HomeMy WebLinkAboutR-99-0512J-99-547
6/25/99
RR.qC)T�TTTTnN NO _ J � J 1 4
A RESOLUTION OF THE MIAMI CITY COMMISSION
AUTHORIZING AN INCREASE IN THE CONTRACT WITH
ROYAL RENT -A -CAR, IN AN AMOUNT NOT TO EXCEED
$75,000, FOR AUTOMOBILE RENTAL SERVICE, UNDER
BID NO. 95-96-100, FOR THE DEPARTMENT OF
COMMUNITY DEVELOPMENT; ALLOCATING FUNDS
THEREFOR FROM THE DEPARTMENT OF COMMUNITY
DEVELOPMENT ACCOUNT CODES
NOS. 184090.454007.610, 184095.454011.610,
184096.454012.610, 113010.590324.610,
198007.630104.610, 799601.459090.610 AND
703605.459007.610.
WHEREAS, the Department of Community Development requires
increased numbers of rental automobiles to effectively administer
its grant supported programs and the 1999 Summer Youth Employment
and Training Programs; and
WHEREAS, the allocated amount of $150,528 approved by
Resolution No. 96-554, adopted July 25, 1996, for rental of
vehicles from Royal Rent-A-Car is depleted; and,
WHEREAS, the City Manager and the Director of Community
Development recommend that the contract with Royal Rent-A-Car be
increased by $75,000 from $150,528 to $225,528; and
WHEREAS, funds for said increase are available from the
CTTY cOIbmsslom
b=TING OF
.9 U 1. 1 3 1999
liazoluUon No.
S9-- 5-12
Department of Community Development Account Codes
Nos. 184090.454007.610, 184095.454011.610, 184096.454012.610,
113010.590324.610, 198007.630104.610, 799601.459090.610 and
703605.459007.610.
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. An increase in the contract with Royal Rent-
A-Car, in an amount not to exceed $75,000, for the rental of
vehicles, under
Bid
No. 95-96-100, for
the Department of
Community Development,
is hereby approved,
with funds therefor
hereby allocated
from
the Department of Community Development
Account Codes
Nos.
184090.454007.61.0,
184095.454011.610,
184096.454012.610,
113010.590324.610,
198007.630104.610,
799601.459090.610
and 703605.459007.610.
Section 3.
This Resolution shall
become effective
-2- 39- 01�
d
immediately upon its adoption and adoption by the Mayor'-/.
PASSED AND ADOPTED this 13th_ day of July , 1999.
ATTEST:
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-M since the Mayor did not indicate approval of
idedthis legislation by signing it in the designated PIS oemprovdate� of Co said1egisl
issicln act c,
becomes effective with the elapse of ten (1 aY
regarding same, without the Mayofxercisi
WALTER J. FOEMAN
ESS :
�i 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.
- 3 -
09- 5 2
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Honorable Mayor and
Me4HWa
ty Commission
IP
FROM:
Do -
City Manager
RECOMMENDATION:
DATE : JUN 2 8 199-9
SUBIECT Resolution Authorizing Contract
Increase for the Rental/Lease of
Vehicles (Royal Rental -A -Car)
REFERENCESCity Commission Meeting
ENCLOSURES:
It is respectfully recommended that the City Commission adopt the attached Resolution
authorizing an increase in the contract with Royal Rent-A-Car, a Hispanic/Local Vendor,
Bid No. 95-96-100, previously authorized by Resolution No. 96-554 in amount not to
exceed $75,000. Funds are available in the Department of Community Development FY
98-99 Operating Budget, Account Code No. 184090.454007.610, 184095.454011.610,
184096.454012.610, 113010.590324.610, 198007.630104.610, 799601.459090.610, and
703605.459007.610.
BACKGROUND
The Department of Community Development has a critical need to increase its existing
automobile rental fleet to effectively administer its grant programs from the U.S
Department of Housing and Urban Development (HUD), other federal and state grants
and operate the 1999 Summer Youth Employment and Training Program.
The Department has an existing agreement with Royal Rent-A-Car to rent automobiles
that runs through August 1999 to conduct field activities necessary to administer its
various grant supported programs. Resolution 96-554, adopted by the City Commission
July 25, 1996, allocated $150,529 annually to rent cars to meet the needs of the
Department of Community Development. However, the approved allocation has been
depleted and there is a need to increase the original award by $75,000.
An additional eight (8) vehicles are needed for the operation of the Summer Youth
Employment Training Program (SYETP). These cars are required for youth counselors
to conduct their responsibilities of monitoring the worksites and counseling the 256
economically disadvantaged youth participating in the SYETP.
Also, in response to the Audit Report issued by the Office of Inspector General, the
Department of Community Development has undergone an extensive reorganization that
has resulted in an increase of nearly thirty (30) new staff persons. The majority of these
FILE :
9
0102)
positions are in the areas of inspections and contract compliance that require significantly
increased field activities and additional transportation needs for the Department. The
Inspections Unit is responsible for performing housing quality standards inspections for
the City's affordable housing projects. The Contract Compliance Unit is responsible for
monitoring community -based organizations for regulatory compliance with HUD
regulations and programmatic performance.
The cost to rent the automobiles is covered by grant funds that have been approved by the
funding sources for this purpose.
The $75,000 contract increase will provided the transportation needs to enable staff to
effectively implement and monitor its grant related programs for compliance with
funding source requirements and local, federal and state regulations.
DHW/DB/GC F/bw
rgCREASEALTORENfAL
9- 0_12
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Donald H. Warshaw
City Manager
FROM
Gwendolyn C. Warren, Director
Department of Community Development
DATE: June 2, 1999 FILE :
SUBJECT: Agreement for Automobile
Rental (ROYAL RENTAL
A -CAR)
REFERENCES: City Commission Meeting
ENCLOSURES: June 22, 1999
The Department of Community Development has verified with the Department of Budget
that $35,000 of CDBG and Workforce Development grant funds are available for FY 98-
99, to cover the cost of subject agreement. Account Codes: 184090.454007.610,
184095.454011.610, 184096.454012.610, 113010.590324.610, 198007.630104.610,
799601.459090.610 and 703605.459007.610. The automobile rentals will be secured
through the existing contract with Royal Rental A -Car, Bid No. 95-96-100.
BUDGETARY REVIEW AND APPROVAL:
t/tlx2.l�--
Luie Brennan, Eterim Director
(J Department of Budget
GC W/DF/bw
AUTORENTAL.DOC
DATE: 6f3�99
City Of Miami
Managain t a Budget
Oak./ 31 9 9
Tamp
Amountofs /U9,5-5-7
available In account number. -
Verified by:
09 a 2
C�rt�r of�r�xrrr
CONTRACT A W A R D
BID NO. 95-96-100
NAME OF BID: AUTO RENTAVLEASING
CONTRACT PERIOD: AUGUST 30, 1996 THROUGH AUGUST 30, 1997
COMMODITY CODE: 975-14 "
TERM OF CONTRACT: ONE YEAR OTR FOR TWO (2) ADDITIONAL YEARS
METHOD OF AWARD: LOWEST FIXED PRICE
SECTION #1 VENDORS AWARDED
VENDOR NAME ROYAL RENT A -CAR
STREET-
1406 NW 42ND AVENUE
CITY/STATEiZIP:
STUART, FL 33126
CONTACT PERSON: ISMAEL PERERA
PHONE #:
(305) 871-3000
FAX #.
(305) 870-0706
TERMS:
NET 30
DELIVERY:
1 CALENDAR DAY
WARRANTY:
N/A
SECTION #2. AWARD INFORMATION
C.C-AWARD DATE: JULY 25, 1996 AMENDED AMOUNT: NONE
AGENDA ITEM #. 30 SPECIAL CONDITIONS: YES
RESOLUTION NO: 96-SS4 INSURANCE REQUIREMENT. YES
SECTION #3 AFFIRMATIVE ACTION POLICY YES
SECTION #4 REQUESTING DEPARTMENT INFORMATION
USER DEPARTMENT/DIVISION: COMMUNITY DEVELOPMENT
CONTRACT ADMINISTRATOR: GWENDOLYN WARREN
TELEPHONE NO.: (305) 579-2468 FAX NO. (305) 579-2450
SECTION #5 PROCURING AGENCY
;ENIOR BUYER: MARITZA FRESNO DATE PREPARED: AUGUST 27, 1996
ELEPHONE NO: (305) 579-6845 FAX: (305) S79.6853
1
ROYAL RENT A CAR
oF. MIAMI, FLORIDA 1406N.W.42AVENUE BID NO. 95-96-100
¢NEET (Continued). MIAMI, FLORIDA 33126
g: BID SHEET AND ATTACHMENTS MUST BE RETURNED IN TRIPLICATE IN THE
iamATTACHED ENVELOPE IDENTIFIED BY BID NUMBER, TIME AND DATE OF BID OPENING.
IF SECURITY IS REQUIRED, A BID WILL NOT BE ACCEPTED UNLESS THE DEPOSIT OR
BOND IS SUBMITTED IN THIS ENVELOPE.
ins -NET 30 DAYS (Include cash discount for prompt payment, if any)
Ational discount of NONE if awarded all items. ,
ranty and/or guarantee: N/A
ivery: 1 calendar days required upon receipt of Purchase Order or Notice
Award.
N/A Number of calendar days required to complete work after start.
accordance :with .the Invitation to Bid, the specifications, General C.onditiops,•Special
iitions, and General Information to Bidders, we agree to furnish the* Items) at Prices
_cated on the- attached bid sheet (0).
►• NAMES OF COMPANY OWNER(S): NAMES OF COMPANY OFFICER(S):
ISMAEL PERERA, PRESIDENT
ISMAEL PERERA MANUEL RODRIGUEZ, VICEPRESIDENT
ISMAEL PERERA SR., SECRETARY
List principal business address: (street address)_
ItO*6 N W 42nd AVENUE, MIAMI. FILORIDn - —
List all other offices located.in the State of Florida: (street address)
339 S.E. 24th STREET, FT.LAUDERDALE, FLORIDA
3719 McCOY ROAD, ORLANDO, FLORIDA
ease use the back of this page if more space is necessary)
• A MONO TT'Y R RMENT COMPL.TANCR _
undersigned bidder acknowledges that (s)he has received a copy of Ordinance #10062 as
ded, the4Minority Procurement ordinance of the City of Miami and ag= es to comply with all
icable substantive and procedural provisions therein, includi Iamendments thereto.
3er: ROYAL - - Si ature:
RENT_A_CAR SYSTEMS OF._ gn
FLA.INC. (corpgany name)
JUNE 21, 1996 Print Name: ISMAEL PERERA
icate if,Business is 51% Minority -owned: (Check fine box only)
BLACK [X] HISPANIC [ ] FEMALE
AEEIRMATIVE ACTION PLAN
irm has an existing plan, effective date of implementation: 11- 0 1 - 92
Tian does not have an existing plan, the successful Bidder(s) shall be required to
31i8h an Affirmative Action Policy, pursuant to ordinance #10062 s amended. See Appendix
sample.
ier: ROYAL, RENT -A -CAR SYSTEMS OF Signature:
FLA.INC(company name} 9 9 _ r- -11 � 9
11DC Yn rnt�oi CTC C1Tr_u nun pCTIIpN TWTC Ff1RM MAY nTS011AI 1FY TH �ILS�1D
• a& I M ill • \ 1 lam
W
MIMM JILIT-110=113-Inja
VEHICLE CATEGORIES:
List Manufacturer(s)/Year(s)/Make(s)/Model(s) Bidder intends to supply:
Midsize 196 Pontiac -Grand Am
196 Chevrolet.. Corsica
Bidders are required to bid each of the leaselrental rates (monthly, weekly, daily) indicated below:
1. Monthly Rate
$ 5 8 8.0 0
/per vehicle
$' Free /per mile
2. Weekly Rate
$16 8.0 0
/per vehicle
$ Free /per mile
3. Daily Rate
$ 32.00
fper vehicle
$ Free /per mile
DELIVERY/AVAILABILITY: Indicate the number of calendar days or hours notice required to furnish
vehicles:
Original Order 1 days after receipt of Purchase Order.
Additional Vehicles 3— days after receipt of Purchase Order.
Exchange Vehicles 1 hours after receipt of notice (max. 24).
EXCEPTIQNS TO SPECIFICATIONS IF ANY:
Patencer airbags are not a factory optional package.
59-2334873
Social Security or Federal Employer Identification No. Expires:
Occupational License No. 12 714 8- 0 0 01 Exp. Date: 0 9 / 3 9 6
Royal Rent-A-Car Systems
BIDDER, of Florida, Inc. SIGNATURE
(COMPANY NAME) (1"itle)
ROYAL RENT A CAR
1406 N.W. 42 AVENUE
MIAMI, FLORIDA 33126
99 5
CITY OF MIAMI, FLORIDA
BID NO. 95-96-100: SPECIFICATIONS
AUTOMOBILE LEASE/RENTAL SERVICES
1. VEHICLES
A. Estimated Quantity - 28
18 cars for 12 months
10 cars for 4 months
Y=
All vehicles provided to the City shall be of the latest production year. -
Equipment
Each vehicle fumished to the City shall be equipped with the following features:
i.
Power Brakes
2.
Power Steering
3.
AM/FM Radio
4.
Factory Air Conditioning
5.
Driver/Passenger Airbags
D. Exchange
Upon request, the Contractor shall allow the City to return a leased vehicle and
shall give the City use of another vehicle of like model and size as required by
the City, in its place on a twenty-four (24) hour availability basis. In the event the
Contractor is unable to furnish a vehicle meeting these specifications, the
Contractor may substitute a similar and/or smaller vehicle temporarily and
immediately notify the City when a regular contract vehicle is available— Use of
substitute vehicles shall not exceed 24 hours. The City is also requiring a
minimum of ten (10) vehicles to select from a location within the boundaries of
the City of Miami.
E. Mileaa . Allowance
The CQntractor shall state on the Price Sheet and include in the Bid Rate, the
mileage allowed per year. The Contractor shall also indicate the charge per
mile, if any, for mileage in excess of that allowed.
F. ,Regular Maintenance
The Contractor will be responsible for the complete regular maintenance of the
all rented vehicles, excluding purchase of gas and oil. Regular maintenance
shall include, but it is not limited to:
1. Engine tune ups,
page l of 2
S9-
0
y,
BID*NO.9S-96-100: SPECIFIC^ (IONS (Continued)
2. Tire checks - Rotation and replacement where required.
3. Battery checks - Charges and replacement as needed.
4. Oil changes and lubrication.
5. Other service and/or repair necessary for the continuous and proper
operation of the vehicles.
G. Replacement Vehicles
For any rental vehicle out of service for more than half of any work day (four [4]
hours), the contractor shall provide a replacement vehicle for the City's • use
during the repair or'service time. where the vehicle is being serviced due to
mechanical malfunction, manufacturer defect or for regular preventive
maintenance, the replacement vehicle will be supplied to the City at no additional
charge. The City of Miami will not pay for any loss of use, as we have no control
over the repair shops that have been selected by the Contractor. • •
H. Towina r'' : •
In the event a vehicle is disabled, the City will call upon the Contractor to retrieve
• that vehicle.
1. $g elina
Refueling of a returned vehicle under $2.00 shall be absorbed by the vendor.
page 2 or4
CITY OF MIAMI, FLORIDA
BID NO. 95-96-100: SPECIAL CONDITIONS
1. SCOPE AND PURPOSE
It is the intention of the City of Miami to establish a contract for the furnishing of
automobile lease/rental services for the Department of Community Development.
2. CONTRACT TERM
The Contract shall commence upon the date of award and shall be effective for one
(1) year with the option to extend for two (2) additional one (1) year periods, subject to
the availability of funds for the succeeding fiscal year. Continuation of the contraef
beyond the initial period is a City prerogative; not a right of the bidder. This prerogative,,'s
will be exercised only when such continuation is clearly in the best interest of.the City:~
3. ACCEPTANCE/REJECTION:
The City of Miami reserves the 'right to reject any and/or all bids and to select the bid,
which in the opinion of the City, will be in, the best interest of, and/or most
advantageous to, the City. The City of Miami also reserves the right to reject the bid of
any Bidder who has previously failed in the proper performance of an award, or who is
not in a position to fully perform under the terrhs of this BID. The City of Miami reserves
the right to waive any irregularities and/or technical defects and may, at its discretion,
re -advertise the BID.
4. LEGAL REQUIREMENTS:
This BID is subject to all applicable federal, state, county and local laws, ordinances,
rules and regulations that in any manner affect the Services covered herein. Lack of
knowledge by the Bidder shall in no way be cause for relief from responsibility.
S. PRODUCT AND INFORMATION
All bidders shall indicate on the Price Sheet by category, the manufacturer's name(s),
make(s), year, and model of the vehicle(s) they intend to supply to the City.
THE CITY SHALL BE THE SOLE JUDGE IN THE DETERMINATION OF EQUALS. FAILURE TO
PROVIDE ALL INFORMATION REQUESTED MAY BE CAUSE FOR REJECTION OF BIDS.
6. LOCATION —
Bidders are required to have a facitlity located within the boundaries of the City of
Miami, where to select vehicles from.
7. SERVICE AND FACILITIES
The contractor shall maintain and/or operate a service/repair facility within the
metropolitan Miami area and shall provide reasonably prompt service and/or repair for
City leased vehicles, as needed. Service and repair required due to ordinary wear,
mechanical malfunction or manufacturer defect shall be the complete responsibility of
99- 512
B/D IJo. 95-96-100.' SPECIAL CONDITIONS(COntlnued)
the Contractor. Other service and/or repair as may be required shall be covered by
the Insurance Policies of the Contractor.
8. METHOD OF AWARD'
This contract will be awarded to the lowest most responsible and responsive bidder
whose bid offer the lowest price when all items priced annually are added*in the
aggregate and whose bid will be most advantageous to the City.
The City shall award a contract to a bidder through action taken by the City
Commission at a duly authorized meeting. This action shall be administratively
supported by a -written • award of acceptance (purchase order) mair6d or otherwise
furnished to the successful bidder, which shall constitute a binding contract without
further action by either party. The General Terms and Conditions, the Special*
Conditions, the Technical Specifications, the Bidder's response and the Purchase Order
are collectively an integral part of the contract between the City and the succesr�yly •
bidder.; _ .
While the City Commission may determine to award a contract to a bidder under this
solicitation, said award may be condtional on the subsequent submission of other
documents as specified in the Special Conditions.
The bidder shall be in default of the contractual obligations if any of these documents
are not submitted in a timely manner and in the form required by the City. If the bidder
is in default, the City Commission will rescind its acceptance of the bidder's offer and
may determine to accept the offer from the second most responsive and responsible
. bidder or re -solicit bids. The City may seek- monetary restitution from the bidder as a
result of damages or excess costs sustained.
9. DELIVERY:
Bidders shall indicate on the Bid Sheet, the number of calendar days required to furnish
the vehicles after receipt of order, and the number of days or hours notice required to
furnish additional and/or replacement vehicles as may be required.
Time of delivery may be extended for a specific period when the cause of such delay is
beyond the control of the successful bidder and provided that notice is given to the
City immediately upon knowledge of impending delay. -
Point: Automobiles will be picked up by designated City personnel at the Contractor's
facility. . .. —
10. PAYMENT:
Payment shall be made monthly, for work performed/items delivered the previous
month, upon submission of properly certified invoices. No advance payments of any
kind will be made by the City of Miami.
11 • ASSIGNMENT•
F. ..'
page 2 of 8 ;� v 0 1 ,.or
81D NO. 95-96.100.
SPECIAL Coly, . iONS(Contirnued)
Neither the Bid nor the ensuing Contract shall be transferred, conveyed, assigned, or
disposed of, in whole or in part, without the prior written consent of the City, which may
be withheld or conditioned, in the City's sole discretion.
12. BIDDER QUALIFICATIONS
Pre -award inspection of the Bidder's facility may be made prior to award of contract.
Bids will be considered only from firms that are regularly engaged in the business of
providing the goods as described in this bid. Subsequently, the Bidder will:
a) Be fully licensed to provide the goods/perform the work described herein, and
shall provide all information requested on the Bid Sheets.
b) Have been in the business of providing this good for at least two (2) consecutive.
years under the some name or ownership.
d) Have'no record of pending lawsuits or criminal activities and not have conflicts
of interest which may be of embarrassment to the City.
e) Not submit a bid should- the contractor have any member, officer, or stockholder
that is in arrears or is in default of any debt or contract involving the City, is a
defaulter or surety otherwise, upon any obligation to the City, and/or has failed
to perform faithfully any previous contract with the City.
13. RATES
Rates established herein shall remain firm and fixed throughout the contract period.
1.4. MINORITY PROCUREMENT PROGRAM
Ordinance No. 10062, as amended, entitled the Minority and Women Business Affairs
and Procurement Ordinance of -the-City of Miami Florida sets forth "...a goal of
awarding at least 51 percent of the City's total annual dollar volume of all expenditures
for all goods and services, to Black, Hispanic and Women minority business enterprises
on an equal basis." A minority business enterprise is defined as a business firm"...in
which at least 51 percent of said ehterprise is owned by Blacks, Hispanics, or Women
whose management and daily business operations are controlled by one or -more
blacks, Hispanics or Women.
To achieve the goal established by Ordinance -No. 10063Z as amended, participation
in providing goods and services to the City by minorities is being encouraged in a
number of ways. ---_
Copy of Ordinance No. 10062 are available at the City of Miami, Office of
Minority/Women Business Affairs, (305) 579-6845.
All vendors doing business with the City are encouraged to include the participation of
minority firms in tier bids. In evaluating bids for determination of awards, minority
Participation may be a factor. Failure to adequately involve minority firms may be a
basis for rejecting any and all bids.
page 3 of 8
"LAID NO. 95-96-100:
SPECIAL COM),--XJWContinued)
Possible ways to include minority participation would involve:
1. Joint venture with a minority firm(s)
2. Utilizing minority firm(s) as subcontractor(s).
3. Utilizing minority firms) to supply goods and/or services.
.4.- Successful implementation of well defined affirmative action program.
5. Other forms of minority participation, if property documented.
Included in this .package is a special Information Sheet provided to assist bidders in
presenting information concerning minority participation.
Minority business firms are encouraged, but not required, to register with the City prior
to submitting bids. The Procurement Office will provide the necessary forms and
instructions upon request.
ALL VENDORS ARE URGED TO SUBMIT BIDS FOR ANY GOODS OR SERVICES THAT 'IrHEY
ARE ABLE TO SUPPLY, REGARDLESS OF MINORITY CLASSIFICATION. However,
compliance with all requests for information regarding Minority Status or Participation is
required. Bidders cooperatiori is greatly needed to aid the City in achieving its goal.
15. INDEMNIFICATION/INSURANCE
The Term Vendor (wherever it may appear) is defined to mean the other person or
entity which is a party to this agreement or, contract. any an
or affi(icites,
officers, employees, volunteers, representatives, agents, subcontracts.
The Vendor shall indemnify and save harmless forever the City, and all the City's
agents, officer and employees from and against oil charges or claims resulting from
any bodily injury, loss of life, damage to property, from any act, omission or neglect, by
itself or its employees; the Vendor shall become defendant in every suit brought for any
of .such causes of action against the City or the City's officials, agents and employees;
the Vendor shall further indemnify City as to all costs, attorney's fees, expenses and '
Gabiiities incurred in defense of any such claims and the investigation thereof. . .
The Bidder shall be required to provide to the City evidence that it has all the required
insurance and such insurance has been approved by the City prior to the execution of
the Contract. All insurance policies shall be written with qualified insurers doing business
in the State of Florida and shall have ran "A" rating and the City shall be listed as an
additional insured.
Bidder shall demonstrate strict compliance to all requirements listed on the enclosed
form "Insurance Requirements," and shall return the signed form with Bid.
16, DEFAULT
The City shall be the sole judge of nonperformance, which shall include any failure on
the part of the successful bidder to accept the award, to furnish required documents,
and/or to fulfill any portion of this contract within the time stipulated or within thirty (30)
days, whichever is earlier.
page 4 of 8 2 9 r y 1 2
81D NO. 95-96-100: SPECIAL C0NDJ/10NS(C0n11nutd)
The City may by written notice to the Contractor, terminate the bid/contract if the
contractor has been found to have failed to perform his services in a manner
satisfactory to the City. If the City elects to terminate this contract written notice will be
given at least thirty (30) days in advance of the effective date. In the event the
contractor is found to be in default, the contractor will be paid for all labor and
materials provided as of the termination date. No consideration will be given for
anticipated loss of revenue or the canceled portion of the contract.
17. RESOLUTION OF PROTESTS
Bidders attention is directed to the attached Section 18.56-1 of the City' Code. in the
event of protests, compliance to the procedures described therein is mandatory.
NO CHANGES IN THIS INVITATION TO BID SHALL BE VALID UNLESS IN AUTHORIZEbV
WRITTEN. ADDENDUM FORM AND SENT TO' ALL POTENTIAL BIDDEQS: •
Bids will be available for inspection at the Procurement Management. Office,. 300
Biscayne Blvd., Way, Suite 210, ten (10) days after the Bid Opening. BIDS RESULTS WILL
NOT BE FURNISHED BYIELEPHOk
18. FIRST SOURCE HIRING AGREEMENT:
Ordinance No. 10032 implemented the City's "First Source Hiring Agreement" to foster
the creation of new, permanent jobs for City of Miami residents.
All recipients of contracts for goods/services from the City 'shall, to the greatest extent
feasible, comply with the Ordinance's requirements by participating in this program.
19. IRREGULAR BIDS:
Any Bid which is incomplete, conditional, obscure, or which contains irregularities of
any kind may be rejected by the City. Minor exceptions to the specifications may be
considered by the City so long as each exception is fully explained.
FAILURE TO PROVIDE ALL INFORMATION REQUESTED MAY BE CAUSE FOR REJECTION OF
BID.
20. CANCELLATION:
•- It. is the right of the City to- terminate and -cancel any Contract or -contractual
agreement entered into, including elimination of the individuals) and/or business
enterprise(s) from consideration and participation in future City contracts, on the basis
of having submitted deliberate and willful, false, or misleading information as to his, her,
or its status as a Black, Hispanic and/or Minority/Women Business Enterprise (M/WBE).
A certified affidavit of the extent to which the business enterprise has as one or more of
its partners or principals persons who are Black. Hispanic, or Women shall be provided.
page 5 of 8 s q -- 512
8!G' No. 95-96-100: SPECIAL ^ITIONS(Cont/nued)
Each Bidder shall also submit along with the Bid an Affirmative Action Plan (AAP). Any
significant equity participant, joint venture participants, or subcontractors (if any), shall
also be required to submit such Plans.
21. NONDISCRIMINATION:
Bidder agrees that it shall not discriminate as to race, sex, color, age, religion, national
origin, marital status, or handicap in connection with its performance under this
solicitation. Furthermore, Bidder agrees that no otherwise qualified individual shall solely
by reason of his/her race, sex, color, age, religion, national origin, marital status or
handicap be excluded from the participation in, be denied benefits of, or be
subjected to discrimination under any program or activity receiving- federal financial
assistance.
In connection with the conduct of its business, including rendition of services and
employment of personnel, Bidder shall not discriminate against any person on the bc�sls•
of race, color, religion, handicap, age, sex, marital status or national odgirL All persons
having appropriate qualifications shall be afforded equal opportunity for employment.
22. PRINCIPALS/COLLUSION:
By submission of this bid, the undersigned as Bidder declares that the only person or
persons interested in this Bid as principal or principals is/are named therein, and that no
person other than therein mentioned has any interest in this Bid or in the Contract that
may ensue; that this Bid is made without connection to any person, company or parties
making a bid; and that it is in *all respects fair and in good faith without collusion or
fraud. .
23. INQUIRIES:
Questions regarding this bid should be directed to Ms. Maritza Fresno at (305) 579-6845.
NO CHANGES IN THIS BID SHALL BE VALID UNLESS EVIDENCED BY WRITTEN ADDENDUM
FORM AND SENT TO ALL POTENTIAL BIDDERS.
Bids will be available for inspection at the Procurement Management Office, 300
Biscayne Blvd. Way, Suite #210, Miami, Florida, two (2) days after the bid opening. BIDS
RESULTS WILL NOT BE FURNISHED BY TELEPHONE.
24. ANTITRUST PROVISION
At such times as may serve its best interest, the City of Miami reserves the right to
advertise for: receivu-�and award additional bids for these requirements, and to make
use of other competitively bidder(governmental) contracts for these requirements as
may be available.
25. DEBARMENT AND SUSPENSION
Bidders attention is directed to the attached Section 18-56.4 of the City Code and
Certification which must be executed and returned with the Bid Sheet.
26. LOCAL PREFERENCE
page 6 of 8
95-96- f 00: SPECIAL COA,, 77ONS(Contlnucd)
Section 18-52.1(h) of the City Code, as amended, states that the City commission may
offer to a responsible and responsive local bidder, whose primary office is located in
the City of Miami, the opportunity of accepting a bid at the low bid amount, if the
original bid amount submitted by the local vendor does not exceed 1 10 percent of the
lowest other responsible and responsive bidder.
97. APPLICABLE LAWS:
The Bidder acknowledges, represents, and warrants that in the performance of all the'
terms and conditions of this Contract, Bidder shall comply with all applicable federal,
state, and local laws; ordinances, rules, regulations, and executive orders, now existing
or hereinafter in effect and each and every provision required by law cis b condition of
any federal, state, or local grant received by the City with respect to this Contract.
28 OCCUPATIONAL LICENSE REQUIREMENTS 9-
Any person, firm , contractor or joint venture with a business location in the City 9fe •
Miami, which is submitting a Bid under this Solicitation shall meet. the City's
Occupational License Tax requirements in accordance with Chapter 31.1, Article I of
the City of Miami Charter. A copy of the firm's current business license shall be
submitted wit their bid.
Others with a location outside the City of Miami shall meet their local Occupational
License requirements. A copy of the license must be submitted with their Bid.
The vendor. agrees to provide access to the City, or any of their duty authorized
representative to any books, documents, papers and records of the vendor which are
directly pertinent to this agreement, for the purpose of audit, examination, except, and
transcriptions.
29. AUDIT RIGHTS AND RECORD RETENTION
The vendor shall maintain and retain any and all of the aforementioned records for
three (3) years after the City makes final payment and all other pending matters are
closed. The vendor agrees to provide access to the City, or any duly authorized
representatives to any books, documents, papers and records of the vendor which are
directly pertinent to this contract, for the purpose of audit, examination excerpts and
transcriptions.
30. CONFLICT OF INTEREST -
The award of this bid is subject to the provisions of Chapter 112, Part III, of the Florida
Statutes. AII' bidder--- ust disclose with their bid the names of the officers, director,
agent who. is also an employee of the City who owns, directly or indirectly, an. interest
of five percent (5%) or more of the total assets on capital stock in the bidder's firm.
31. NON-EXCLUSIVE CONTRACT
Although the purpose of this Solicitation is to secure a contract that can satisfy the total
needs of the City, it is hereby agreed and understood that this Solicitation does not
constitute the exclusive rights of the successful Bidder (s) to receive all work that may ,
generated by the City in conjunction with solicitation.
page 7 of 8 39-
J 1 43
SID, NO. 95.96.100:
SPECIAL CONDt, . JNS(COnt117UW)
In addition, any and all commodities, equipment, and services required by the City in
conjunction with construction projects are solicited under a distinctly different bid
process and shall not be purchased under the terms, conditions and awards rendered
under this Solicitation, unless such purchases are determined to be in the best interest
of the City.
32. SALES TAX The City of Miami is State Sales Tax exempt. Not withstanding, bidders should be aare
of the fact that aw
ll mdterials and supplies which are purchased by the bidder for the
completion of the contract will be subject to the Florida State Sales Tax in accordance
with Section 212.08 Florida Statutes amended 1970 and all amendments thereto and
shall be paid solely by the bidder.
e•
33. PUBLIC ENTITY CRIMES
"A person or affiliate who has been placed on the convicted vendor fist following. u
conviction for a public entity crime may not'submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public
entity for the construction or repair of a public building or public work, may not submit
bids on leases of real property to a public entity, may not be awarded or perform work
as a contractor, supplier, subcontractor, or consultant under a contract with any public
entity, and may not transact business with any public entity in excess of the threshold _
amount provided in Section 287.017, for- CATEGORY TWO for a period of 36 months•
from the date of being placed on the convicted vendor fist."
page 8 of 8
i
• J-96.571
7/17/96
!
RESOLUTION NO. 96 554
` A RESOLUTION ACCEPTING THE BID OF ROYAL
RENT -A -CAR, A HISPANIC/LOCAL VENDOR, FOR
THE LEASING OF TWENTY EIGHT (28) VEHICLES TO
NETICOMMUNITY DEVELOPMENT DEPARTMENT
ON A LEASE CONTRACT BASIS FOR ONE (1) YEAR
• WITH THE OPTION TO EXTEND FOR TWO (2)
ADDITIONAL ONE (1) YEAR .. PERIODS, AT A
PROPOSED ANNUAL AMOUNT OF $160,528.00;
ALLOCATING FUNDS THEREFOR FROM THE
• DEPARTMENT OF NET/COMMUNITY DEVELOPMENT
ACCOUNT CODE NO: `.450264-610-184052;
AUTHORIZING THE CITY MANAGER -TO INSTRUCT
THE CHIEF PROCUREMENT OFFICER TO ISSUE
PURCHASE ORDERS FOR SAID VEHICLES AND
THEREAFTER TO EXTEND THIS CONTRACT -FOR'
TWO (2) ADDITIONAL ONE (1) YEAR PERIODS, AT
THE SAME PRICES, TERMS AND CONDITIONS, s e
PURSUANT TO BID NO. 95-96-100, SUBJECT TO
THE AVAILABILITY OF FUNDS.
WHEREAS, pursuant to public notice, sealed bids were advertised for the
furnishing of twenty eight (28) leased vehicles on a contract basis for one (1) year with
the option to extend for two (2) additional one (1) year periods for the Department of NET
Community Development; and
WHEREAS, Invitations for Bid No. 95-96.100'weee mailed to twenty _three (29)
potential bidders and one (1) bid was received on June 24,1996; and
WHEREAS, ten (10) vehicles will be used for the Summer Youth Employment
Program Counseling Staff for a four (4) month period; eighteen (18) vehicles wiN be
utilized year round for all the other programs; and
WHEREAS, funds for this service are available from the Department of NET
Community Development Account Code No. 450264-610-184052; and
EIVED
NET
sq- 512
CITY combusstox
MEETTI NO OF
J U L 2 5 1996
R9OO:udoa "0,
�6� 554
WHEREAS, the NET Community Development Department has been awarded
Federal and State funds to implement the Summer Youth Employment and Training
Program and the year-round JTPA Programs, U. S. Department of Refugee
w
Resettlement Program to provide. employment and training assistance to refugee and
new entrants, and the U. S. Department of labor Project independence• -Program to
provide training, and placement assistance to welfare recipients; and
WHEREAS, the City Manager and the Director of the NET Community
Development Department recommend that the bid received from ROYAL RENT -A -CAR,
be accepted as the only responsive and responsible bidder,
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:.
Section 1. The recitals and findings contained in the Preamble to this Resolution
are hereby adopted by reference thereto and incorporated herein as if fully set forth in •
this section.
Section 2. The bid submitted by Royal Rent -a- Car for the leasing of twenty eight
• (28) vehicles, to the Department of NET/Community Development, on a lease contract
• basis, for one (1) year with the option to extend for two (2) additional one (1) year
s
periods, at a proposed annual amount of $150,528.00, Is, hereby accepted,. with funds
therefor hereby allocgied from the Department -of NET/Community Development
Account Code No. 450264-610-184052.
Section 3. The City Manager is hereby authorized to instruct the Chief
Procurement Officer to -issue a purchase order for said vehicles and thereafter to extend.
this contrarA for two (2) additional one (1) year periods at the same prices, terms and
conditions pursuant to Bid No. 95-96-100, subject to the availability of funds.
Section 4. This Resolution shall become effective immediately upon its adoption.
0
PAGE 2
09- 512
86-- 554
PASSED AND ADOPTED this
_.. -25 Chday of 199S.
O .
JO AROLLO, MAYOR
ATTEST:
WALTER.J. AN •
CITY CLERK
APPROVED AS TO FORM AND CORRECTNESS:
A. U
4 Pt JC3N i ""------
.CITY A OR
W995:CSK `r
c}
PAGE 3 "' 14
96- 554
INCREASE OF CONTRACT
ITEM: - Car Rental
DEPARTMENT: Community Development
TYPE OF PURCHASE: Increase the contract with Royal Rent-A-Car
REASON: The Department has an existing agreement with
_----- Royal Rent-A-Car that runs through August 1999 to
conduct field activities necessary to administer its
various grant supported programs. Resolution 96-
554, adopted by the City Commission July 25,
1996, allocated $150,528 annually to rent cars.
However, the approved allocation has been depleted
and there is a need to increase the original award by
$75,000.
RECOMMENDATION: It is recommended that an increase in the contract
with. Royal Rent-A-Car be increased by $75,000.
Funds are available from the Operating Budget,
Account Code No's. 184090.454007.610,
184095.454011.610, 184096.454012.610,
113010.590324.610, 198007.630104.610,
799601.459090.610 and 703605.459007.610.
Director o chasin
(01 )0
Pate
39- 512