HomeMy WebLinkAboutM-96-0845tl
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TO ; Merrett R. stlerheiM
City Manager
60 V.- L",.
r-noM : W. E. Lee
Assistant city Manager
1
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CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE : October 17, 1996 'F(LE :
sueiser : Emergency Expenditure
Miami Springs Golf Course
Golf Gars
REFERENCES:
ENCLOSURES :
Per Instructions from the Procurement Office, we request emergency approval
from your office for a temporary month -to -month lease for golf cars at the Miami
Springs Golf Course.
The recently awarded Hid 195-96.078, which was accepted by the City Commission
and awarded July 11, 1996, has been deemed non -responsive for failure to meet
bid specifications, therefore, the award has been rescinded (see attached memo).
A brief account of what has transpired is as follows:
March 21, 1996 - send memo and specifications to Procurement Office requesting
they 90 out for bids on golf cars lease. Contract with E-2 Go Textron was due to
expire Ally 6,1996, with no options to renew.
June 3,1996 - Procurement office received bids from only two (2) contractors who
supply this service.
Early July, E-Z Co removed golf cars from site upon learning they were not the
apparent low bidder. Department sought assistance from Procurement and, upon
their advice, contacted apparent low bidder IClub Car, Inc.) requesting they
provide golf cars on a temporary basis until contract was In place and a Purchase
order not to exceed $4500 was issued.
July 11,1996 - city commission awarded contract to dub Car, Inc.
July 12,1996 - received golf cars on temporary basis from Club Car, Inc.
city Commission was In recess during the month of August and the contract
document was not finalized.
In early september we contacted the Procurement Office again since we were
faced with the situation that the contract was not finalized and we were still
working with the temporary lease. The $45W purchase order had ran out and
additional funded were needed to cover expenditures until contract was in place.
to mid•september, contacted Procurement and the Law Department still seeking
to resolve the issue of temporary lease and finalization of contract
AM ;10-21-96 ;12:39PM ; CITY MANAGER'S OFF. PUBLIC WORKS/ADMIN..# 2/ 2
�1
Merrett R. stierhelm
Page NO.2
October 17,1996
Miami Springs Golf Course
Emergency Expenditure
In early October, the Law Department advised there was a discrepancy in both bids
regarding the contract term which made them non -responsive and, therefore, bid
would have to be rescinded. We notified the Procurement office and contacted
the vendor who was going to remove the temporary cars because of a previous
commitment to another user and also because of non-payment of the lease.
October 16, 1996 - Golf Course personnel was notified by Club Carr, Inc. that the cars
would be picked up on October 21, 1996. Golf Course personnel then contacted
other vendor who supplies these cars (E-Z Go) and set up a meeting for Monday,
October 21, 1996, In an effort to resolve the car problem which would result In a
loss of revenue of approximately $15,000 per month.
The cost for this service is approximately $4500 per month, on a month -to -month
lease. club car, Inc. is owed approximately two months rent and since the
Procurement Office re -bid process should take about six month for a new contract
to be In place, the total amount to be expenses should not exceed $45,000, The
golf course generated, In car rental alone, approximately $130,000 in an 0 month
period which should more than cover this expense.
Yesterday, we received notification from Procurement that the existing bid was
being rescinded and the vendor was formally notified. The re -bid process should
begin Immediately.
We respectfully request your approval of this emergency expenditure and
instruction to Procurement to lssy)q a Purchase Order accordingly.
/__
APPROV
Merre R. Stlerhelm
City Manager
DATE rQ ' ! 'l (0