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HomeMy WebLinkAboutBack-Up DocumentCITY OF MI.AMi. FLO INTER -OFFICE MEMORANDU rp • Annie Perez Director Procurement Department Ifo Llanes Chief of Police/ f.VW�1 2']17 Request to Increase Funding for Helicopter Fuel RE E =NCE3 eNCLC _R_$_ F LE The Department of Police is respectfully requesting an increase in funding for fueling the helicopter with an allotted amount of $62,000 instead of the $40,000, currently. The adopted budget amount for fiscal year 2016-2017 is $71,000 under Police General Fund Account Code No. 00001.191501.552010, which allows us flexibility for any unforeseen increases. Pursuant to Resolution No. 13-0246, adopted on June 27, 2013, the City Commission authorized the execution of a Government Account Holder Application Agreement with Kropp Holding, Inc., to purchase fuel for the City's helicopter, at the Department of Defense, DLA's contractual price in an amount not to exceed $40,000. In December of 2016. the Miami Police Department took delivery of an Airbus AS350B2 Helicopter to replace the aging Airbus EC120-B. The new helicopter has enhanced the Department's ability to react to tactical situations by increasing our lift capability; however, this capability also increased our average per hour/gallon fuel burn from 29 gallons to 40 gallons per hour. The $40,000 allocated is simply insufficient to maintain current operational tempo and we are projecting that we will exceed that amount before the end of this fiscal year. It is imperative that the police helicopter be fuel -efficient at all times in order to provide access to public service for the community in which it serves. Should you require any further information regarding this request, please do not hesitate to contact me. Thank you for your consideration regarding this request. RL:RLP:XWMC:jms Attachments (City of i ax�ri CONTRACT AWARD Procurement V eya rtmen t SOLE SOURCE NO.: DESCRIPTION: TERM OF CONTRACT: CONTRACT PERIOD: COMMODITY CODE: 12-13-071 AVIATION FUEL FOR A PERIOD OF TWO (2) YEARS SEPTEMBER 10, 2016 THROUGH SEPTEMBER 9, 2017 40509-00 SECTION #1 — VENDOR AWARD Kropp Holdings, Inc. 8650 College Boulevard Overland Park, KS 66210 Contact: Alyshia Waylan Direct: (866) 308-3811 Email: custcmer-support(Waircardsys.com SECTION #2 — AWARD/BACKGROUND INFORMATION/APPLICABLE ORDINANCES/NOTES DIRECTORS APPROVAL DATE: JUNE 27, 2013 RESOLUTION NO: 13-0246 ANNUAL CONTRACT AMOUNT: S40,000 AMENDED AMOUNT: N/A INSURANCE REQUIREMENTS: N/A PERFORMANCE BOND: N/A APPLICABLE ORDINANCES: NIA Notes: CONTRACT PERIOD: SEPTEMBER 10, 2016 THROUGH SEPTEMBER 9, 2017 SECTION #3 — REQUESTING DEPARTMENT CITY OF MIAMI, DEPARTMENT OF PROCUREMENT Contract Administrator: Eduardo Falcon Phone: (305) 416-1901 SECTION #4 — PROCURING AGENCY CITY OF MIAMI, DEPARTMENT OF PROCUREMENT Buyer: Eduardo Falcon Phone: (305) 416-1901 Fax: (305) 400-5390 Prepared By: Aimee Gandarilla, 5/22/17 A CONTRACT AWARD SHEET INSTRUCTIONAL GUIDE TO ASSIST YOU WITH THE INFORMATION CONTAINED HEREIN IS AVAILABLE IN THE (SUPPLIER INFORMATION SECTION OF OUR WEBPAGE AT: www.miamigov.com/procurement Government Account Holder Application Agreement THIS fr s IKI-ii), a ccrapary rezistered and ex istint : •: :(1 on the registratian form (Account Helder,. Instant Acceptance at More Merchants Worldwide Designed specifically for aviation fuel and aviation related prod acts, K , ::: • • 1..cepred a: designated Fixed Base Operators (FBOs) or other service providers to pay for agreed tip,,!: ‘[. --2,1 fuel related 5ervkles. Fuel, product and service availability is dependent upon the individual merchant. Usaza of the card by the. Account Holder or authorized representative indicate.s ef the terms and conditions outlined, Which raay be =ended in a- :'•' the terms hereof, and constitutes :h Isr-craerit This includes the retention or use of the card by the Accounr : tinder its control. The Arcot,nt )I2f7' reszonsible for unauthorized use ef the cad prior to the Acc,=..... inz KHI. Transacr • • c-- Zard being reported as lost or stolen continue to be processe.a by KHI and are. the responsibility of :lit' In the even: of or def.! under the terms of this A A unt Holder acknowledges and aerees, KHI may invoke any 7., ar.ailable to it allowah'e s: 71: The. Account Holder shall also be liable to KM for all c - - ed by. KHI in connection there,o. :ate. charzes and reasonable attorney fees. The Account I -I= • -l-e Support Team immediately vh: rJ number or web account login and passrAerds in their possession ar:t. io5t or transferred to another person or err ACCOUNT HOLDER AGREES TO,TILAT: 1. Kl-II .rely at 1-Sr:45-338-3311 if card, account numbers, or web access has been compromised. The cards are rcilzned to KM at any time upon request. 2, Notify there ate atly disputes retail -dine tax. issues or exemption thereof bottken the deli \ err of Lei or sew ir.. Holder. KEI records the issue and forwards information to the merchant for review and potential : nt.ta party to these issues ar:d has no le:toautlioritY to resolve dlsputes between the Account Holder 3. Notify KW ere are any disputes rezarding. fuel, non -fuel, ancillary service, or other fees between the supplier of pro==.: ef hardline or any other related eharzes) and the Account Fielder. KHI records the issue and forwaT:. `,. inerchar,t for re. inv and potential res:o.lution. KHI is not a party to these issues and has no legal authority to the. Account Holder and merchant, 4. Disclose and inform KHI of any sp.:= fornts, terms or conditions that are applicable in doing business with. the Account Holder. Provide forms cr ooar additional materials needed for KHI, as a vendor, to complete, 5. It shall be liable for all amounts charged to Account Helder including without limitation, all purchases. fees, taxes, late charges, and other charges or amounts due and mine to KM by Account Holder, 6. All communications between KHI and Account Hold -en includine but not limited to telephone calls and e-mails, may be monitored for quality conlol and to insure compliance with all applicable laws and regulations. P.AYMENT TERMS Government Credit Terms —Net 30 Days Your billina cycle WT. be weekly or as otherwise agreed and your payment is J . •53 days of the billine invoice date. In consideration for the services provided by KHI hereunder and only with respect i,. - .-urchases made by Account Holder at Defense Logistics Agency into -plane fueling contracted locations, Account Holder :. an administration fee equal to 2.95a of the gross amount of all purchases made a: such locations. Invoices outs`ixtding more than 30 days are considered delinquent. In addition, if your account becomes delinquent, KHI may charge 18% per annum (compounded monthly) or the maximum amount allowe.d by law, "ivhichever is less_ KHI may require immediate and full payment of all outstanding amounts, as Kropp Holdines, Inc. Account Holder Application Agreement Pa22, 1 version 1.0 04,13 :tillcard __eolith. In addition. KHI is entitled to offset ....:t'. 72-, e u a, art,.' claims it : ' of ail ether charges due to KHI ,. _.. . ..:1 r !thou-. are _ --. :.. 2. s in L.S. Dollars or other a _-: e I.' :: I .._ 1' r. .... r..._...ent and shall _: ,,.calls of EFT 14I: , 1•' . ..._ .. : EFT {.NCH . - es cac check sl-..:1: r,._.. nee the i.. .,: ..'�~..... . r :able to Kropp Ho .::n__, I::c. I: d': :,Ito s a nen-business day and banks arc closed. day before :he due date. I: your L-,.:.. r.:i:.:t Office fails to r.or.or pa, mcnt to KHI, Stu irre i :d pay KI•II's ra:urnec'_ f.anda fee _: $50.0.7. .APPLICABLE LAW loll _ e i and construed in accordance v,'it the 1:•.+s o: the rate of'fe us as go,-er neJ disputes in connection with this A, .risen: or Me Te : Sale .,.a'! ee .. _ :: - _ :,:rile of Texas, United States, I ..,.._ii;: that I am n _horzed to arid bind the above company into this Agreement. to be executed cn the da_• and year first written above, MISCELLANEOUS a:: KHI shall _e I ..' c .., }-:- direct or,.en,__ e other p t.—. Please n ..;,atKl-l:.-. -. __ _•iccesstot the - ..... , ..... :is baf. services or `oocis oina:: d (roci the fueling or 1'.17me. :2,'_11:3nts. : (701 _ ._ ....:A count IIJr. irr Agreement and re_ , anticipated sa;'. . s. firs contractual ohI'gatien cr c•. tart . Li"e neither se:I nor ;; arrort t.._ In :.._ oo.• ... on an in'' re. Acc...nt Holder shall pay the fall amount due under the Ir;voice, including the a,. _..... - a:..! .!_...ii:' in wrii1n4 di:pilled item on the Invoice, ar,d Account Holder will then discuss re ' 3 zd is In the ever.: :es that Account Holder is not re_rnnsibie for the dispute item, %:l-il ,....st notify KHI in writing of . ! tern on its bill..= st.terr.ent '... ? ,"= ::: L. .�:....: t H. '..:.'.T. Account klokdcr .,,. ❑ tho d:l;e of the invoice, or it will be deemed undisputed and acc.eprod Account Holder. the purr::. • ' _ .i services which KHI from ti - e _•, :count Holder may be cbtaireJ ,_ i. 11 .tas the •1', r.'_:..:•:):I for any particular transaction, tier,.,...o..r:e, if atransaction results in :he A.2 _, edit 1 Holder is in breach of this A non:. or IvI-Il (or the. systems we use) EI' ,erves the ri2ht to terminate or suspend th ,any . _ the right to use er all of :Icacant :i . .i;: c'h r r, a: and remedies available to it under the law nr in equity, the whole of the -.•--r:10 -'hall be due and pa2.'abie to Avcard upon demand. Furthermore. Acc i..: ! i I- acknev,-.eicos and aar,e: :- KHI :r.a_,• also invoke any and ail statutory or equitable lien rights or those of any pa ^ rl::':_'..:.'.• ..:n conrec; .ti .th t forcernent of KHI's right to payment under this Agreement, and authorizes hilt! :o tic:. .:. _ -:e of the oldest unpaid amount, aircraft title search fees, fling foes and attorney fees, again_:.1:' 1 ;-_:` 1,2 incurred and made to Account Holder's cards). If any amounts remain t:.paid, KHI may in '::. _ .. ;it a_..: ... _ . .... Holder to enforce the lien and collect any amounts past due. Account Helder shall be liable to MI: 7 .:,gists AmJ exre;: . ,flies;, and litigation including, but not limited to, late charges, penalties, court and discovery costs and. c: :r co-ts ir. ter: =.. Ki-II in enforcing its rights hereunder. Kl-: may assign this Area.._'-.: .. _. and a. a ,J ik:iaaticns hereunder'.Aithous prior notice to Account 1-loIJ_r. Account Holder may not assign or this or any rtuhts er obligations hereunder, by merger, or law, or other.vise, without the prior written consent of KHI. Kropp Holdings. Inc, Account Helder AppIi:atian .Agreement Pa_e, 2 version 1.0 04;13 In its sole discretion, It.I-H may lower the Account Holder's credit limit. Generally, KHI will erd2.i. C,r to _ = ::.:.r.:C.,L::t Holder ad\ ance notice of the reduction, but there rna, be instances where a reduction is made by KHI t+. .. • •!: • kccount Holder in advance. Failure. by KHI t0 enforce any of its o; .sti:Ltd a 'A a:fir of such r;_ .. .. tta:t'er o: any o: to provisions of this _._.','e un.ess it is in writing, '., _ti.n.; 7.`te71 w ait er sha:l oni;\ be applicable to the sp . ific ins :u .:1 it relates and shall not be Jeer:led to be a t r...:.. ,_........ waiver. Notices or other communications shall be sent to K1:1 is ft:: ,d0 College Boulevard, Overland Park. KS 66210, Attention: Customer Sen•ice, via certified or registered mail, 0 . ..-..':'. telefi\, or telegram except that any return of ca is must be made by certified mail, returned receipt requested. For .; . _.. .._ ._.: 1-S66-30S-38i I. This .\greerrent be amanded from time to time bs KR] and the amecdment wit; become effect \ e upon a ri:.en notice from KHI to .Accourt Holder. SIGNED for and on behaif of [Account Holder —G ' overnment Emity Name] Bv: 9/ Nair r:tle: ?RAVE) 1 C-71tt.) m a rtial a..� Kropp Holdings, Inc. .A ouitt Holder Application Agreement Pate, 3 version 1.0 04-13 J C Ileye Boulevard ] Overland Park, lames 66210 USA l www.KHInc.com Registration Details Government Entity Account Holder: City of Miami Address: Finance Department Address: 444 SW 2:-:d Avenue, 6th Floor City, Postal Code: Miami, FL 33130 Country, Phone: vqa, `105 415-132A Is above also billing address ❑ Yes `a No (Provide on a separate sheet) Billing Details Billing Address: Budget Unit, 400 NW 2nd '--___lie, Mimi, FL 33123 Billing Preference: ya Email 0 Fax :r Mail ❑ File Transfer (Custom) Name, Email Address/Fax: Payment Details Nilzeth Martinez, nilzeth.tartinez2miaai-police,or; 3_{: 305 ] 3-6634 Phone: 305 673-6189 Name, Phcne;Fax: Nilzeth Martinez, P: 305--603-6139 F: 303 579-6634 Aircraft Details *Required Fields Type* Tail Number* Registration Number Unit Number Number of Cards Home Base: Name or ICAO Aircraft 1 aurocoater C1 Z0 B N380M2 N380_ _ AIR 1 2 KOPF Aircraft 2 Aircraft 3 Aircraft 4 Aircraft 5 Aircraft 6 Any Aircraft Any List additional aircraft if needed separately. Mailing Address for Cards / Physical Address for Overnight Service Office 1 Name! Title / Rank: Sgt, R. Borr,,o _ .- _`.:-_ Police Dept. Address: Attn: Aviation Detail Address: 400 NW 2nd Avenue City, Postal Code: Miami. FL 13123 Country, Phone: USA., 305-9g-81.52 Account Holder and aircraft usage is governed the Account Holder Application Agreement Terms & Conditions). Contact KHI at 1-836-308-3811. Kropp Holdings, Inc. Account Holder Application Agreement Page. 4 vers[on 1004113 DLA Energy Introduces The Aviation Into -plane Reimbursement Card Aviation Into -plane Reimbursement Commercial Use Only N12345 USIA 12/14 Commercial Aviation into -Plane Reimbursement Card Eligible Users: The Canadian Government, State and Local La;v Enforcement Agencies, and other approved first responder aviation units are eligible for a commercial aviation into -plane reimbursement card. Card Issuer: Kropp Holdings, Inc. (KHI) is responsible for issuing the commercial card to DLA Energy approved customers that meet KHI's credit standards. Purchase Options: The commercial card allows for the purchase of commercial aviation fuel and ancillary services at airports where there is a DLA Energy into -plane contract or KHI card accepting merchant. Pricing: The commercial cardholder will be charged the contract into -plane price when contract fuel is purchased as well as a KHI processing fee. At locations without a contract, fuel and ancillary stir .'icc;, purchased using the commercial card will be charged the price annotated on the receipt. Payment: The commercial cardholder is liable for all payments for all purchases, including but not limited to fuel and ancillary services, using the commercial card. Disputes: All disputes shall be submitted directly to KHI. This is strictly a commercial account and as such all handling of the account shall be the responsibility of the account holder and KHI. Agreement: The agreement on the use of the commercial card is solely between the commercial cardholder and KHI. The use of the commercial card is governed by the standard KHI terms and conditions. Liability; DLA ENERGY is not a party to the commercial card agreement between the commercial card holder and KHI. DLA Energy assumes no responsibility or liability for payment of commercial cardholder accounts, DLA Energy does not warrant the goods or services obtained by the commercial cardholder from► the aviation merchants. DLA Energy is not responsible for pricing and does not warrant the accuracy of the pricing under commercial card. Defense Logistics Agency Energy Commercial Aviation Into -Plane Reimbursement Card Initial Account Request Instructions: Enter the required information and errail the completed card request to Aircard dia.rn il. The submission of this account request is a mandatory requirement to initiate the cormercial card process. Following approval by the AIR Card Program Management Office, the application wiii be provided to the commercial charge card provider. The CCP will provide a commercial charge card application for you to fill out. If you choose to submit the application, and the CCP approves yo:.Jr application, a commercial card account will be opened. �rern .tin rc�ly t First Name Last Name Email address Agency 2 Phone Number Address 't 1C3l�t-14 C.t/ State 331 C Zip Cce Country ppicant Signature Ds:a F}u L 42�, mot H c Superyi or Na SupeYvisor(Signature C '� ZjL)13 Kropp Holdings, Inc. Government Account Holder Application Agreement CITY OF MIAMI, a Florida Municipal Corporation Bv: _ fartir „Cin \E na2er Date: 91 +7' 13 Attest: r I B Tca r d,:l �1.1�illc?n- ClerkCity i Date: P/ /I Approved as to Form and Correctness: Julie O. B', Cit]; Attorney K=,1 Date: / / Approved as to Insura. Requirements: Bv: Calvin Ellis, kis Management Date: