HomeMy WebLinkAboutSummary FormDate: 5/23/2016
AGENDA ITEM SUMMARY FORM
FILE ID: 16-00771
Requesting Department: Procurement
Commission Meeting Date: 6/23/2016 District Impacted: ALL
Type: // Resolution ❑ Ordinance n Emergency Ordinance ❑ Discussion Item
❑ Other
Law Department
Matter ID No.
Subject: A Resolution ratifying, confirming and approving the City Manager's finding of an emergency,
waiving competitively sealed bidding procedures, and retroactively approving the selection of Royal Rent
A Car Systems of Florida, Inc. for the provision of rental of vehicles citywide.
Purpose of Item:
It is respectfully recommended that the Miami City Commission adopt the attached resolution, by a
four -fifths (4/5ths) affirmative vote, ratifying, confirming and approving the City Manager's written
finding of an emergency, waiving competitive sealed bidding procedures, and retroactively approving
the selection of Royal Rent A Car Systems of Florida, Inc. for the provision of rental of vehicles
citywide, for a period not to exceed ninety (90) days.
Background Information:
Please see attached.
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
General Account No: As required by the departments.
Special Revenue Account No:
CITP Project No: N/A
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost: N/A
Maintenance Cost: N/A
Total Fiscal Impact: approximately $250,000 from 4/4/2016 to 7/4/2016
Final Approvals
(SIGN AND DATE)
CITP N/A Budget
If rising or receiving capital funds
Grants N/A Risk Management N/A
Procurement ® Dept. Director
Chief ,�' , City Manager
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Background Information
On September 21, 2015, the Procurement Department ("Procurement") issued an Invitation for Bid (IFB
No. 5223 82) for rental of vehicles citywide. As required by the Procurement Code, the IFB was advertised
and issued online. On October 7, 2015, at the bid opening, one (1) bid was submitted by Enterprise
Leasing Company of Florida, LLC ("Enterprise").
On March 18, 2016, Enterprise notified the City in writing that Enterprise was withdrawing their bid,
submitted in response to IFB No. 522382, dated October 5, 2015. The contract extension with Enterprise
under a previous contract, expired April 30, 2016. As a result, the City needed to procure rental car
services as an emergency procurement in order to ensure continuity of services once all City rental vehicles
from Enterprise were returned by April 30, 2016.
Although these services are for citywide use by the City's Parks, Police, and Fire departments, the primary
user agency is the Police Department. As such, it was imperative to secure a new rental of vehicles
provider immediately in order to avoid undercover police work being comprised, as well as the undercover
officers.
Procurement has prepared a companion item for City Commission's approval, for the June 23, 2016
meeting, to access the competitively procured Miami -Dade County ("County") Contract No. 8809-0/19
for Vehicle Rental Services. Royal Rent A Car Systems of Florida, Inc., the Primary vendor under the
County's contract, has been selected for the emergency procurement in order to facilitate a bridge contract
and ensure a seamless transition when the item is approved by the City Commission. The estimated
amount for rental of vehicles for the ninety day (90) day period is $250,000.
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