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Home My WebLink AboutR-00-1097J-00-1155 12/13/00 RESOLUTION NO. 0 0- 1. 0 9 7 A RESOLUTION OF THE MIAMI CITY COMMISSION, BY A FOUR FIFTHS (4/5Txs) AFFIRMATIVE VOTE, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING THAT AN EMERGENCY SITUATION EXISTED, WAIVING THE REQUIREMENTS FOR COMPETITIVE BIDDING PROCEDURES, AND APPROVING THE CONTINUATION OF SPECIALIZED FLAT TIRE REPAIR SERVICES FROM ROUND TIRE SERVICE, INC., COMMENCING AUGUST 5, 2000 THROUGH NOVEMBER 31, 2000, FOR THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION, LIGHT FLEET DIVISION; AUTHORIZING INCREASING THE CONTRACT FOR SAID SERVICES IN AN AMOUNT NOT TO EXCEED $20,000, FROM AN AMOUNT OF $45,000 TO $65,000; AND AUTHORIZING THE ALLOCATION OF FUNDS THEREFOR FROM THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION, LIGHT FLEET DIVISION, ACCOUNT CODE NO. 503001.420905.6.670. WHEREAS, the Specialized Flat Tire Repair Services contract expired on August 4, 2000, and all extensions were exhausted; and WHEREAS, to avoid any lapse in service while the bid process for the new contract award was being properly secured, the Department of General Services Administration requested authorization for an emergency purchase for said services; and CITY CQSSION( MEETING OF DEC 1 It 2000 Resolution No. 00-1.097 WHEREAS, this procurement was needed in order to adequately provide specialized flat tire repair services to city vehicles in a timely manner; and WHEREAS, the existing vendor, Round Tire Service, Inc., has agreed to extend the contract under the same terms, conditions and costs pursuant to the same being acquired under Bid No. 96- 97-083; and WHEREAS, the City Manager adopted a finding of an emergency and that the continuation of specialized flat tire repair services was necessary, authorized that the requirement for competitive bidding procedures be waived, and approved the acquisition of specialized flat tire repair services from Round Tire Service, Inc., commencing August 5, 2000 through November 31, 2000; and WHEREAS, funding is available from the Department of General Services Administration, Light Fleet Division, Account Code No. 503001.420905.6.670. NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Page 2 of 4 00-1097 Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four -fifths (4/5ths) affirmative vote of the members of the City Commission, the City Manager's finding that a valid emergency existed, waiving competitive bidding procedures, and approving the acquisition of specialized flat tire repair services from Round Tire Service, Inc., commencing August 5, 2000 through November 31, 2000, for the Department of General Services Administration,, Light Fleet Division, and increasing the contract for said services in an amount not to exceed $20,000, from an amount of $45,000 to $65,000 is ratified, approved and confirmed, with funds allocated from Account Code No. 503001.420905.6.670 for said acquisition. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.'/ 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. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 3 of 4 �®-109 n 2000. PASSED AND ADOPTED this 14th day of December JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not indloetta oppfoW d this legislation by signing in the designated. place provided, said loglHation m5w becomes effective with the elapse of ten (10) days from the data of commlaclon oetion regarding same, without the Mayor exercising a vote, ATTEST: - - Wal r J.-Foeman,.Cty Clerk WALTER J. FOEMAN CITY CLERK �'TNESS : Page 4 of 4 1_/C. • .01.1, CITY OF MIAMI,'FLORIDA INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members of the City Commission S� IsW, 11 RECOMMENDATION DATE: � � ` n w J CJ L0'�O SUBJECT: Resolution Ratifying City Manager's Action 32 FILE : REFERENCES: Extension and Increase of ENCLOSURES: Specialized Flat Tire Repair Services Contract It is respectfully recommended that the City Commission approve, ratify and confirm by a four - fifths (4/5`h) affirmative vote, the City Manager's finding that an emergency need existed in approving the continuation of specialized flat tire repair services with Round Tire Service, Inc., Hispanic/Dade County vendor located at 17300 N.W. 53 Avenue, Opa Locka, Florida 33055, for the Department of General Services Administration, for the period commencing August 5, 2000 through November 31, 2000; further increasing the contract for said services in an amount not to exceed $20,000, from a total contract amount of $45,000 to $65,000. Funding is available from the Department of General Services Administration, Light Fleet Division, Account Code No. 5 03 001.420905.6. 670. BACKGROUND The Specialized Flat Tire Repair Services contract expired on August 4, 2000 and all extensions were exhausted. Bids for the new contract were opened on September 6, 2000. To avoid any lapse in service while the bid process for the new contract award was being properly secured, the Department of General Services Administration requested the City Manager's authorization for an emergency purchase for said services, for the period commencing August 5, 2000 through November 31, 2000, in an amount not to exceed $20,000. This procurement was needed in order to adequately provide specialized flat tire repair services to City vehicles in a timely manner. The existing vendor, Round Tire Service, Inc., agreed to continue providing these services under the same terms, conditions, and pricing, pursuant to the previous contract acquired under Bid No. 96-97-083, until a new award was made. CAGNKR/AJM/H 00-1097 • • CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM ! i _iti� U`t lf� TO: Carlos A. Gimenez City Manager FROM: Alex J. M ine Assistant Director General Services Administration Description of commodity/service needed DATE: August 29, 2000 FILE: SUBJECT: Emergency Purchase - Specialized Flat Tire REFERENCES: Repair Services ENCLOSURES: It is necessary for the Department of General Services Administration to continue the provision of Specialized Flat Tire Repair Services for City vehicles on an as needed basis. Emergency Justification The Specialized Flat Tire Repair Services contract expired on August 4, 2000 and all the extensions have been exhausted. Bids for the new contract will be opened on September 6, 2000. It is anticipated that the new bid process will be completed and scheduled for Commission approval sometime in October and in effect shortly thereafter. To avoid any lapse in service while the bid process for the new contract award is being properly secured, the department is requesting your authorization for an emergency purchase for the provision of Specialized Flat Tire Repair Services, for the period of August 5, 2000 through November 31, 2000, in an amount not to exceed $20,000. The below listed vendor has agreed to continue providing these services under the same terms, conditions, and pricing, pursuant to the previous contract acquired under Bid No. 96-97-083, until a new award is made. Solicitation Round Tire Service, Inc. has agreed to provide these services under the same terms, conditions, and pricing, for a period of August 5, 2000 through November 31, 2000, in an amount not to exceed $20,000. Reason for selecting vendor The aforementioned vendor has been providing this service to the Department of General Services Administration under City issued Bid No. 96-97-083. 00--1097 • Carlos A. Gimenez Emergency Purchase Specialized Flat Tire Repair Services Page 2 of 2 Total cost of purchase $20,000 Budgetary Review and Approval: Account Code: 503001.420905.6.670 a4l 4&01464 k-4, d -P #aav,,94Z Linda M. Haskins, Director Department of Management & Budget �c ti CAG/FKR/AJMVMI c: Judy Carter, Purchasing Department Director Lourdes Lopez, Assistant to the Director of GSA Alan Savarese, Fleet Manager of GSA Date: Date: 00--10� CONTT REVIEW AND ANALYSI R NKrTACH SUPPORTING DOCUMENTS DATE: August 2,2000 DEPARTMENT/DIVISION: General Services Administration Fleet Division CONTACT PERSON/CONTACT NUMBER: Lourdes Lopez/(305) 575-5130 or (305) 276-4861 CONTRACTING ENTITY. Round Tire Service Inc RESOLUTION NUMBER: Res. BID/PROJECT NUMB)E kLaEjQ_ g Purchase 00 C� (IF APPLICABLE) BUDGETARY INFORMATION: Are funds budgeted? YES ❑ NO If yes, TOTAL DOLLAR AMOUNT: $20 000 ❑ EXPENSE ❑ REVENUE SOURCE OF FUNDS: GSA ACCOUNT CODE(S�: 503001.420905.6.670 If grant funded, is there a City match requirement? ❑ YES ❑ NO AMOUNT: N/A Are matching funds Budgeted? ❑ YES ❑ NO Account Code(s): TERMS OF CONTRACT: (To be filled out by Purchasing Department) Effective Date: August 5, 2000 through November 31. 2000 Escalating Clause, if any: Contract Period (s): Penalties, (if any), for termination: Payment terms: If grant funded, list restrictions/requirements, if applicable: SUMMARY/DESCRIPTION OF CONTRACT OR AGREEMENT Is this an extension? ❑ YES ❑ NO Emergency Purchase If YES, actual expenditures in previous contract Year ? Summary/Description of Contract Agreement: To provide continued Specialized Flat Tire Repair Services for City vehicles on an as needed basis. JUSTIFICATION FOR CONTRACT OR AGREEMENT (Include why it is needed, consequences if not authorized or approved and time constraints, if any.) The Specialized Flat Tire Repair Services Contract expired on 8/4/00 and all the extensions have been exhausted. Bids for the new contract will be opened on September 6. 2000. It is anticipated that the new bid process will be completed and scheduled for Commission approval sometime in October and in effect shortly thereafter. To avoid any lapse in service while the bid process for the new contract award is being properly secured, the department is requesting your authorization for an emergency purchase for the provision of theses services. for the period of August 5. 2000 through November 31. 2000, in an m aount not to exceed $20.000. The vendor has geed to continue providing these services under the same terms. conditions and pricing. pursuant to the previous contract acquired under Bid No. 96-97-083. until a new award is made. METHOD OF PURCHASE (If applicable) ❑ Telephone quotes ❑ Single Purchase ❑ Written quotes ❑ Short -Tenn Contract ❑ Negotiated Purchase ❑ Term of Contract ❑ Sole Source (include documentation) ❑ Lease (Type: ) ❑ Bid Waiver (include documentation) ® Other ❑ Formal Bid/Proposal (include bid tabulation/proposal ranking) PREVIOUS AWARDS OF BIDS (IF APPLICABLE) CRC COMMENTS: From most recent 1) 2) 3) gpk APPROVAL: DATE: Z v d Carl A. enez, City r APPROVAL: DATE: Finan e lght Board lily:ri riCkA- LCF-V-NI .nLj.%I A SUppoW ING DOCUNMNTS Jul 040 oulo;$ 1•' 1 u.��r 000 __-. s_�_e iw...J..i.e�stlntf/Fleet Dlrlsiffi DATE: ,�t.o-3.—�- DEPAR"Ti�'?n/DmStON: - CONTACT PERSON/CONTACT NUMBER: I + o T g&Z/(3a 575-5130 or M.Z. CONTAAC - NG ENITI'Y: RESOLUTION NUBOML. Am. BID/PR � � ap �ruca8tB1 BUDGETARY INP.ORMATION: Aft fim& budgeue"YB8 ❑ No Uy"P TOTAL DOLLAR AMO(JNT: I ❑ a mwm ❑ a mourn souRCB OF KWD& _ia3& JcGOUNY CoDBg If grant na>tded, is l use s City =tch uqW ascend ❑ YES ❑ NO AMOUNT: N/A Are taatching finds Bu*tW ❑ YES ❑ NO Account Code(#): TERMS OF CONTRACT: (To be wed ow by P'vat Departtn) E&cave Date: Escalating CIZUse, if any- Cotttta+ct Pedod (s): _ Penalties, (if m y). fog taatnoatton. Firunt teams if 4cebk: If Seam fimdcd, int cestactiats/mgo>xc�. $Pp SU1<, MARY/MMUMON OF CONTRAM OR AGREEMENT Is do an mmion? Q YES ® NO P .- lhmr. —" If YES, actual eapen&wta to previous contest Yeat ? &Kn=L y/Deaeripdm of Contract Agmcmen . Uulj rICA71ON FOR CONTRACT OR AGRSE�'ffiN't ��„.� d;, need®d, ace iEmtr�ad�edaa�Wted Md tieN amltiS�a, if asq) _-- eed_ � a* IS *_ «• M Q jWMOD OF FURCI MSE (If ig) ❑ Tavhaw q90" D wd= tom+ ❑ Ne ed Pochm p Saa sw m d ❑ BidWi&w� / nAWmO p r�� r APPROVAL \k,r, L�� ❑ shm-T.m Cantma ❑ Te>emof Caetmt ' 13 DATE 3 c7 • August 16, 2000 Round Tire Service, Inc. Graciela Comas Redondo 17300 N.W. 53 Avenue Miami, Florida 33055 Ref: Specialized' Flat Tire Repair Services Dear City of Miami Staff. This letter should serve as confirmation that Round Tire Service, Inc. is aware that Bid No. 96-97-083 has expired and that there is a need for these services to be continued. To avoid any lapse in service, this vendor hereby agrees to continue providing Specialized Flat Tire Repair Services, under the same terms, conditions and pricing for an additional four -month period, through November 31, 2000, although not pursuant to aforementioned agreement. Sincerely, 1 Graciela Comas R d/do M�� Q., t t CONTRACT A W A R D BID NO. 96-97-083-00 RENEWAL OTR YEARS: SECOND AND FINAL RENEWAL NAME OF BID: SPECIALIZED FLAT TIRE REPAIR SERVICES CONTRACT PERIOD: AUGUST S, 1999 THROUGH AUGUST 3, 2000 ORIG CONTRACT PERIOD: AUGUST 5, 1997 THROUGH AUGUST 4, 1998 COMMODITY CODE: 928-82 TERM OF CONTRACT: ONE (1) YEAR WITH OTR FOR TWO (2) ADDITIONAL ONE-YEAR PERIODS METHOD OF AWARD: LOWEST FIXED PRICE AWARD BASED ON MEASURES: Yes () No (X ): () Set Aside () BBE () HBE O WBE owned firms O Local Preference SECTION # 1 F.E.I.N. # VENDOR NAME STREET: CITY/STATE/ZIP: CONTACT PERSON: PHONE #: FAX #: PAYMENT TERMS: DELIVERY: VENDOR AWARD 59-267760 ROUND TIRE SERVICE, INC: ` 17300 NW 53 AVENUE MIAMI, FL 330SS MAXIMO REDONDO (954) 624-5878 (954) 624-9545 2%-10 DAYS; NET 30 DAYS IMMEDIATELY SECTION #2 AWARD INFORMATION C.C. AWARD DATE: JULY 24, 1997 AMENDED AMOUNT: NONE AGENDA ITEM #: CA-4 SPECIAL CONDITIONS: YES RESOLUTION NO: 97-499 INSURANCE REQUIREMENT: N/A TOTAL AWARD AMOUNT:$45,000.00 SECTION #3 AFFIRMATIVE ACTION POLICY YES SECTION #4 REQUESTING DEPARTMENT INFORMATION USER DEPARTMENT/DIVISION: GENERAL SERVICES ADMINISTRATION CONTRACT ADMINISTRATOR: DANETTE PEREZ TELEPHONE NO.: (305) 575-5130 FAX NO. (305) 575-5187 SECTION #5 PROCURING AGENCY SENIOR BUYER: PAMELA BURNS DATE PREPARED: JUNE 24, 1999 TELEPHONE NO:(305) 416-1905 FAX: (305) 416-1925 PREPARED BY: STEPHANIE WILLIAMS 0 -1097