with
GSA Fleet Management when they require a rental vehicle to be
exchanged for another vehicle.
The bidder should conduct all of the administrative details with
GSA Fleet Management rather than with the users of the vehicles.
For example, if new license tag decals (or temporary license tags)
are to be placed on the rental vehicles, such decals will be sent
to GSA Fleet Management, Suite 2530, 111 N.W. 1st Street, Miami,
Florida 33128. Attn: Mr. Gregory Hicks, for forwarding to the
users rather than requiring the users to drive to the bidder's
place of business.
3.5 PHYSICAL DAMAGE
The County will not be responsible for physical damage to any rental
vehicle in excess of $500.00 per vehicle per occurrence, except when
such damage is as a direct result of County negligence or operator
abuse as determined by the Risk Management Division of the General
Services Administration.
If the County and the successful bidder disagree on the amount of
"loss", either party may demand and appraisal of the "loss". In this
event, each party will select a competent appraiser. The two
appraisers will select a competent and impartial umpire. The
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METROPOLITAN BADE COUNT10 BID 0 5961 -4103 -OTR -SW
appraisers will state separately the actual cash value and amount of
"loss". If they fail to agree, they will submit their differences to
the umpire. A decision agreed to by any two will be binding. Each
party will pay its chosen appraiser and bear the other expenses of the
umpire equally. If the County submits to an appraisal, the County will _
still retain its right to deny the claim.
Claims for physical damage on all vehicles must be submitted to
GSA/Risk Management Division at 111 N.W. 1st Street, Suite 2340,
Miami, Florida, Attn: Mr. Kenneth McCoy, Claims Supervisor within
sixty (60) days of occurrence. The accompanying invoice must contain
the rental agreement number, vehicle number, date of occurrence,
Police Case # as supplied by the investigating officer or the Miami
Dade Police Department/Fleet Management Section, Standard County
Automobile Accident Report (Attached) and evidence that the vehicle
has been repaired or destroyed by proof of either 1 or 2 below.
1. Vehicle has been completely destroyed and is being
totaled, scrapped or salvaged.
2. Vehicle has been repaired as documented by the paid repair
bills. Statements not acceptable.
Repair estimates will not be paid. Claims submitted more than
sixty (60) days from date of occurrence will not be processed.
Page 13 01-- 736
MIAMI-DADE COUNTY
CONTRACT NO. 5961-4/03-3
ITEM: Automobile Rental Service
DEPARTMENT: Chywide
TYPE OF PURCHASE:
REASON:
RECOMMENDATION:
Award Undar Dab CouuW Contrews
Term
The Department of Purchasing has seen a need for a
citywide automobile rental service contract.
It is recommended that award be made to
InterAtaakm Cw Renal, Inc., under existing
Miami -Dade County Contract No. S%1-4/03-3,
for the provision of automobile rental service,
effective through May 31, 2002, subject to any
extensions thereto by Miami -Dade County, for the
Department of Purchasing to be utilized dtywide;
allocating funds therefore from the General
Operating Budgets of the various user departments
and agencies, authorizing said purchases, as needed,
sublect to availability of funds.
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