HomeMy WebLinkAboutExhibitApr -ill -le 10:33am From-PURCHASiPIG DEPARTMENT 8054101825 T-021 P.001/010 F-941
atitt 17f Atirnini
ANNIE PEREZ, CPPO DANIEL J, ALFONSO
Procurement Director _ City Manager
4.1111
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April 1, 2016
Ismael Perera
President
Royal Rent A Car Systems of Florida, Inc.
3650 NW South River Drive
Miami, FL 33142
Subject: Emergency Procurement
Dear Mr. Perera:
SENT ViA FAX & E-MAIL
(305) 635-1295
1PERERAcROYALRENTACAR.COM
Pursuant to our recent phone conversation, the City of Miami ("City") is in need of procuring rental car services.
On March 18, 2016, Enterprise Leasing Company of Florida, LLC ("Enterprise"), notified the City in writing that
Enterprise was withdrawing their bid, submitted in response to Invitation for Bid No. 522382, dated October 5,
2015. The current contract extension with Enterprise will expire April 30, 2016. As a result, the City needs to
procure rental car services as an emergency procurement in order to ensure that all City rental vehicles from
Enterprise are transitioned to a new vendor prior to April 3o, 2015.
The intent of the City is to take an item to City Commission by June 2016 to access the Miami --Dade County
("County') Contract No. 8809-0/19 for Vehicle Rental Services, Royal Rent A Car Systems of Florida, Inc.
("Royal"), the Primary vendor under the contract, has been selectedfor the emergency procurement in order to
facilitate a bridge contract and ensure a seamless transition when the item is approved by the City Commission,
We request that for the purpose of this emergency, Royal honor the prices under the County's Contract for Option
2; the City accepts the insurance terms outlined in Option 2 (attached herein). The City anticipates this emergency
to be for a period of not to exceed ninety (90) days to allow for continuous services until the aforementioned
contract is accessed.
Please indicate your agreement to this emergency bridge contract by circling the response below.
Response to this request is required by no later than 5:00 P.m., Monday, April 4, 2016. Please fax your response
to my attention at (305) 415-1925 or you may send your response via email to annieperezCcii..miemipov.com.
Upon Royal's acceptance of this emergency procurement, e memo declaring an emergency will be submitted to
the CityManager for approval. Once the City Manager approves, a blanket purchase order ("BP0") will be issued.
The transition will begin as soon as the BP° la approved._
Your interest in doing business with the City of Miami is always appreciated.
Sincerely,
Annie Perez, CPPO
Director/Chief Procurement Officer
Apr-01-16 10,33am Fram-PURCHASING DEPARTMENT
8054161925 T-621.. P.002/010 F-941
(We) agree to this emergency procurement, at the same Option 2 insurance terms and prices, under
Miami Dade Coun „iCotlt ot: O. 8809-0/19, for Vehicle Rental Services:
(Circle one)
Signature:
Print narne: %t✓ L--; `
Disagree
Date:
Apr-01-16 10:33am From -PURCHASING DEPARTMENT 3054161E126 T-621 P 003/010 F-041
MIAMI-DADE COUNTY BID NO.; 8809-0118
SECTION 2
SPECIAL CONDITIONS
VEHICLE RENTAL SERVICES
2.8 INSURANCE REQUIREMENTS
2.5.1 OPTION 1:
For Option 1, the awarded Bidder is responsible for all insurance. The insurance
requirements listed below supersede the requirements stated in Section 1,
Paragraphs 1.21 (A, B, and C);
The awarded Bidder shalt furnish to the Internal Services Department 1 Procurement
Management Services, 111 NW lst Street, Suite 1300, Miami, Florida 33128-1989,
Certificate(s) of insurance which indicate that insurance coverage has been obtained
which meets the requirements as outlined below;
Automobile Liability Insurance covering all owned, non -owned and hired vehicles
used in connection with the work, in an amount not less than $300,000 combined
single limit per occurrence for bodily injury and property damage.
Miami Dade County will not be responsible for any physical damage to
rental vehicles.
All insurance polides required above shall be issued by companies authorized to do
business under the laws of the State of Florida, with the following qualifications:
The company must be rated no less than "A-' as to management, and no less than
"Class VII" as to financial strength by A.M. Best Company, Oldwick, New Jersey, or
its equivalent, subject to the approval of the County Risk Management Division.
or
The company must hold a valid Florida Certificate of Authority a$ 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 Financial Services and are members of
the Florida Guaranty Fund,
CERTIFICATE I-IWLDER MUST READ:
2.5.2 OPTION 2:
MIAMI-Dfi DE COUNT
111 NW 1st STREET
SUITE 2340
MiAMi, FL 33128
For Option 2, County is responsible for third party liability and the first $100 of
applicable physical damage losses, insurance requirements of Section 1, Paragraph
1.21 do not apply to this option.
2.5.2.1 THIRD PARTY LIABILITY:
The County assumes liability and holds the awarded Sidder(s) harmless for all third
party losses that may ensure from any or all County department vehicle rentals
under this contract, subject to the limitations and maximum dollar limits established
by Florida Statue 768.28.
-3-
Apr-01-18 10:33am From -PURCHASING DEPARTMENT 3064181025 T-621 P.004/010 P-041
MIAM1-DADE COUNTY BID NO.: 8809-0119
SECTION 2
SPECIAL COMITMNS.
VEHICLE RENTAL SERVICES
PHYSICAL DAMAGE:
1. The County shall not be responsible for physical damage, including loss of any
rental vehicle in excess of $100.00 per vehicle per occurrence, Furthermore, the
County shall not be responsible for normal wear and tear of the vehicles rented
under this contract.
2. The County will have the first right to Inspect and obtain en independent
appraisal of the damaged vehicle. The awarded Bidder may repair any and all
vehicles at as authorized repair facility, and the awarded Bidder may elect to
deem the vehicle un-repairable pursuant to criteria that is mutually acceptable
and agreed to by both parties,
3. Claims for physical damaga on all vehicles must be submitted to Miami -Dade
County internal Services Department's Risk Management Division at 111 N.W.
lst Street, Suite 2340, Miami, Florida, Attn: Claims Coordinator within ten (10)
days of return of the vehicle to the awarded Bidder. The accompanying invoice
must contain the rental agreement number, vehicle number, date of occurrence,
Police Case 4 as supplied by the investigating officer or the Miami Dade Police
Department/Fleet Management Section, a completed "Standard County
Automobile Accident Report" (See 'Notice of County Motor Vehicle Accident"
form below) and evidence that the vehicle has been repaired or destroyed by
evidence of either (a) or (b) below:
(a) The vehicle has been completely destroyed or has been totaled,
scrapped or salvaged.
(b) The vehicle has bean repaired as documented by the attached paid
repair Invoices. Statements are not acceptable.
Repair estimates will not be paid. Claims submitted more than (60) sixty days
from date of occurrence will not be processed.
- 4 -
Apr-01-16 10:33am F rom-PLIRCHAS I NG DEPARTMENT
IVIIAMI-DAOE COUNTY
3054181925 T-621 P.005/010 F-941
SECTION 4
BID SUBMITTAL FOR
VEHICLE RENTAL SERVICES
BID Na: 8609409
FIRM NANIE:R.DYAL RZNI1 2CR SYSTEMS OF FLORIDA ,
Option 2
1, SLI8'-COMPACT OAR (Ford Fouus, Nissan Versa, Toyota Yaris, etc.). See Section 3,
Paragraph 3.7
Item
Estimated Number
cif Vehtcles
. Number of
Days/week's/months
for the 5-year term
Unit Price
1A
2
1628 dap
$ 1 7* 0 0 per day per vehicle
1B
2
26o woxs
11 9.00
$ par week per vehicle
10
1 .
60 months-
$ 5 10 . 0 0 per Month per vehicle
2. COMPACT CAR 2-D0OR MODEL (Toyota Corolia, Mazda 3, Ford FOcus, etc.). See
Section 3, Paragraph 3.7
Item
Beim eked Number
of 't/hicles
•
Number of
Days/weeks/months
for th er5,yeer feral
•
Unit Price
2
1825 days
$ 1 8
. ° ° per cly per vehicle
2S
2
269 weeks
$ 1 2 6 .
0 0 per wee% per vehicle
2C •
1
60 months
$ 54 0 .
0 0 per month per vehicie
3, C.ONVERTIBLE 2-D00R SEDAN MODEL (Ford Mustang, Chevrolet Camaro, Chevrolet
Corvette, etc.) See Section 3, Paragraph 3.7
Item
88
Estimated Number Number of
of Vehicles Days/weeks/months
for the 5-year term Unit Price
2
I 1828 days 2 4 . 0 0 per clay per vehicle
2 280 weeks $ 1 6$• 0 Oper week per Vehicle
GC
1
00 months
$ 720 . 0 0 per month per vefilde
Apr-01-18 10:13am From -PURCHASING DEPARTMENT S054181025 T-821 P 0O8/O10 F-041
MIAEVII-r ADE COUNTY
SECTION 4
BID SUBMITTAL FOR
VEHICLE RENTAL SERVICES
SIL3 NO.: 8803.Cf18
FIRM NAME: ROYAL RENT —A --OAR SYSTEMS OF FL,ORTU24 7NS-
4_ COMPACT CAR 4-DOOR MODEL (Chrysler 200, Chevy Malibu, Nissan Altirna, etc.).
Sae Section 3, Paragraph 3.7
Item
Estimated Number
of Vehicles
, Number of
I7aysfwecks/months
fnr the 5.year term
• -
Unit Price
4A
2
1825 days
t 21 •50 per day per vehicle
4Q
2
2E10 weeks
$ 151 .2 0 per week per vehicle
40
1
80 months
$ 6 d t} per month per vehicle
5.. MI,D, IZE.2-DO,QR.MpDE(L,tTpygta Gartry',.Nissan-Maxirn4; F,ctM Fuyior tc.): '..': ' ,
Section 3, Paragraph 3.7
Item
.
Estimated Number
of.Vchicles ..
-
Number or
DayNweeks/rmonths
for the 5-year term
,
Unit price '
5A
38
1823days
$ 22.27perday par vehicle
- 5B
38
28% w4¢ks
$ 155. 89 per week per vehicle
5C
32
60 months
668.00 per month per vehicle
6. MID -SIZE 4 DOOR MODEL (Toyota Camry, Oodge Avenger, Ford Fusion, etc.), See
Section 3, Paragraph 3.7
Estimated Number
or Vehicles
38
37
37
Number of
Days/weeks/months
for the 5.yeer terra
'826 days
260 weeks
£O months
•
Unit Price
$ 22.27per day per vehicle
$ 155 a$9per week per vehicle
$ 668 a 00 per month pervehicle j
-17-
AP r-01 -1 8 10: 34am F ram-PURCHA$I NG DEPARTMENT 3054181325 T-821 P 007/010 F-941
IVIIAMI-DADE COUNTY
BID NO.: 8609-0/19
SEC11ON 4
BID SUBMITTAL FOR
VEE-I1CLE RENTAL SERVICES
Film NAME: ROThL RFAT A CAR SYSTEMS OF '11,0RT.DA , INC
7. FULL,SIZE CAR (Ford Taurus, Dodge Charger, etc.). See Section 3, Paragraph 3.7
Item
Estimated Number'
of Vehicles
Nurnber of
Days/weeks/months
for the 5.-yer term
Unit Price . , _______,
7A
, 6
1825 days
$ 23 -. 73 per day per vehicle
7B
. 5
•
260 weeks
.
$ 1 66 . 1 1 per week per vehicle
.
70
. 5
60 months
. .
$ 71 2 0 0 per month per vehicle
8. FULL SIZE LUXURY OAR (Cadillac, Lincoln; etc.) See Section 8, Paragraph,3.7 •
;tern
Estimated Number
of Vehicles
Number of
Days/weeks/men-ths
f Or 4h 5-veer term
Unit Price ,
8A
6
1825 days
27 - 5° per clay per vehicle
88
5
250 works
$ g 2 ..5 0 per week per vahicle
80
6
60 months
$ 82 5 . 0 0 per month per vehicle
9. M1NI-PASSENGER VAN (Seven-Pdssenger)
Item
9A
Estimated Number
of Vehicles
8
Number of
Dayavveeks/months
for the 5-year term
1825 days
'9B
8
280 weeks
Unit Price.:
21 7 3 per day per vehicle
$6-7.1 1. per week per vehicle
. 90
7
60 months
$ 712. 0 0 per month per vehicle
- 18 -
Apr-01-16 10:34am Prom -PURCHASING DEPARTMENT 2654161925 T-621 P,003/010 F-941
M1A1 I-DADR COUNTY
-SECTION 4
BID SUBMITTAL FOR
VEHICLE RENTAL SERVICES
BID NO.: 880$-0/19
FIRM NAM ROYAL RENT A CA?. SYSTEMS OF 'IatJ t:;t1]A., xI7C.
10. STANDARD PASSENGER (Twelve -Passenger)
Item
Estimated Number
e'Vehicles
Number if
D' ys/weeWmonthe
far the 5-yearterm
Unit Price ,____
10A
8
1625 days
2 4.73 per day per vehicle
1013
7 .
260 weeks
' 1 7 3.11 per week per vehicle
IOC
7
60 months
$ 7 42 _ j1 Qpor moot per vehicle
11, UTILITY VEHICLESTWQ WHEEL DRIVE (Explorer, Ford Esdape, Nissan Rogue; etq.) See • -.
Section 3, Paragraph 3.7
!term
Estimated Number
of Vehicles
Nurnbet.of -r
Days/weeks/months
far the 5-year term
Unit Price
11A
10
185 d ye
$ 21 71. per day per vehicle
I1B
•
10
260 weeks
$ 166 1 1 per rrreek per vehicle
11 G
8
60 months
$ 712.0 0 0per month per vehicle
12_ UTILITY VEHICLES FOUR WHEEL DRIVE (Explorer: Escape, Jeep Grand Cherokee, etc.)
See Section 3, Paragraph 3.7
Item
12A
Estimated Number Nun-iber of
of Vehicles Daysfweeks/months
for the 5-year term
10
1825 days
Unit Price
$ 23e73per dayper vehicle
12B
10
260 weeks
$ 155°1
_per week per vehic1a
12C
8
60 months
$ 712.0 Qper month per vehicle
Apr-01-18 10:34am From -PURCHASING DEPARTMENT 3064161025 T-821 P.000/010 F-041
Iv1[ANII-DALE COUNTY
SECTION 4
BID SUBMITTAL FOR
BID NO.; 8809-0/19
'VEHICLE RENTAL SERVICES
FIRM NAME: ROYAL RENT A CAR SYSTEMS OF FLORIDA. 7NC.
13. FULL SIZE UTILITY SUV VEHICLES I VO WHEEL bRIVB (Chevy Tahoe, Ford Expedition,
etc.) See Section 3, Paragraph 3.7
Item
Estimated Number
of Vehicles
Number of
Days/weeks/months
for the 5- ear term
Unik Price
13A
5
1825 days
$ 27.50 per day per vehicle
13B
5
280 weeks
$1:9.22 0`'perweek per vehicie
/30
5
60 months
825.00 per month per vehicle
14, FULL SIZE UTILITY SUV VEHICLES FOUR Wf I L DRIVE (Chevy Tahoe, Ford
Expedition, etc.) See Section 3, Paragraph 3,7
Item
Estimated Number
of Vehloles
, _ Number of
Clays/weeK frr onths
for the 5,,yearterrn
Unit price
14A
5
1825 days
$ 27.50 pei' dey pervehicl
14B
5
280 weeks
$1 92.50 *week pervehigie
14C
5
60 month$
Pg7. 5.00 pr rmbntfi parvehicfe
15, FULL SIZE CARGO VANS (Approximately 3/4 Ton Capacity)
Item
Estimated Number Number of
of Vehicles •Deys/weeke/mohths
for the 5-year terra
Unit Price
16A
8 1825 clays •
$ 17.0 0 per day per vehicle
15B
a
20 weeks
$119 .00 per week pervehlole
15C
8
60 months
T510.00 per month pervehIo(e
-20-
Apr-01-10 10:14am From -PURCHASING DEPARTMENT 3064181925 T-821 P.010/010 F-041
MIAMI-DADB COUNTY
SECTION 4
1311D SUBMITTAL FOR
VEHICLE' RENTAL, SERVICES
131D NO.; 8809-0/19
F1R NAME ROYAL RENT A cAR SYSTEMS OF FLORIDA, INC -
15. MINI -CARGO VANS (Approximately 1/2.Ton Capacity)
Item
Estimated Number
of Vehloles
Number of
paysAvestmonths
forte 6-year terra
Unit Price
16A
8
18'25 days
.
1 6 70 per day per vehicle
1%3
7
260 weeks .
$11 6 ^9 ° per week par vehicle
16C
7
60 months
$55 01 c;', 0 0 per month per vehicle
17. STANDARD PASSENGER (Firteen-Passenger)
. . .
Item
Estimate4 gumber.
of Vehioles
' Number of
DayslwealcsImonths
for the 5, ear torm
Unit'Price
17A
6
.
1825 days
..4- • 3 per day per vehible . .
1713
6
280 vveeks
$ 1 7 3.1 1 per week peryahlole
170
21
60 months
7 4.2 . C_) 0 per month per Vehicle
170*
70
1$ months
q 742 ..0 0 per month per vehlota
*Vans for item 4 17D above are rented for approximately three months every year during the
summer,
18. EXTRA -CAB la TON FULL-SIZED PICK-UP TRUCKS (FORD r-iso, CHEVROLET 1500,
DODGE1500) See Sectiori 3, Paragraph 3.7
Number of
Daysfweeksfrn onths
for the 5- ear term Unit Price
1825 days
$ 23 . 73 per day per v6hiole
25 250 weeks $ 1 66..11 per week pervehicle
60 months
- 21 -
$ 71 2 . Ogper month per vehicle