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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #2027 Date: 03/27/2017 Commission Meeting Date: 04/27/2017 Requesting Department: Department of Procurement Sponsored By: District Impacted: All Type: Resolution Subject: Appr. Emergency Procurement - Lease of Police Motorcycles 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 Rossmeyer Daytona Motorcycles, Inc., DBA Bruce Rossmeyer's Daytona Harley-Davidson (Rossmeyer) for the emergency procurement of a 48 month lease of twenty-five (25) Harley-Davidson model # FLHTP and associated original equipment manufacturer (OEM) parts purchase for the Miami Police Department (Police) at an estimated annual amount of $166,500.00 for the motorcycle lease for Police. The cost of the related parts will be on an as needed basis, and General Administration Services (GSA) will be responsible for these purchases. Background of Item: The City of Miami (City) issued Invitation for Bid (IFB) 437315, Leasing of Traffic Law Enforcement Motorcycles, on July 22, 2014. One responsive and responsible bid was received. Pursuant to Resolution 14-0389, the City Manager executed a Lease Agreement with Peterson's Harley Davidson of Miami, LLC (Peterson's) for the lease of twenty-five (25) Harley Davidson Motorcycles for the City's Police Department, Motorcycle Division (Police). The initial lease period was for twenty-four (24) months, with the option to renew for one (1) additional twenty-four (24) month period. Prior to contract expiration on November 30, 2016, Peterson's was contacted regarding the City's intent to exercise the option to renew. In the company's acknowledgement of the City's intent to exercise the option to renew, Peterson's responded with a request to increase the monthly lease amounts, and to add a mileage cap. Although the IFB and the Lease Agreement did not allow for an escalation of price, in a good faith effort, Peterson's was contacted by the City's Procurement Department (Procurement) to discuss the company's request. On December 20, 2016, after a lengthy discussion regarding Peterson's request, the City was unable to negotiate a favorable agreement regarding the price, for the option to renew period. The City's Police Motorcycle Division is unique; motorcycles are used for police escorts, patrolling, parades, etc., in addition to being the Officer's only mode of transportation. This tends to increase the average mileage, as well as, wear and tear on the motorcycles. Market research was conducted by Procurement staff to source the industry and to locate a comparable contract that was accessible for these services. None of the eight (8) municipalities contacted met the City's needs. Procurement met with General Services Administration (GSA) and Police to explore the possibility of purchasing the motorcycles via the Florida Sheriffs Association contract, with GSA maintaining the motorcycles over the long term. This was not a viable solution, primarily due to the wear and tear of the motorcycles, and currently, GSA does not have enough qualified mechanics to service the motorcycles. In the interim, Procurement reached out to two (2) other Harley Davidson dealers to request quotes for leasing of the motorcycles. One (1) of the two (2) dealers, Bruce Rossmeyer's Harley Davidson (Rossmeyer's) submitted a quote that would allow the City to perform routine maintenance on the motorcycles, and purchase replacement parts at twenty percent (20%) above cost (plus shipping). This option will help to expedite maintenance, shorten downtime/travel time for the repairs, and lower overall cost to the City. As needed, GSA will commit a dedicated staff for routine maintenance. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $166,500.00 (estimated annual amount) General Account No:As required by Department Department of Procurement Office of Management and Budget Office of Management and Budget City Manager's Office City Manager's Office Legislative Division Office of the City Attorney Office of the City Attorney City Commission Office of the Mayor Office of the City Clerk Reviewed B Annie Perez Jacques Joseph Christopher M Rose Fernando Casamayor Daniel J. Alfonso Valentin J Alvarez Barnaby L. Min Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office Department Head Review Budget Analyst Review Budget Review Assistant City Manager Review City Manager Review Legislative Division Review Deputy City Attorney Review Approved Form and Correctness Meeting Completed Completed Completed Completed Completed Completed Completed Completed Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed 03/28/2017 7:55 AM 03/31/2017 7:33 PM 04/04/2017 11:59 AM 04/04/2017 12:15 PM 04/04/2017 3:14 PM 04/14/2017 11:34 AM 04/14/2017 11:44 AM 04/17/2017 1:42 PM 04/27/2017 9:00 AM 05/02/2017 6:06 PM 05/02/2017 6:28 PM City of Miami Legislation Resolution Enactment Number: R-17-0198 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 2027 Final Action Date:4/27/2017 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5) AFFIRMATIVE VOTE, RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S EMERGENCY FINDING, ATTACHED AND INCORPORATED AS ATTACHMENT "A", THAT IT IS MOST ADVANTAGEOUS FOR THE CITY OF MIAMI TO WAIVE THE COMPETITIVE SEALED BIDDING PROCEDURES, PURSUANT TO SECTION 18-90 OF THE CODE OF THE CITY OF MIAMI, FLORIDA; RETROACTIVELY APPROVING TO THE EFFECTIVE DATE OF THE MOTORCYCLE LEASE AGREEMENT ("LEASE"), ATTACHED AND INCORPORATED, THE SELECTION OF ROSSMEYER DAYTONA MOTORCYCLES, INC. DBA BRUCE ROSSMEYER'S DAYTONA HARLEY-DAVIDSON FOR A FORTY- EIGHT (48) MONTH LEASE OF POLICE MOTORCYCLES AT AN ANNUAL ESTIMATED AMOUNT OF ONE HUNDRED SIXTY-SIX THOUSAND FIVE HUNDRED DOLLARS ($166,500.00) FOR THE MIAMI POLICE DEPARTMENT; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS AND MODIFICATIONS TO THE LEASE, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") issued Invitation for Bid ("IFB") No. 437315, Leasing of Traffic Law Enforcement Motorcycles, on July 22, 2014; and WHEREAS, pursuant to Resolution No. 14-0389, the City Manager executed a Lease Agreement with Peterson's Harley-Davidson of Miami, LLC ("Peterson's") for the lease of twenty-five (25) Harley-Davidson Motorcycles for the Miami Police Department ("MPD"); and WHEREAS, the City was not able to negotiate a favorable agreement regarding the price for the option to renew period with Peterson's; and WHEREAS, the City reached out to two (2) other Harley-Davidson dealers to request quotes for the leasing of motorcycles for the MPD; and WHEREAS, one (1) of the two (2) dealers, Rossmeyer Daytona Motorcycles, Inc. dba Bruce Rossmeyer's Daytona Harley-Davidson ("Rossmeyer"), submitted a quote that would allow the City to perform routine maintenance on the motorcycles and purchase replacement parts at twenty percent (20%) above cost, plus shipping; and WHEREAS, this option, along with the assignment of a dedicated staff person for routine maintenance appointed by the General Services Administration, will help expedite maintenance, shorten downtime/travel time for repairs, and lower overall cost to the City; and WHEREAS, the MPD requires the procurement of twenty-five (25) police motorcycles; and WHEREAS, the City Manager, pursuant to Section 18-90 of the Code of the City of Miami, Florida, as amended ("City Code"), approved a bid waiver for the provision of leasing motorcycles; and WHEREAS, the City entered a forty-eight (48) month Motorcycle Lease Agreement ("Lease") with Rossmeyer; 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. By a four -fifths (4/5ths) affirmative vote, the City Manager's emergency finding, attached and incorporated in Attachment "A", that it is most advantageous for the City to waive the competitive sealed bidding procedures, pursuant to Section 18-90 of the City Code, and retroactively approve to the effective date of the Lease, attached and incorporated, the selection of Rossmeyer Daytona Motorcycles, Inc. dba Bruce Rossmeyer's Daytona Harley- Davidson for a forty-eight (48) month lease of police motorcycles at an annual estimated amount of one hundred sixty-six thousand five hundred dollars ($166,500.00) for the MPD, is ratified, approved, and confirmed. Section 3. The City Manager is further authorized' to negotiate and execute all necessary documents, including any amendments and modifications to the Lease, in a form acceptable to the City Attorney, for said purpose. Section 4. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: 1 The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney including but not limited to those prescribed by applicable City Charter and City Code provisions. 2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission.