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HomeMy WebLinkAboutR-99-0436J- 99-507 6/ZO/99 99- 426 RESOLUTION NO. A RESOLUTION OF THE MIAMI CITY COMMISSION, BY A 4/5THs AFFIRMATIVE VOTE, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF AN EMERGENCY; AND AUTHORIZING THE AWARD OF A THREE YEAR LEASE FOR FIFTEEN ELECTRIC ALTERNATIVE FUEL VEHICLES FROM GUS MACHADO FORD, FOR THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION, IN A TOTAL AWARD AMOUNT NOT TO EXCEED $188,670; ALLOCATING FUNDS FROM CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 311850, IN AN AMOUNT NOT TO EXCEED $94,335, AND A GRANT IN THE AMOUNT OF $94,335, AWARDED TO THE CITY OF MIAMI FROM THE SOUTH FLORIDA REGIONAL PLANNING COUNCIL, GOLD COAST CITIES, ALTERNATIVE FUEL VEHICLES GRANT PROGRAM. WHEREAS, the City of Miami received a matching grant from the U.S. Department of Energy and the Florida Gold Coast Clean Cities Coalition for the implementation of an alternative fuel vehicle program; and WHEREAS, said grant requires the delivery of vehicles and disbursement of grant funds prior to September 30, 1999; and WHEREAS, May 26, 1999 was the manufacturers cut-off date to place the order for these vehicles; and WHEREAS, these vehicles shall be used by the Departments of Public Works, Building and Zoning and the Neighborhood CITY MMSSION V=ING OF JU N 2 2 1999 Resolution No. 99- 4906 Enhancement Team Inspectors; and WHEREAS, sixty-four (64) invitations for bids were mailed; and WHEREAS, only one (1) bid was received; and WHEREAS, funds are available from the Capital Improvement Program, Replacement of Citywide Fleet, CIP Project No. 311850 and a matching grant awarded to the City of Miami. from the South Florida Regional Planning Council, Gold Coast Clean Cities, Alternative Fuel Vehicles Grant Program; and WHEREAS, the City Manager has made a finding that an emergency existed and authorized the award of a three year lease for fifteen electric alternative fuel vehicles from Gus Machado Ford, NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. By a four -fifths affirmative vote of the members of the City Commission, ratify, approve and confirm the City Manager's finding of an emergency, and approve the award of a three year lease agreement for fifteen electric alternative fuel vehicles from Gus Machado Ford, for the Department of General Services Administration, for a amount of $188,670, with funds in the amount of $94,335, therefor hereby allocated from Capital Improvement Program Project No. 311850, and a grant in the amount of $94,335 awarded to the City of Miami from the South Florida Regional Planning Council, Gold Coast Cities, Alternative Fuel Vehicles Grant Program. Section 3. The City Manager is hereby authorizedLI to execute all necessary documents, in a form acceptable to the City Attorney, for said lease agreement. Section 4. This Resolution shall become effective �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 prescribed by applicable City Charter and Code provisions - 3 - 99- 436 immediately upon its adoption and signature of the Mayor Y PASSED AND ADOPTED this 22nd day of June 1999. JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not Indicate appro%'zl of this legislation by signing it in the designated place prcvided, sai 1egi:;l.tier; rc�; becomes effective with the elapse of ten ( i 0) day::, fr m tn:,N d€it;; of Cora ris n �:ctic: regarding same, without the Mayor exercising ATTEST: �►� r r ma City Clerk WALTER J. FOEMAN CITY CLERK ASS tj :f 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. - 4 - 99 - 436 CITY OF MIAMI, FLORIDA21 INTER -OFFICE MEMORANDUM _ The Honorable Mayor and Members TO : of the City Commission DATE: JU�\ 14 1999 FILE SUBJECT: Resolution Ratifying Emergency Award of Lease Agreement For Alternative Fuel onald H. Warshaw Electric Vehicles FROM: City Manager REFERENCES: Bid No. 98-99-086 ENCLOSURES: Recommendation It is respectfully recommended that the City Commission approve, ratify and confirm by a .four -fifths (4/5ths) affirmative vote, the City Manager's finding that an emergency need existed in approving the emergency three year lease award of Bid no. 98-99-086, for the acquisition of fifteen (15) Alternative Fuel Electric Vehicles from, Gus Machado Ford, a Hispanic / Miami -Dade County vendor, located at 1200 W. 49 Street, Hialeah, Florida 33012, in a total award amount not to exceed $188,670. Further authorizing a one time three year lease payment in the amount of $188,670. Funding is available in the FY '99 Capital Improvement Program, Replacement of Citywide Fleet, CIP Project No. 311850, in an amount not to exceed $94,335. Additionally, a grant in the amount of $94,335 was awarded to the City of Miami from the South Florida Regional Planning Council, Gold Coast Clean Cities, Alternative Fuel Vehicles Grant Program, for a total project amount of $188,670. Background The emergency award of this lease agreement was necessary in order to preserve public safety and welfare. The factory cut-off date for the ordering of these alternative fuel electric vehicles is May 26, 1999. Additionally, the grant contract requires the delivery of vehicles and disbursement of grant funds prior to September 30, 1999. The Department of General Services Administration has analyzed the bids and has determined that this lease is beneficial to the City of Miami since it allows for the acquisition of fifteen (15) alternative fuel vehicles. Sixty-four (64) invitations for bids were mailed, and one (1) response was received. This project shall enable the City of Miami to initiate an alternative fuel vehicle program. These vehicles shall be used by Public Works, Building and Zoning, and NET inspectors. As we enter the new millenium, alternative fuel vehicles shall allow us to ensure that future generations can enjoy clean air and a high standard in their quality of life. GSAJM^eAhFueIEIecVeh.doc %l 99- 4306 CONTRACT REVIEW AND ANALYS FORM Directions: Please Attach sups ng documents. All sections must be completer, _,.cluding "CRC Comments". Date: 27 April 1999 " ":rrl^ DEPARTMENT/DMSION: General Services Administration S C1 FIE CONTACT PERSON / CONTACT NUMBER: Danette Perez (305) 575-5130 C. t -P CONTRACTING ENTITY: Gus Machado Ford � E 7 — Prr2: 3 RESOLUTION NUMBER: BID : Bid No. 98-99-086 ( If Applicable ) BUDGETARY INFORMATION: Are funds budgeted? YES NO ❑ If yes, TOTAL DOLLAR AMOUNT: $ $188,670 ® EXPENSE ❑ REVENUE SOURCE OF FUNDS: S. Fl. Regional Planningt ACCOUNT CODE(S) CEP Project No. 311850-$94,335 Council Grant-$94,335 "Replacement of Citywide Fleet" Ifgrant funded, is there a City match requirement? YES ® NO ❑ AMOUNT:$94,335 _ Are matched funds Budgeted? YES ® NO ❑ Account Code(s): CIP Project No. 311850 TERMS OF CONTRACT: Effective Date: Upon Financial Oversight Board's Approval Escalating Clause, if any: n/a Contract Period (s): n/a Payment terms: as invoiced Penalties, (if any), for termination: nfa If grant fimded, list restrictions/requirements, if applicable: Grant requires the delivery of vehicles & disbursement of grant funds prior to September 30, 1999. SUMMARY/DESCRiPTION OF CONTRACT OR AGREEMENTS Is this an extension? YES NO ® Reason for Extension: ifYES, actual expenditures in previous contract Year Summary/Description of Contract or Agreement: Emergency approval for three year lease award for the acquisition of fifteen alternative fuel vehicles. Sixty-four invitations for bids were mailed, and one response was received. JUSTIFICATION FOR CONTRACT OR AGREEMENT (Include why it is needed, consequences if not authorized or approved and time constraints, if any.) The emergency award of this lease agreement was necessary in order to preserve public safety and welfare. The factory cut- off date for the ordering of these alternative fuel electric vehicles is May 26, 1999. Additionally, the grant contract requires the delivery of vehicles and disbursement of grant fiinds prior to September 30, 1999. This project shall enable the City of Miami to initiate an alternative fuel vehicle program. The Financial Oversight Board previously approved the South Florid_ a_ Regional Planning Council Contract on May 4, 1998. (See attached form). METHOD OF PURCHASE (If applicable) ❑ Telephone quotes ❑ Single Purchase ❑ written quotes ❑ Short -Tenn Contract ENMGENCY AWARD ❑ Negotiated Purchase ❑ Lease ( Type: ) ❑ Sole Source (include documentation) ❑ Term of Contract ❑ Bid waiver (include documentation) ® Formal Bid/Proposal (include bid tabulation/proposal ranking) PREVIOUS AWARDS OF BID (IF APPLICABLE) CRC COMMENTS: From most recent: 1) Approval: Approval: Date: Date: Z5 99- 436 CONTRACT REVIEW AND ANALYSIS FORM Directions: Please Attach supporting documents. All sections must be completed, excluding "CRC Cornnienits". DATE: 3 / 24 /98 DEPARTMENT/DIVISION: G.S.A. CONTACT PERSON/CONTACT NUMBER: Danette erez CONTRACTING ENTITY: q n,. t h F l n r i tin V o cy 4 n n n l v 1— RESOLUTION NUMBER U=EL2 BID/PROJECT NUMBER: n/a Ordinance Number: 11591. (IFAPPUCABLE) BUDGETARY INFORMATION:- Arc urn u etc YES - NO If yes, TOTAL DOLLAR AMOUNT: 192,190 x EXPENsE _REVENUE SOURCEOFFUNDS: sp ro eCnd—A_CCOUNTCODE(S)_ _Projort wo- 31185p_ If grunt funded, is there a Ciry match requirement? YES X NO ATytObWr: b 0 Are matching funds Budgeted? YES X NO Account Code(s): same as above TERMS OF CONTRACT: Effective Date Upon approval by Financial Oversight Board Escalating clause, if ContractPeriod (s): Upon execution by SFRPC and ends on 9/30/99 Penalties, (if any), for termination: (see Attachment A —Section 2.0 Termination of Contract) Paymeatterms: Submission of invoices on a quarterly basis and payment will be made within 45 i If grunt funded, list resmictions/requi:rements, if applicable: This is a cost reimbursement contract. (See Section 5.0 Consideration for Services) �-s�-----_ SUMMARY DESCREMON OF CONTRACT OR AGREEMENT Is this as extension? YES_ NO X Reason for Extension: If YES, actual expenditures in previous contract Year • S --- Summary/Description of Contractor Agreement: Purchase of six electric cars for use in the Miami Riverside Center Car Pool. (USTIFICATION FOR CONTRACT OR AGREEMENT Tndude -hy it is needed, eonsequcn= if not authorized or approved and time constraints, if any.) To support and endorse hP goals anti nha PPrtrac to ; of hTt a Department of FnPrg1: )z anti t-11.- 1 ori. Gold Coast Clean Cities Coalition to iden ify and implement the use of altprnntivp trantat fuels in order to improve air quality. -1ETHOD OF PURCHASE (If applicable) N/A _Telephone quotes Formal Bid/Proposal (mclude bid tabulation/proposal ranking) Written quotes Single Purchase _+Negotiated Purchue _Short -Term Contract _Sole Source (include documentation) Term of Contract Bid Waiver (include documentation) _Lase (Type: ) 'REVIOUS AWARDS OF BIDS (IFAPPUCABU:) CRC COMMENTS: oa most recent: T)_ .. Z) r }) ,pproval to use CIP Funs: Am Date: City Manager l � pproval Date:�6�y�,��_ Financial Oversight Board 9 9- 436 CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM11� Donald H. Warshaw April 1�3 0 '23A + TO ' City Manager DATE.. FILE: RECEIVED SUBJECT: Request for Emergency Award of Lease Agreement for Alternative Fuel Electric Vehicles FROM: 6jascual, Director � ... __._.. ... �.�REFERENCES:. General Services Administration ENCLOSURES: It is respectfully requested that you authorize the emergency award of a three year lease agreement, for the acquisition of fifteen Alternative Fuel Electric Vehicles, from Gus Machado Ford, a Hispanic /Miami -Dade County vendor, located at 1200 W. 49 St., Hialeah, Fl. 33012, in a total award amount not to exceed $188,670. The Department of Purchasing mailed sixty-four (64) invitations for bids, and one (1) response was received. Further authorizing the one time three year lease payment in the amount of $188,670. Funding is available in the FY '99 Capital Improvement Program, Replacement of Citywide Fleet, CIP Project No. 311850, in an amount not to exceed $94,335. Additionally, a grant in the amount of $94,335 was awarded to the City of Miami from the South Florida Regional Planning Council, Gold Coast Clean Cities, Alternative Fuel Vehicle Grant Program. The declaration of an emergency is necessary in order to preserve public safety and welfare. The factory cut-off dates for these vehicles is May 26, 1999, and the grant contract requires delivery of vehicles and disbursement of grant funds prior to September 30, 1999. If we muss the factory cut-off date of May 26, 1999, we would then lose the grant funds from the South Florida Regional Planning Council. Since the grant calls for a reimbursement of expenditures, and the disbursement must be completed by September 30, 1999, the up -front payment of the three year lease is the only alternative which would allow us to acquire the vehicles and take full advantage of the available grant funds. 99- 436 Request for Emergency Award of Lease Agreement For Alternative Fuel Electric Vehicles Page 2 of 2 This project shall enable the City of Miami to initiate an alternative fuel vehicle program. These vehicles shall be utilized by Public Works, Building and Zoning, and NET inspectors. As we enter the new millenium, alternative fuel vehicles shall allow us to ensure that future generations can enjoy clean air and a high standard in their quality of life. CIP Project Review and Approval By: Pilar 3aejbz-Butler, CEP 'Administrator Review and Approval By: Luie Brennan, Acting Director Department of Management and Budget City Manager DHW ;' AP/om G5A/McEMU=AJtVehicks.doc *'/1/A�' Date 4,1a /09 Date 99- 436 �{Y Op * rtret► rue p rr tt �e O�CO FLO�t Budgetary Impact Analysis Department General Services Division Administration 2. Agenda Item # (if available) 3. Title and brief description of legislation or attach ordinance/resolution: Lease Acrreement for Alternative Fuel Electric Vehicles - - �,1 P ail ► K 5© 4. Is this item related to revenue? NO: YES (7f yes, skip to item #7.) 5. Are there sufficient funds in Line Item? YES:. Index Code a 19 4 n 1 Minor Obj. Code 84 0 Amount $ NO:.� Complete the following questions. 6. Source of funds: Amount budgeted in the Line Item $ 5,022,700 Amount needed in the Line Item $ 188,670 Sufficient funds will be transferred from the following line items: ACTION ACCOUNT NUMBER ACCOUNT NAME TOTAL Index/Minor Object/Project No. From $ To $ 7. Any additional comments? Matching Grant accepted by Res.#97-692 and Ord.#11591 Reference Project J110011 in special Revenue Fund in 1j�AVl App ed by p eat lk Director/Designee Date' FOR DEPARTMENT OF MANAGEMENT AND BUDGET USE ONLY Verified by: A, I Verified by: Department of Management and Budget Director/Designee Budget Analyst Date Date 99" 436 RATIFICATION OF EMERGENCY ITEM: Alternative Fuel Electric Vehicles DEPARTMENT: General Services Administration TYPE: Emergency Award REASON: The Emergency Award of this lease agreement was necessary in order to preserve public safety and welfare, additionally the factory cut-off date for ordering of these alternative fuel electric vehicles is May 26,1999. RECOMMENDATION: AwardRatifyEnir It is recommended that the City Commission approve, ratify and confirm by a four -fifths (4/5ths) affirmative vote, the City Manager's finding that an emergency need existed in approving the emergency three year lease award of Sid No. 98-99-086, for the acquisition of fifteen (15) Alternative Fuel Electric Vehicles from Gus Machado Ford, a hispanic/Miami-Dade vendor in a total award amount not to exceed $188,670, allocating funds from CIP Project No. 311850, in an amount not to exceed $94,335. Additionally a grant in the amount of $94,335 was awarded to the City of Miami from the South Florida Regional Planning Council, Gold Coast Clean Cities, Alternative Fuel Vehicles Grant Program, for a total project amount of $188,670. 1 Ato,a �. r 29- 496