HomeMy WebLinkAboutR-97-0319R-97-0319
No Resolution on file
with the Clerk's Office.
See attached
supporting documents
and minutes for said
resolution.
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor and Members DATE: OR �2 9 1997
of the City Commission
Z4-e)
FROM: Edward M z
City Manage
Recommendation;
SUBJECT: Proposed Resolution
REFERENCES: Rental Vehicles;
ENCLOSURES: Bid No. 96-97-084R
FILE :
It is respectfully recommended that the award of Bid No. 96-97-084R and a Resolution accepting
said bid for the provision of seventy-five (75) to eighty (80) rental vehicles be granted to
InterAmerican Car Rental, Inc., a local, non -minority vendor, located at 1790 NW LeJune Road,
Miami, Florida, 33126, whose owner is Larry Wildstein. Funding, in an amount not to exceed
$636,480.00, will be from the Law Enforcement Trust Fund, Account Code 690002.029032.6.679,
Background
The Miami Police Department has a need for rental vehicles. Some of these cars will be used by
the Special Investigations Section (S.I.S.) which targets vice, narcotics, gambling, subversive
groups; the Crime Suppression Units which targets street level violent crimes; the Street Narcotics
Unit (S.N.U.) which targets street level narcotic operations; the Proactive Internal Security Unit
which investigates police corruption and criminal activity and others. Use of unmarked rental
vehicles is an effective law enforcement tool which can be used to reduce the risk factors to
officers involved in these types of operations and has been highly successful in the past.
On April 16°i, 1997, invitations for sealed bids were sent to sixteen (16) prospective vendors. Bids
were opened on April 30`'', 1997, with one (1) responsive vendor. The Police Department reviewed
the bid submitted by InterAmerican Car Rental, Inc. and has determined that it meets their
specifications. It has also been determined that the selection of insurance coverage, option A, is in
the best interest of the City of Miami. Option A limits the City's accident deductible payment to
one hundred dollars ($100.00) per occurrence. The cost for each vehicle under this option is six
hundred sixty-three dollars ($663.00) per month.
9'7— 319
The Honorable Mayor and Members
of the City Commission
Amount of Bid:
$636,480.00
Cost Estimate/Budgeted Amount:
$636,480.00
Source of Funds:
Law Enforcement Trust Fund
Account Code 690002.029032.6.679
Amount: $636,480.00
Minority Representation:
N/A
Public Hearings/Notices:
N/A
Assessable Project:
N/A
2
Bid No.
96-97-084R
% of Cost Estimate:
100%
Fliffilaffi-STIUM
COMMODITY / SERVICE
DEPARTMENT/CONTACT PERSON
96-97-084R
Auto Lease/Rental Services
Police — Ron Hazzard
DIRECTIONS TO COMPLETE BID AWARD RECOMMENDATION FORM ON THE REVERSE SIDE:
The top portion of the reverse side of this Bid Award Recommendation Form has been completed by the
Procurement Management Division.(PMD). The user department (s) is required to complete all remaining
sections of this form, including the funding source(s), contract value (if applicable), and all other
required approvals prior to forwarding to PMD.
Within 10 days, FAX this completed form along with approved and signed Bid Tabulation Form and the resolution
memo to Finance/PMD, ATTN: Bid/Contract Section, at 416-1925. These forms will be utilized by PMD to prepare
the Resolution for submission to the Agenda Office for Commission approval.
Should the department not concur with the recommendation for award, FAX separate justification memo to
PMD immediately. Emergency procurements are exempt.
IN ADDITION TO THE ABOVE DOCUMENTS, PLEASE RETURN A COMPLETED "CONTRACT REVIEW
AND ANALYSIS FORM" ALONG WITH THE SCI SCREEN "ACCOUNT SUMMARY" FOR SAID
COMMODITY/SERVICE IN PREPARATION FOR THE PRESENTATION AND APPROVAL OF THE
BID/CONTRACT BEFORE THE OVERSIGHT BOARD.
Contact Maritza Fresno of the Bid/Contract Section at 4HK19W or 416-1907 should you have
any questions.
APPROVAL TO FORWARD
TO DEPARTMENT/OFFICE :
'I Judy S. Carter
Ch. f Procurement Officer
DATE: -�Z— %
BIDRECOM.DOC 2/28/97 PAGE 1 OF 2 PAGES
9'7- 319 3
BIG AWARD RECOMMENDATION FORM
BID NUMBER: 96-97-084R COMMODITY/SERVICE: Auto Lease/Rental Services
DEPARTMENT / DIVISION: Police
TERM OF CONTRACT: _ One (1) year with option to extend for two (2) additional one (1) year
periods.
NUMBER OF BIDS DISTRIBUTED: Sixteen (16) NUMBER OF BIDS RECEIVED: one (1)
METHOD OF AWARD:
RECOMMENDED VENDOR(S):
InterAmerican Car Rental
Lowest most responsible and responsive bidder.
STATUS: CONTRACT VALUE:
Non-Minority/Local $ 6 3 6, 4 8 0. 0 0
TOTAL: $636,480.00
THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT:
JUSTIFICATION: Use of unmarked rental vehicles is an effective law
enforcement tool which can be used to reduce the risk
factors to officers involved in undercover operations
and has been highly sucessful in the past.
ACCOUNTCODE(S):
DEPARTMENT APPROVAL BUDGET REV,7%PPRO AL:
Department Director/ ZLDipak Wrekh
Designee Dii ector
OTHER FUNDING APPROVALS, IF APPLICABLE:
PROCUREMENT
TITLE:
99,?�
IAL:
ief Procurement Officer
PAGE 2 OF 2 PAGES
4 97- 319
SENT BY:BUDGET UNIT
3- 1-07 ; 3:09PM ;CITY OF MIAMI POLICE -
JU'] 410 GU(Vlr c.,
YrATE OF FLORIDA:
SS
COUNTY OF DADE
AFFIDAVIT
Before me this day personally appeared Donald H. Warshaw who being duly sworn.,
deposes and says that:
1, Donald H. Warshaw, Chief of Police, City of Miami, do hereby certify that this request
for expenditure from the City of Miami Law Enforcement Trust Fund, to InterA,merican Car
Renate Inc., in an amount not to exceed $636,480.00, for the provision of rental vehicles,
complies with the provisions of Section 932.7055, Florida Statutes,
•v Y.w'
nald FL Warshaw
Chief of Police
City of Miami Police Department
r
Subscribed and sworn to before me this day of % , 1997,
by Donald K Warshaw, who is personally known to me.
NOTARY PUBLIC
STATE OF FLORIDA
AT LAK(jb
97- 319
0
City of Miami, Florida Price Sheet (Continued) Bid No. 96-97-084R
Rental Rate Rental Rate Mileage Excess Mileage
ITEM Option A Option B Allowance Rate
If bidding Self Insurance:
LMONTHLY $ 663. 00 /veh. $ 649.00 /veh. UNL miles $ • NC /mile
RATE
2.Weekly $ 215.00 /veh. $ 210.00 /veh. UNL miles $ NC /mile
Rate
3.Daily $ 49.00 /veh. $ 45.00 /veh. UNL miles $ NC - /mile
Rate
(Copy of current Certificate of Self Insurance should be submitted with your bid.)
DELIVERY/AVAILABILITY: Indicate the number of calendar days or hours notice required to furnish
vehicles:
Original Order (60-80 vehicles): 10 days/;MNI�; after receipt of Purchase Order.
Additional Vehicles, if required: 1 s/hours after receipt of Purchase Order.
Exchange Vehicles: 1 :99s/hours after receipt of notice (inax.24 hours)
Location of Service Facility: 1790 N W LeJeune Road, Miami, Fl 33126
3275 N.W. 24 Street Road , Mimai, Fl. 33142
BIDDER: 1NTERAMERICAN CAR RENTAL', INC. Signature:
(company name)
a
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY THIS BID.
Page 2 of 2
97-•319
7
.
City of Miami, Florida. Bid No. 96-97-84R
6.5 VL+ . JOR BACKGROUND INFORMAT V
INSTRUCTIONS:
This questionnaire is to be included with your bid. Do not leave any questions unanswered. When the question
does not apply, write the word(s) "None", or "Not Applicable", as appropriate. Please print.
COMPANY NAME:
INTERAMERICAN CAR RENTAL, INC.
COMPANY OFFICERS:
President Larry Wildstein Vice President Richard Byrd
Secretary Diane Wildstein Treasurer Joel Kupferman
COMPANY OWNERSHIP:
Larry Wildstein
100 % of ownership
% of ownership
% of ownership
% of ownership
LICENSES:
I._ County or Municipal Occupational License No. , 066858-3 (County) 107122-0001 (City)
(attach copy with bid)
2. Occupational License Classification Auto Rental/Leasing
3. Occupational License Expiration Date: 9 / 30 / 9 7
4. Metro -Dade County Certificate of Competency No.
(attached copy if requested in Bid or RFP)
5. Social Security or Federal I.D. No. 59-1685935
EXPERIENCE:
6. Number of Years your organization has been in business: 16
7. Number of Years experience BIDDERIPROPOSER (person, principal of firm, owner) has had in operation
of the type required by the specifications of the Bid or RFP: 18
8. Number of Years experience BIDDER/PROPOSER (firm, corporation, proprietorship) has had in
operation of the type required by the specifications of the Bid or RFP: 16
8 9 7- 319
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SENT BY:CITY OF MIAMI 5- 7-97 ; 8:32AM ; PROCUREMEP 'GMT,-+ ;# 2/ 7
AUTO LEASE RENTAL SERVICES FOR POLICE
HISTORY OF EVENTS
DATE: ACTION: . i
(..ray
3/21 /97 Bid No. 96-97-054 was issued. 'lliirty (30) bids mailed.
417/97 Two (2) bids were received from Inter -American Czar Rental and Royal Rent-A-Car.
Price Comparison:
Inter American Car Rental
Option C
$683.00/velt
Bidding Self Insurance
Royal Rent-A-Car (Non-responsivc)�
Option A Option B %\. "
$678.00/veh $668.00/veh
$722.00/veh $714.00/veh
Bidding Commercial Insurance
4/15/97 Bid from Royal Rent -A. -Car was deemed non -responsive, as per Section 5.2.7. of the bid's
instructions which states, "Multiple bids will be considered non -responsive." Furthermore,
Section 5.5. ALTERNATE BID MAY BE CONSIDERED- The City may consider one (1)
alternate bid from the same bidder for the same solicitation; provided, however, that the
alternate bid offers a different product or level of service for the same price that meets or
exceeds the bid requirements. An alternate bid which offers a different price and/or pricing
structure shall not be considered. In order for the City to consider an alternate bid, the Bidder
shall complete a separate Price Sheet form and shall mark "Alternate Bid". Alternate bid
shall be placed in the same bid envelope with the regular bid offered by the Bidder."
4/15/99 Bids rejected by City Manager to allow for greater vendor participation and a more
competitive bidding process.
4/15/97 Mr. Ismael Perera from Royal Rent-A-Car phoned Judy S. Carter to discuss the reasons his
bid was deemed note -responsive.
4/15/97 Telephone contact was made with prospective bidders to determine why they did not subittit
a bid and to inquire if they would be interested in bidding if bids were reissued. See attached.
Some vendors said they did not receive hid. To ensure that the bid was received by the right
person, different addresses and contact persons were obtained from the majority of the
vendors.
4/16/97 Asked Risk Management to again review the insurance requirements and it was discovered
that the Insurance Options were not written clearly.
4/16/97 In reviewing; the bid, a vendor expressed concern about the lack of inforn-tation pertaining to
the number of vehicles per categories, which made it difficult for his (inn to bid. She advised
that additional information was tieing provided in the new bid that was omitted from the first
bid. Specifications were then changed to include an estimated number of vehicles per
category, She also advised, that upon review by Risk Management of the insurance Options
from the first bid, it was discovered that the way it was originally written was obscure and
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SENT BY :CITY OF M I AM I 5- 7-97 ; B : 33AM PROCUREMEN , ,,IGMT, -
;#3/7
unclear. Therefore, formatting of the Price Shect was changed to list the Self Insurance
Option separate from the Commercial Insurance enabling the prospective bidder to bid on
Option A and Option 13, for Self Insurance or Commercial Insurance.
4/16/97 New revised bid was issued - Bid No. 96-97-084R, Seventeen (17) bids mailed. 1.3ids were
mailed to Royal Rent-A-Car and Inter American Car Rental.
4/30/97 One (1) Bid was received for Bid No. 96�97-84R, from Inter American Car Idental.
Inter American Car Rental
Bidding Self Insurance
Option A Option B
663,00/veh $649.00/vch
4/30/97 Decision was made to proceed with the recommendation of one bid for two (2) reasons: (1)
Expiration of current contract, 5/3/97; (2) prices quoted in new bid by Inter American tsar
Mental ($649.00) is lower than Royal Rent-A-Car's first bid of $668.00 for Option B and
Inter American's bid of $683/veh. Based upon the City's decision of Option B, new prices
are 3% lower than prices obtained in first bid.
97- 319
i SENT BY:,CITY OF MIAMi ; 5- 7-97 ; 8:33AM PROCUREMF MGMT.
;# V 7
To : File
CITY or MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
UATF :
April 15, 1997
SLI JECT .
Auto Lease./Rental Services
Bid No. 96.97-054
HIOM REFEREWF S
Maritza Fresno
Sr. Procurement Specialist ENCLOWnES
FILE :
The subject bid opened April 7, 1997 and two (2) bids were received from Royal Rent-A-Car
and Inter American Car Rental for the furnishing of Auto Lease/Rental Services for the Police
Deparanent.
Be advised thlrty (30) Bid packages were mailed by this office to potential bidders, One (1)
vendor responded with a "no bid" for the following reason:
CAPITAL RENT A CAI, - "Do not have the required fleet".
Twenty-seven (27) other vendors were contacted by telephone to learn of their reasons for not
responding and their responses were as follows:
BUDGET RENT -A -CAR - "Insurance too high".
DOLLAR RENT -A -CAR - "Will have proper person tail back".
DADELAND RENT -A -CAR - "Not compatible with specs, small fleet".
HERTZ RENT -A -CAR - "Did not receive package, mail new package to main office",
AIA RENT -A -CAR - Phone disconnected,
FLORIDA AUTO RENTAL - "Send new package to main office, does not know what happen to
old package".
C. FREEDOM CAR RENTAL - "Did receive package. No comments. Mail new package to main
office".
CONTINENTAL AUTO RENTAL - "Reviewing package with lawyer. Send new package to
Miami office.
ALWAYS CAR RENTAL - Kept getting fax machine.
GLENN AUTO RENTAL - Own by C. Freedom Car Rental
MARLINS INTERNATIONAL - Left several messages. No avail,
NATIONAL CAR RENTAL -,"lust started reviewing package, Send new package".
MIAMI AUTO RENTAL - "Change of employees, misplaced. Would like to bid. Mail new
package to new address".
ARROW RENTAL - "Didn't receive package. Send new package". Confirmed same address,
TITAN RENT -A -CAR - "Do not want to bid. Small fleet".
SiBONEY AUTO RENTALS - "Need to find an insurance company. Existing company do not
want the responsibility of the Police Dept. No Bid. Will bid on any
other department, except Police Dept".
SOLSBID.DQC
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SENT BY -;CITY OF M I AM I ; 5- 7-97 ; B : 34AM PROCUREMEP NIUM I, -
* of i
AVIS RENT -A -CAR - "Send new package to another Iocation".
ALAMO RENT -A -GAR - Left several messages. No avail.
ANDRE RENT -A -CAR - "No Bid. Small fleet".
BISCAYNE AUTO RENTAL - "No Bid. Small fleet".
SAM'S RENT -A -CAR - "No Bid. Small fleet". .
FREEDOM SPIRIT - Own by C. Freedom Car Rental
TOTAL AUTO RENTAL - "No Bid. Small fleet".
ENTERPRISE RENT -A -CAR - "Forwarded bid to proper person. Would like to re -bid, send to
correct address".
AGENCY RENT -A -CAR - Own by Enterprise Rent-A-Car,
DEMO RENT -A -CAR - "Was out of town, but would like to bid".
VIP RENT -A -CAR - "Process of remodelling, reviewing bid with partner. Send new package'.
6GLESID,DOC 9 i ~ 319
MINT Dl' G I T1' CJr IVI 1 AlVl 1 0' 7- 07 , 0.00AM , rrQc URG1'IrT 'EMT .
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CITY OF MIAMI, FLOHIUA
INTER -OFFICE MEMORANDUM
]udy S. Carter I'nIL: May 6, 1997
Chief Procurement Officer FARIFC, f .
Auto Lease/Rental Services
_� Bid No. 96.97-084R
FROM G� �'�"'"'` REFERENCF�;
Ma tza F sno
Sr. Procurement Specialist ENCLOSt i w,.;
FILE:
The subject bid opened April 30, 1997 and one (1) bid was received from Inter American Car
Rental, Inc. for the furnishing of auto lease/rental services for the Department of Police.
Be advised this was a rebid. The initial bid for auto lease/rental services, Bid No. 96-97-054, was
opened April 7, 1997 and one (1) bid was received from hoer American Car Rental, Inc.
Thereafter, the bid was reissued April 16, 1997 to allow for greater vendor participation.
Extensive research was made on the original bid. Vendors who did not respond were contacted
by phone to learn of their reasons for not bidding. Seventeen (17) of them advised us they
would respond If given a second chance.
Under the rebid process, a total of seventeen (17) bid packages were mailed by this office to
potential bidders, and once again, one (1) bid was received, from the same vendor who
responded to the first bid.
Contact by telephone was made, a second time, with some of the potential bidders to learn of
their reasons for not responding and their responses were as follows:
1. VIP Rent-A-Car - "Dealer was unable to supply his company with the amount of cars needed.
Therefore, cannot bid. Don't have the proper fleet of cars". Mr. Ernest Cruz.
2. National Car Rental - e'Sald she reviewed Bid with Revenue Management - cannot meet Specs
on fleet size. Ms. Marc! Zamora.
3. Miami Auto Rental - "Specs required too many cars. Only have 30-40 car fleet". Gene
Rockman.
4. Dollar Rent-A-Car - "declined to bid. They're not interested in long term contract, only year
round - commercial". Mike Daveland
5. Hertz Rental - "Unable to meet Specs because City should fill gas tank before returning car".
)ohn Quijano.
6. C. Freedom Car Rental - "Not interested". Ms. Elsa Glenn.
SOLEBT0.00C
97- 319
SENT . BY'C I TY OF M I AM I 5- 7- 97 ; 8 : 35AM ; PROCUREME. JGMT,
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7. Alamo Rent-A-Car - "They do not want to bid." No specific reason why. Mr. Ted
Campbell.
8. Royal Rent-A-Car - "Said he returned first package and rifling second package as a waste of
time. Not Interested." Ismael Perera. (His bid was deemed non -responsive for Bid No. 96-
97-054).
9. Enterprise Rental - "Specs for selection of vehicles and certain categories do not have in fleet.
His bid of $1200 he knew was too high so he didn't bid". Kevin Williams..
It should be noted that Inter American Car Rental, Inc. lowered their prlce`tfi� second time the
bid was out. Below is the price comparison.
Bid No. 96.97.054 Bid No. 96-97-084R
$683.00/mo $649.00/mo
As this Item was a re -bid, and inter American Car Rental, Inc. was the only bidder to respond to
both times the bid was put out and, whereas a second opportunity for the other vendors to bid
was given to no avail, I recommend this sole bid be approved.
Approved:
cc: bid File
Date:
SOLSBIU MC U 7 ` 319