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HomeMy WebLinkAboutAgenda Item Summmary FormAGENDA ITEM SUMMARY FORM File ID: #14785 Date: 09/27/2023 Commission Meeting Date: 10/26/2023 Requesting Department: Department of Police Sponsored By: District Impacted: All Type: Resolution Subject: Accepting Bid - No. 1635386 - Harley-Davidson Police Motorcycles Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, accepting the bid received on April 28, 2023, pursuant to Invitation for Bid ("IFB") No. 1635386, from the lowest responsive and responsible Bidder, EMAG Daytona HD LLC dba Teddy Morse's Daytona Harley-Davidson ("Daytona Harley-Davidson") for the leasing of thirty-one (31) Harley-Davidson Electra Glide Police Motorcycles, for the City of Miami's Police Department ("Police"), for an initial term of two (2) years with the option to renew for two (2) additional two (2) year periods; allocating funds from Police's General Fund Account number 00001.190101.544000, and other sources of funds, subject to the availability of funds and budgetary approval at the time of need; Authorizing the City Manager to negotiate and execute any and all documents, including any amendments, renewals, and extensions subject to all allocations, appropriations and budgetary approvals having been previously made, compliance with applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including, the City of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules and regulations, as may be deemed necessary for said purpose Background of Item: On April 3, 2023, Department of Procurement ("Procurement") on behalf of Police issued IFB No. 1635386 for the leasing of thirty-one (31) Harley-Davidson Electra Glide Police Motorcycles, under full and open competition. As required by the Procurement Code, the IFB was advertised and issued online. On April 28, 2023, at the bid closing three (3) bids were received. The bid responses were evaluated and tabulated following the guidelines directed in the IFB. Two (2) bids were found non -responsive: 1) TMCAA, Inc dba Alligator Alley Harley-Davidson failed to include the swap of the existing specialized police equipment in the bid price as required by the solicitation; and 2) Peterson's Harley-Davidson of Miami, rejected the City of Miami ("City") proposed changes in the Lease Agreement and retracted its bid. Procurement is recommending award to Daytona Harley-Davidson the lowest responsive and responsible Bidder, per bid specifications. The estimated contract amount is $273,420.00 annually (approximately $1,640,520.00 for all six (6) years in the aggregate). Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: Total Fiscal Impact: $ 273,420.00 (Approximately $1,640,520.00 in the aggregate). Police General Account No: 00001.190101.544000 CIP Project No: Various Department of Police Department of Police Office of Management and Budget Office of Management and Budget Department of Procurement Legislative Division City Manager's Office Office of the City Attorney Office of the City Attorney City Commission Office of the City Clerk Reviewed B Jorge Blanco Manuel Morales Luis Hernandez -Torres Marie Gouin Annie Perez Valentin J Alvarez Arthur Noriega V Pablo Velez Victoria Mendez Nicole Ewan City Clerk's Office Initial Police Review Department Head Review Budget Analyst Review Budget Review Procurement Review Legislative Division Review City Manager Review ACA Review Approved Form and Correctness Meeting Rendered Completed 10/06/2023 9:39 AM Completed 10/06/2023 1:08 PM Completed 10/10/2023 8:01 AM Completed 10/10/2023 10:30 AM Completed 10/11/2023 12:57 PM Completed 10/12/2023 9:27 AM Completed 10/12/2023 4:21 PM Completed 10/16/2023 1:50 PM Completed 10/16/2023 10:14 PM Completed 10/26/2023 9:00 AM Completed 11/01/2023 12:12 PM / City of Miami Legislation Resolution Enactment Number: R-23-0481 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 14785 Final Action Date:10/26/2023 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BID RECEIVED ON APRIL 28, 2023, PURSUANT TO INVITATION FOR BID ("IFB") NO. 1635386, FROM THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER, EMAG DAYTONA HD LLC, A FLORIDA LIMITED LIABILITY COMPANY D/B/A TEDDY MORSE'S DAYTONA HARLEY-DAVIDSON ("DAYTONA HARLEY-DAVIDSON"), FOR THE LEASING OF THIRTY-ONE (31) HARLEY-DAVIDSON ELECTRA GLIDE POLICE MOTORCYCLES, FOR THE CITY OF MIAMI ("CITY") POLICE DEPARTMENT ("POLICE"), FOR AN INITIAL TERM OF TWO (2) YEARS WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL TWO (2) YEAR PERIODS; ALLOCATING FUNDS FROM POLICE GENERAL FUND ACCOUNT NO. 00001.190101.544000 AND SUCH OTHER VARIOUS SOURCES OF FUNDS FROM THE USER DEPARTMENT, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), INCLUDING THE CITY'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") Police Department ("Police") has a continuous need for Harley-Davidson motorcycles; and WHEREAS, on April 3, 2023, the City's Department of Procurement ("Procurement"), on behalf of Police, issued Invitation for Bid ("IFB") No. 1635386 for the leasing of thirty-one (31) Harley-Davidson Electra Glide Police Motorcycles, for an initial term of two (2) years with the option to renew for two (2) additional two (2) year periods; and WHEREAS, on April 28, 2023, Procurement received three (3) bid responses to the IFB, which were evaluated and tabulated following the required guidelines of the IFB, with only one bid response determined as both responsive and responsible; and WHEREAS, EMAG Daytona HD LLC, a Florida limited liability company d/b/a Teddy Morse's Daytona Harley-Davidson ("Daytona Harley-Davidson"), submitted said lowest responsive and responsible bid; 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 adopted by reference and incorporated as if fully set forth in this Section. Section 2. The bid received April 28, 2023, pursuant to IFB No. 1635386, from the lowest responsive and responsible Bidder, Daytona Harley-Davidson, for the leasing of thirty- one (31) Harley-Davidson Electra Glide Police Motorcycles, for Police, for an initial term of two (2) years with the option to renew for two (2) additional two (2) year periods, is hereby accepted. Section 3. Funding shall be allocated from Police General Account No. 00001.190101.544000 and such other various sources of funds from the user department, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to negotiate and execute any and all documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, prior budgetary approvals, compliance with all applicable provisions of the Code of the City of Miami, Florida, as amended ("City Code"), including the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in forms acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: nd` City Attar ey 10/16/2023 Pursuant to the resolution, this item became effective immediately upon adoption by the Commission. 1 The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited to those prescribed by applicable City Charter and City Code provisions.