HomeMy WebLinkAboutR-99-0513J-99-546
6/25/99
RESOLUTION NO. ' — i 1
A RESOLUTION OF THE MIAMI CITY COMMISSION
APPROVING THE BID OF INTERAMERICAN CAR RENTAL,
INC., UTILIZING EXISTING MIAMI-DADE COUNTY
CONTRACT NO. 5961-4/03, FOR THE PROVISION OF
AUTOMOBILE RENTAL SERVICE FOR THE DEPARTMENT OF
COMMUNITY DEVELOPMENT EFFECTIVE SEPTEMBER 1,
1999, AT AN ANNUAL AMOUNT NOT TO EXCEED
$125,000, ON AN AS -NEEDED CONTRACT BASIS,
THROUGH MAY 31, 2000, WITH THE OPTION TO EXTEND
FOR FOUR (4) ADDITIONAL ONE-YEAR PERIODS;
ALLOCATING FUNDS THEREFOR FROM THE COMMUNITY
DEVELOPMENT BLOCK GRANT (CDBG) FUNDS AND
WORKFORCE DEVELOPMENT GRANT FUNDS ACCOUNT CODE
NOS. 799302.452523.610, 184096.454012.610 AND
184095.454011.610.
WHEREAS, the Department of Community Development needs to
increase its existing automobile rental fleet to effectively
administer its grant programs; and
WHEREAS, the Department of Community Development has
undergone extensive reorganization that has resulted in an
increase of nearly thirty (30) staff positions; and
WHEREAS, the majority of these positions involve inspections
and contract compliance investigation which require
CITE* COMMISSION
MEETING OF
J U L 13 1999
Recolutba No.
significantly increased field activities and additional
transportation needs; and
WHEREAS, funding is available from the Community Development
Block Grant (CDBG) funds and Workforce Development Grant funds;
and
WHEREAS, the City Manager and the Director of Community
Development recommend that the bid received from TnterAmerican
Car Rental, Inc., be accepted; and
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 received from InterAmerican Car
Rental, Inc., utilizing existing Miami -Dade County Contract
No. 5961-4/03, for the provision of automobile rental service,
for the Department of Community Development effective
September 1, 1999, at an annual amount not to exceed $125,000, on
an as -needed contract basis, through May 31, 2000, with the
option to extend for four (4) additional one-year periods, is
hereby accepted, with funds therefor hereby allocated from
Community Development Block Grant (CDBG) funds and Workforce
- 2 -
S9- 3.1J
Development grant funds Account Code Nos. 799302.452523.610,
184096.45401.2.610 AND 184095.454011.610.
Section 3. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor Y
PASSED AND ADOPTED this 13th day of Jul v , 1999.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of
this legislation by signing it in the designated place provided, said legislation now
becomes effective with the elapse of ten (I ID) days fr the date mmissiwell
regarding same, without the Mayor ex !sing ve
ATTEST:
e_ J047
Walter J. r�(n,,-0fy Clerk
WALTER J. FOEMAN
CITY CLERK
APPRO' A T F M CO ECTNESS:)�l
s'
J RO VI LLO
T TTORNEY
W 42:RCL
�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 -
S9 - 513
TO:
FROM
CITY OF MIAMI, FLORIDA20
INTER -OFFICE MEMORANDUM
Honorable Mayor and
Members -the City Commission
Inald H. Warshaw
City Manager
RECOMMENDATION:
DATE: r _ -� FILE
SUBJECT: Resolution Authorizing
the Rental of Automobiles
REFERENCES: Miami -Dade County
Contract 5961-4/03
ENCLOSURES:
It is respectfully recommended that the City Commission adopt the attached Resolution
awarding a contract for the rental of automobiles, effective September 1, 1999, from
InterAmerican Car Rental, Inc., under existing Miami -Dade County Contract No.
5961-4/03, on an as -needed contract basis, for the Department of Community
Development, at an annual amount not to exceed $125,000.00, through May 31, 2000
with the option to extend for four (4) additional one-year periods. Funds will be allocated
from the Community Development Block Grant (CDBG) funds and Workforce
Development grant funds.
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) and other federal and state
funding sources.
In response to the Audit Report issued by the Office of Inspector General, the Department
of Community Development has undergone an extensive reorganizations that has resulted
in an increase of nearly thirty (30) new staff persons. The majority of these ;positions are
in the areas of inspection 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 Department has expended available funds for the rental of automobiles through an
existing agreement with Royal Rent A Car that runs through August, 1999. Staff has
reviewed the aforementioned Miami -Dade County Contract with InterAmerican Car
Rental and determined that this agreement can meet the transportation needs of the
9e .1 3
h
Department at a very competitive rate. The cost to rent the automobiles is covered by
grant funds that have been approved by the funding sources for this purpose.
The aforementioned $125,000.00 allocation will enable the Department of Community
Development to effectively administer its grant programs and serve its economically
disadvantaged clients.
DHW/DB/GC/bw
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Donald H. Warshaw DATE: June 3, 1999 FILE:
City Manager
SUBJECT: Agreement for Automobile
Rental (INTERAMERICAN
CAR RENTAL)
FROM: h REFERENCES: City Commission Meeting
Gwendolyn C. Warren, Director Jul}, 22, 1999
Department of Community Development ENCLOSURES:
The Department of Community Development has verified with the Department of Budget
that $125,000 of CDBG and Workforce Development grant funds are available for FY
98-99 through 99-2000 to cover the cost of subject agreement. Account Codes:
799302.452523.610, 184096.454012.610 and 184095.454011.610. The automobile
rentals will be secured through the existing Miami -Dade Contract No. 5961-4/03.
BUDGETARY REVIEW AND APPROVAL:
Q•wwrl '
Luie Brennan, Interim Director
Department of Budget
GCW/DF/bw
AUTORENTAL.DOC
DATE: $ 9
City of Miami
Management & Budget
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a4mountof3 /2'5._ 1, ' .3
available in account numb
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�,�.':ebyr: SI NATURE
!113
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C, .TRACT
BID NO.: 5961-4/03-1
AWARD S. ET
(Previous Bid No.5961-4/03)
AUTOMOTIVE RENTAL FOR M.D.P.D. AND GSA/FLEET MANAGEMENT
CONTRACT PERIOD: 06/01199 through 05/31/00
COMMODITY CODE: 975-14 OTR YEARS: FOUR (4)
AWARD BASED ON MEASURES: NO (X)
PART #1: VENDORS AWARDED
F.E.I.N.:
59-1685935
VENDOR:
INTERAMERICAN CAR RENTAL, INC.
STREET:
1790 N.W. LEJEUNE ROAD
CITY/STATE/ZIP:
MIAMI, FLORIDA 33126
F.O.B. TERMS:
DESTINATION
PAYMENT TERMS:
NET 30 DAYS
DELIVERY:
PICK UP VEHICLES AS NEEDED
PHONE:
(305) 871-3030
FAX:
(305) 871-9707
CONTACT PERSON:
RICHARD BYRD
PART #2: ITEMS AWARDED
SEE ATTACHED
PART #3: AWARD INFORMATION
(X)BCC AWARD DATE: 5/19/98 AGENDA ITEM #: 6F3B(981435)
BIDS & CONTRACTS RELEASE DATE: 6/5/98 OTR YEAR: 1 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: $
DOLLAR AMOUNT
USER DEPARTMENT ALLOCATED
MIAMI DADE POLICE DEPARTMENT $3,400,000.00
GSA/FLEET MANAGEMENT $250,000.00
SENIOR PROCUREMENT AGENT: J. CARLOS PLASENCIA, CPPB
05-19-99
DESCRIPTION
INTERAMERICAN
1. SUB -COMPACT CARS
a) By the 24 hour day
$33.55
b) By the week
$138.30
c) By the month
$523.74
2. COMPACT CARS 2 DOOR
a) By the 24 hour day
$35.58
b► By the week
$148.47
c) By the month
$564.42
3. COMPACT CARS 4 DOOR
a) By the 24 hour day
$36.60
b) By the week
$152.54
c) By the month
$674.79
4. MIDSIZE SEDAN 2 DOOR
a) By the 24 hour day
$39.66
b) By the week
$168.81
c) By the month
$660.32
S. MIDSIZE SEDAN 4 DOOR
a) By the 24 hour day
$40.67
b) By the week
$171.86
e) By the month
$670.19
6. FULL SIZE CAR
a) By the 24 hour day
$45.76
b) By the week
$198.30
c► By the month
$709,86
7. FULL SIZE LUXURY CAR
a) By the 24 hour day
$55.92
b) By the week
$293.90
c) By the month
$991.57
8. MINI PASSENGER VAN
a) By the 24 hour day
$50.84
b) By the week
$253,22
c) By the month
$751.55
9. STANDARD PASSENGER VAN
a) By the 24 hour day
$76.27
b) By the week
$432.22
c) By the month
$1,525.49
10, MAXI PASSENGER VAN
a) By the 24 hour day
$76.27
b► By the week
$432.22
c) By the month
$1,526.49
11. PICKUP TRUCKS ONE TON
a) By the 24 hour day
$60.84
b) By the week
$244.79
c) By the month
$698.99
12. UTILITY VEHICLES 2 WD
a) By the 24 hour day
$50.84
b) By the week
$244.79
c) By the month
$737.32
13. UTILITY VEHICLES 4 WD
a) By the 24 hour day
$69.99
b) By the week
$273.56
c) By the month
$771.89
14. MINI CARGO VAN 112 TON
a) By the 14 hour day
$45.76
b) By the week
$213.56
c) By the month
$709.86
S9- a13
METRO DADE
BID NO: 5961-4/03-OT K-S W
OPENING: 2:00 P.M., WEDNESDAY
DATE: MARCH 4, 1998
METROPOLITAN DADE COUNTY, FLORIDA
INVITATION
•
TITLE ,.
AUTOMOTIVE RENTAL FOR GSA/FLEET MANAGEMENT DIVISION AND MIAMI
DADE POLICE DEPARTMENT FOR A ONE (1) YEAR PERIOD WITH FOUR (4) =?
YEARLY OPTIONS TO RENEW
THE FOLLOWING ARE REQUIREMENTS OF THIS BID. XS.NOTED 13EL4W:
"A
BID DEPOSIT AND PERFORMANCE BOND: NIA
CATALOGUE AND LISTS: N/A -
EQUIPMliTNT LIST:
INDENNIFICATION/INSURANCE:
PRE -BID CONFERENCE/WALL-3HRU
RACE -CONSCIOUSNESS MEASURE:
SAMPLES/INFORMATION SHEETS:
SITE VISIT/AFFIDAVIT:
SOURCE OF SUPPLY:
TRADE CERTIFICATION:
WRITTEN WARRANTY:
N/A
SEE SECTION 2.0, PARA. 2.11
SEE SECTION 2.0, PARA. 2.3 _
N/A
N/A
N/A
N/A
N/A
N/A
FOR INFORMATION CONTACT: J. CARLOS PLASENCIA, CPPB
(305) 375-1084
METROPOLITAN DADE COUNTY
GENERAL SERVICES ADMINISTRATION
PROCUREMENT MANAGEMENT DIVISION
Primed on RwtcMd P4w'
59- 513
METROPOLITAN DADE COUNT' BID 5961-4/03-OTR-SW
SECTION 2.0 SPECIAL CONDITIG.
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 -BID CONFERENCE (RECOMMENDED):
A pre -bid conference will be held on February 12; 1998 at 10:00 a.m.
-Stephen P. Clark Center, III N.W. 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.
> is
"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
METROPOLITAN DADE C' .'Y
NO. 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 instrumental iti.es 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 arising 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 S 9 - 513"
METROPOLITAN DADE CC
5961-4/03-OTR-SW
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,
Oidwick, 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 #1), 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: DARE COUNTY BID NUMBER AND TITLE OF THE BID MUST APPEAR IN
EACH CERTIFICATE.
2.12 Intentionally Omitted
2.13 Intentionally Omitted
Page 3
9 - J 13
METROPOLITAN DADE C( Y
2.14 Intentionally Omitted
NO. 5961-4/03-OTR-SW
2.15(1)METNOD OF PAYMENT: PERIODIC PAYMENTS 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
The successful -bidder(s) shall submit monthly invoices by the tenth
(loth) calendar day of each month. These invoices shall reflect all
billing activity for the prior month, Invoices not submitted by the
tenth (loth) calendar day of each month will not be processed in neat
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 .must 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 � a 3
METROPOLITAN DADE C011'1'
2.17 DELIVERY REOW- ..VENTS:
BID �',- 5961-4/03-OTR-SW
A replacement vehicle shall be provided within the shortest time
possible, not to exceed one (1) hour when a 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 information regarding the specifications and
requirements of this contract, Contact: J. Carlos Plasencia, CPPB at
(305) 375-1084.
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 requirements 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
excellent condition. If a vehicle does not meet the conditions'as set
fourth in Section 3.0 in this paragraph, the vehicle shall be returned
to the successful bidder in exchange for a suitable vehicle.
2.23 RENTAL OF OTHER VEHICLES NOT LISTED ON THIS BID SOLICITATION BASED ON
PRICE QUOTES
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
period for discontinued models.
substitute item as a replacement to
Page 5
be considered during the contract
The bidder shall not deliver any
an awarded brand or model without
sq- �3
METROPOLITAN DADE C' rY
NO. 5461-4/03-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-WIDUSTATE-BIDE 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 QUARTERLY 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
J- 513
METROPOLITAN DADE Cr
_1' . 5961-4/03-OTR-SW
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 of such fees shall be
enforceable. Additionally, any reprocurement charges may 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
METROPOLITAN DADE COV'
BID.(-- 5961-4/03-OTR-SW
SECTION 3.0 TECHNICAL SPECIFICATIONS
AUTOMOTIVE RENTAL FOR GSA/FLEET MANAGEMENT AND MIAMI DADE POLICE DEPARTMENT
3.1
3.2
3.3
VEHICLE SPECIFICATIONS
The vehicles shall be late models with low mil
appearance, and in good operating condi
conditioning, automatic transmission, radio,
steering. There will be no mileage charges,
nature except.for standard refueling charge
The County is requesting rental rates for the
in Section 4 of this Solicitation.
MAINTENANCE
s
sage, neat and clean in
tion complete with air
power brakes and power
or rental charges of any
allowed on any rental.
different classes listed
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.
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
aJ
S 9 - i1i
METROPOLITAN DADE C0' ► 5561-4/03-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 I 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 0 9 _ � a-14
CITY OF MIAMI
SUMMARY OF CONTRACTS AWARDED
FOR: AUTOMOTIVE RENTAL
MIAMI-DADE CONTRACT NO.5961-4/03 AWARDED TO:
TIME PERIOD
TOTAL CONTRACT VALUE
InterA.merican Car Rental ($125,000)
NUMBER OF BIDS DOLLAR AMOUNTS
DADE CONTRACT No. 5961-4/03
PRIOR CONTRACT AWARD: NONE
$3,650,000.00
SUMMARY OF CONTRACTS. DOC
09- 513
ITEM:
AWARD UNDER MIAMI-DADE COUNTY
CONTRACT NO. 5961-4/03
Automobile Rental
DEPARTMENT: Community Development
TYPE OF PURCHASE: Term Contract
REASON: Due to the Audit Report issued by the Office of
Inspector General the Department of Community
Development has increased its staff to nearly thirty (30)
new staff persons. Majority of these positions are in the
areas of inspections and contract compliance that require
significantly increased field activities and additional
transportation needs for the Department.
RECOMMENDATION: It is recommended that award be made to
InterAmerican Car Rental Inc., utilizing Miami -Dade
County Contract No. 5961-4/03, effective September
1, 1999, at an annual amount not to exceed
$125,000.00, through May 31, 2000. Funds are
allocated from the Community Development Block
Grant (CDBG) and Workforce Development grant funds.
Ac4 -V
r judy . rter
!rector of purchasin
Date
Award Under Dade County Contracts
59- 513