HomeMy WebLinkAboutR-84-1240J-84-1066
RESOLUTION NO. 84-1240
A RESOLUTION ACCEPTING THE BID OF AVIS RENT -
A -CAR COMPANY FOR FURNISHING FULL SIZE
AUTOMOBILES BY LEASE OR RENTAL, ON A CONTRACT
BASIS FOR ONE (1) YEAR WITH THE OPTION TO
EXTEND THE CONTRACT PERIOD, TO THE DEPARTMENT
OF POLICE, PRIMARILY, AND TO OTHER
DEPARTMENTS AS NEEDED, AT A TOTAL PROPOSED
COST OF $173,000.00; ALLOCATING FUNDS
THEREFOR FROM THE 1984-85 OPERATING BUDGET OF
THE USING DEPARTMENTS, INCLUDING THAT OF THE
DEPARTMENT OF POLICE IN THE AMOUNT OF
$160,000.00; AUTHORIZING THE CITY MANAGER TO
INSTRUCT THE PURCHASING AGENT TO ISSUE
PURCHASE ORDERS FOR THIS EQUIPMENT, SUBJECT
TO THE AVAILABILITY OF FUNDS.
WHEREAS, pursuant to public notice, sealed bids were
received September 11, 1984 for the furnishing Full Sized
Automobiles (including Insurance Coverage and Maintenance) on a
Lease Contract Basis for one (1) year with the option to extend
the contract period, to the Department of Police, primarily, and
to other Departments as needed; and
WHEREAS, invitations were mailed to 33 potential
suppliers and 5 bids were received; and
WHEREAS, funds for this purchase are available in the
1984-85 Operating Budget; and
WHEREAS, this equipment will be used by the Department
of Police, primarily, for the purpose of providing a wide variety
of vehicles for undercover investigations of narcotics, gambling,
vice, pornography and the like, and by other Departments as
needed for daily operations; and
WHEREAS, the City Manager and the Director of the
Department of Police recommend that the bid received from Avis
Rent-A-Car Company be accepted as the lowest responsible and
responsive bid;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE
CITY OF MIAMI, FLORIDA:
CITY COMP USSION
MEETING OF
NOV 8 1984
RESOLUTION Nu. 4 1
Section 1. The September 11, 1984 bid of Avis Rent-A-
Car Company for furnishing Full Size Automobiles by Lease or
Rental on a Contract Basis for one (1) year, with the option to
extend the contract period, to the Department of Police,
primarily, and to other Departments, as needed, at a total
proposed cost of $173,000.00 is hereby accepted with funds
therefor hereby allocated from the 1984-85 Operating Budget of
the Using Departments, including that of the Department of Police
in the amount of $160,000.00.
Section 2. That the City Manager is hereby authorized
to instruct the Purchasing Agent to issue Purchase Orders for
this equipment, subject to the availability of funds.
PASSED AND ADOPTED this _a1h day of November . 1984.
ATTEST:
RALEO G. ONGIE, CITY CL916,
PREPARED AND APPROVED BY:
iWAJ0,f le /I
RU ERT F. CLARK,
DEPUTY CITY ATTORNEY
APPROVE
LV\.T1A CL. iJvvv
CITY ATTORNEY
AND CORRECTNESS:
Maurice A. Ferre
MAURICE A. FERRE
MAYOR
84-1240
AID
SECURITY
ITEM(35) Full -Size Automobiles-Lease/Rental pl►TE �IOI RECEtvEO_ September 11, 1984 3:00pm
Police Department 83-84-104
TYPE OF SECURITY
5IODER
TOTAL
AMOUNT
Avis Rent A Car
255 N. E. 1st Street
Miami, F1 33132
Broken
down
by
items
Interamerican Car Rental
3977 N. W. 25th Street
Miami, Fl 33142
Broken
down
by
items
Henton Agency,Inc.
1971 French Street
Fort Myers, F1 33901
Broken
down
by
items
Charter Rent A Car
P. 0. Box 59-3501 AMF
Miami, Fl 33159-3501
Broken
down
by
items
Pershing Auto Leasing, Inc.
1545 Alton Road
Miami Beach, F1 33139
Broken
down
by
items
NO BID:
Gus Machado Buick/GMC
Dadeland Rent-A-Car
Hollywood Chrysler Plymouth
Atlas Rent -a -Car Inc.
1�' � y is �Z o
Reeelvet 46 Shavef 11191069d 6beeks tills qdev of- �4.....�
_POP ACCOUNTING DIVISION
LEGAL ADVERTISEMENT
BID NO. 83-84-104
Sealed bids will be received by the City Manager and City Clerk
of the City of Miami, Florida not later than
3:00 P.m. -September 11 1984 for furnishing
Approximately Thirty -Five (35) Full -Size Automobiles
on a Lease/Rental Basis for one (1) year to the
Department of Police.
Ordinance No. 9775 established a goal of Awarding 50% of the City's
total dollar volume of all expenditures for All Goods and Services
to Black and Hispanic Minority Business Enterprises on an equal basis.
Minority Vendors who are interested in submitting bids and who are not
registered with the City as minority vendors are advised to contact
the City Purchasing Office, 1145 N.W. l:th Street, Room 126, Telephone
579-6380.
Detailed specifications for the bid are available upon request at the
City Purchasing Office.
The City Manager may reject all bids and readvertise.
(Ad No. 2520 ) I�J
Howard V. Gary
City Manager
3
4
84-1240
REQUISITION FOR ADVERTISEMENT
This number must appear
in the advertisement.
t DEPT/DIV. - Ir,
'r
a
ACCOUNT CODE
I
1 DATE PHONE APPROVED BY: t
1 PREPARED BY
DIRECTOR OF ISSUING DEPARTMENT
Publish the attached advertisement times.
(number of times)
Type of advertisement: legal classified display
(Check One)
Size: Starting date
First four words of advertisement:
Remarks:
DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY.
LINE
PUBLICATION
DATE(S) OF
ADVERTISEMENT
INVOICE
AMOUNT
0
A-1
B-2
C-3
D-4
E-5
F3
F4
F5
F7
F8
F9
F10
F11
F12
LINE
TRANS
VOUCHER
DUE DATE
YY MM DD
Adv. Doc. Reference
VENDOR
INDEX CODE
OBJECT
PROJECT
11
1
1 117.18
1 125.34
39.42
145
50.51
56
57 62
63 65
66 71
0
1
2
4
1
V
P121012
2
8
7
1
21314
7
8 V P 121314
15 DESCRIPTION
36
64DISCOUNT 69
72 AMOUNT 80
5
21
0
1 0
t2
0
1
Approved for Payment
Pink — Department
84-1.240
A
-Y4
7 INTER -OFFICE MEMORANDUM
1.
TO. Howard Gary DATE: U%j 1 3 1J84 vnL&TRS 13
City Manager
SUBJECT: Recommendation for Resolution
and Award of Bid No. 83-
84-104
/ Automobile Leasing Contract.
FROM: `Herbert Breslow REFERENCES:
Chief of Police
ENCLOSURES:
CITY OF MIAMI, FLORIDA
It is recommended that an award
be made and a resolution passed
accenting the most advantageous
bid as received from Avis -Rent-
A-Car, for furnishing thirty five
(35) rental cars to the Department
of Police on a contract basis for
one year at the rate of 5358 plus
8G per mile over 2000 miles per
vehicle per month.
Pursuant to public notice, sealed bids were received on September 11,
1984, for furnishing Thirty five (35) rental vehicles for the
Department of Police.
This is a regular contractual agreement to provide the Department of
Police various types of rental cars.
These rental cars are to be used by the Special Investigation Section,
Task Force, V.I.N. Detail and Internal Security Unit.
These vehicles will be used for undercover investigations of narcotics,
gambling, pornography, vice, organized crime, terrorists, police
corruption and integrity cases.
Funds are available in the General Fund of the current year Budget.
HB
—41Z!�
9
4
84-1240
Im
AWARD OF BID
Bid No. 83-84-104
ITEM: Auto Leasing - Full Size Vehicles
DEPARTMENT: Police (primarily) and City -Wide
TYPE OF PURCHASE: Contract for one (1) year
REASON: Equipment required for undercover
investigations, and daily operations
POTENTIAL BIDDERS: 33
BIDS RECEIVED: 5
TABULATION: Attached
FUNDS: The 1984-85 Operating Budget
MINORITY PARTICIPATION: Invitations were sent to two (2) Black
and four 4 Hispanic American firms engaged in Automobile
Leasing as located from the following sources:
1. Metropolitan Dade County Minority Vendor Directory.
2. Bidder applications on file in Purchasing
3. Previous formal bids for this item.
Minority Response consisted of one (1) bid from a Black
firm, Henton Agency, Inc. and two (2) "no bids" from
Hispanic firms, as indicated below and the attached
tabulation.
BID EVALUATION: The bid consisted of Daily, Weekly and
Monthly Rental Rates (including mileage allowance and excess
mileage charges), and allowed for contractor -provided
maintenance of vehicles and insurance coverage. The latter
was bid with options for Collision Deductible in the amounts
of $100 and $250. The recommended award to the lowest
responsive and responsible bidder includes Collision
Deductible, option B at $250.00. Award amount is based on
35 vehicles, 12 months each for the Department of Police,
and 2 vehicles for 12 months and 2 vehicles for 6 months for
Departments such as Public Information/Cable and Parks and
Recreation.
All bids meet the specifications. Following is an analysis
of the invitation to bid:
Number of Bid Number of
Category Invitations Mailed Responses
Prior Bidders
Black American 0 0
Hispanic American 0 0
Non -Minority 6 4
New Bidders
B act American 2 1
Hispanic American 4 0
Non -Minority 21 0
Courtesy Notifications 7 0
"No Bids" - 5
Late Bids - 0
Totals � 40 10
page 1 of 2
84-JL240
Reasons for "No Bid" were as follows:
1. "Do not lease at this time."
2. "Not in position to meet all specifications requested."
(Hispanic firm)
3. "Unable to comply with specifications." (Hispanic firm)
4. "Cannot comply with this bid."
5. "Pricing unavailable before opening date."
RECOMMENDATION:- IT IS RECOMMENDED THAT THE AWARD BE
MADE TO AVIS-RENT-A CAR COMPANY IN THE
TOTAL PROPOSED AMOUNT OF $173,000.00.
Purchasing Agent
'Date
The above award meets the requirements a par f Police,
and approval is recommended.
Director
io a3 SY
at
The Minority Procurement Officer concurs with the above
recommendation.
of f icer
r00,4- 2,� 4 1{tr�
Date
page 2 of 2
84-1240
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BID NO. 83-84-104
TABULATION (continued)
AWARD AMOUNT IS BASED ON THE FOLLOWING:
NUMBER OF LEASE TERM LEASE
VEHICLES (EACH VESICLE) RATE TOTAL
POLICE DEPARTMENT:
35 12 months $358.00 $150,360.00
Allowance for additional vehicles,
collision deductible and excess
mileage charges: $9,640.00
Subtotal $160,000.00
OTHER DEPARTMENTS:
2 12 months $358.00 $8,592.00
2 6 months $358.00 $4,296.00
Subtotal $12,888.00
GRAND TOTAL (rounded) $173,000.00
84-1240