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Enterprise Leasing Company m MIAMI BEACH CITY OF MIAMI BEACH CERTIFICATION OF CONTRACT TITLE: Rental/Lease of Vehicles for the City of Miami Beach CONTRACT NO.: 51-08/09 EFFECTNE DATE(S): This contract shall remain in effect for a period of two (2) years from date of contract execution by the Mayor and City Clerk, and may be renewed by mutual agreement for two (2) additional years provided /~ pricing remains the same. SUPERSEDES: ~ 23-03/04 CONTRACTOR(S): Enterprise Leasing Company ESTIMATED ANNUAL CONTRACT AMOUNT: $229,320 A. AUTHORITY -Upon affirmative action taken by the Mayor and City Commission of the City of Miami Beach, Florida, on December 9, 2009, for approval to award contracts, upon execution between the City of Miami Beach Florida and Contractor(s). B. EFFECT -This Contract is entered into to provide rentaUlease of vehicles for the City o Miami Beach, pursuant to City Invitation to Bid (ITB) No. 51-08/09 and any addenda thereto, and Contractor's bid in response thereto (this Contract, the ITB, and Contractor's bid in response thereto may hereinafter collectively be referred to as the "Contract Documents"). C. ORDERING INSTRUCTIONS -All blanket purchase orders shall be issued in accordance with the City of Miami Beach Procurement Division policies and procedures, at the prices indicated, exclusive of all Federal, State and local taxes. All blanket purchase orders shall show the City of Miami Beach Contract Number 51- 08/09. D. CONTRACTOR PERFORMANCE -City of Miami Beach departments shall report any failure of Contractor for the rental/lease of Vehicles for the City of Miami Beach according to the requirements of the Contract Documents to Raymond Martinez, City of Miami Beach, Assistant Chief of Police at 305-673-7000 ext. 3202. E. INSURANCE CERTIFICATE(S) - N/A 'v' ~ ` ! ~~~/ i Certification of Contract F. ASSIGNMENT AND PERFORMANCE -Neither this Contract nor any interest herein shall be assigned, transferred, or encumbered by either party without the prior written consent of the City. In addition, Contractor shall not subcontract delivery of supplies, or any portion of work, and/or services required by the Contract Documents without the prior written consent of the City. Contractor warrants and represents that all persons providing/performing any supplies, work, and/or services required by the Contract Documents have the knowledge and skills, either by training, experience, education, or a combination thereof, to adequately and competently provide/perform same, to City's satisfaction, for the agreed compensation. Contractor shall provide/perform the supplies, work, and/or services required under the Contract Documents in a skillful and respectable manner. The quality of the Contractor's performance and all interim and final product(s) provided to or on behalf of City shall meet the City's cleanliness standards for City facilities and pazking garages. G. SERVICE EXCELLENCE STANDARDS -Excellent Customer Service is the standard of the City of Miami Beach. As a Contractor of the City, Contractor will be required to conduct itself in a professional, courteous and ethical manner, and at all times and adhere to the City's Service Excellence standards. Training will be provided by the City's Organizational Development and Training Specialist. H. PUBLIC ENTITY CRIMES - In accordance with the Public Crimes Act, Section 287.133, Florida Statutes, a person or affiliate who is a contractor, consultant or other provider, who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to the City, may not submit a bid on a contract with the City for the construction or repair of a public building or public work, may not submit bids on leases of real property to the City, may not be awazded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with the City, and may not transact any business with the City in excess of the threshold amount provided in Section 287.017, Florida Statutes, for category two purchases for a period of 36 months from the date of being placed on the convicted vendor list. Violation of this section by Contractor shall result in cancellation of the Contract and may result in Contractor debarment. INDEPENDENT CONTRACTOR -Contractor is an independent contractor under this Contract. Supplies, work, and/or services, provided by Contractor pursuant to the Contract Documents shall be subject to the supervision of Contractor. In providing such supplies, work, and/or services, neither Contractor nor its agents shall act as officers, employees, or agents of the City. This Contract shall not constitute or make the parties a partnership orjoint venture. THIRD PARTY BENEFICIARIES -Neither Contractor nor City intends to directly or substantially benefit a third party by this Contract and/or the Contract Documents. Therefore, the parties agree that there are no third party beneficiaries to this Contract and that no third party shall be entitled to assert a claim against either of them based upon this Contract and/or the Contract Documents. Certification of Contract The parties expressly acknowledge that it is not their intent to create any rights or obligations in any third person or entity under this Contract and/or the Contract Documents. K. NOTICES -Whenever either party desires to give notice to the other, such notice must be in writing, sent by certified United States Mail, postage prepaid, return receipt requested, or by hand-delivery with a request for a written receipt of acknowledgment of delivery, addressed to the party for whom it is intended at the place last specified. The place for giving notice shall remain the same as set forth herein until changed in writing in the manner provided in this section. For the present, the parties designate the following: For City: Gus Lopez, Procurement Director City of Miami Beach Procurement Division 1700 Convention Ceuter Drive Miami Beach, Florida 33139 With copies to: Raymond Martinez, Assistant Chief of Police City of Miami Beach Miami Beac4 Police Deaartment 1700 Washineton Aveuue Miami Beach, Florida 33139 For Contractor: Enterprise Leasint=. Company of Florida, LLC 11945 S.W. Terrace Miami, Florida 33186 Attn: Martvna Baeinska, Sales Executive Phone: 786-507-7007 Fax: 954-364-7017 Email: martyna.a.baainska(a,erac.com L. MATERIALITY AND WANER OF BREACH -City and Contractor agree that each requirement, duty, and obligation set forth in the Contract Documents is substantial and important to the formation of this Contract and, therefore, is a material term hereof. City's failure to enforce any provision of the Contract Documents shall not be deemed a waiver of such provision or modification of this Contract. A waiver of any breach of a provision of this Contract shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Contract. provision of this Contract shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Contract. M. SEVERANCE - In the event a portion of this Contract and/or the Contract Documents is found by a court of competent jurisdiction to be invalid, the remaining provisions shall continue to be effective unless City or Contractor elects to terminate this Contract. An election to terminate this Contract based upon this provision shall be made within seven (7) days after the finding by the court becomes final. N. APPLICABLE LAW AND VENUE - Tlvs Contract and/or the Contract Documents shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Contract, Contractor and City hereby expressly waive any rights either party may Gave to a trial by jury of any civil litigation related to, or arising out of the Contract and/or the Contract Documents. Contractor, shall specifically bind all subcontractors to the provisions of this Contract and the Contract Documents. O. AMENDMENTS - No modification, amendment, or alteration in the terms or conditions contained herein, or in the Contract Documents, shall be effective unless contained in a written document prepazed with the same or similar formality as this Contract and executed by the City and Contractor. P. This Contract shall not be effective until all bonds and insurances) required under the Contract Documents have been submitted to, and approved by, the City's Risk Manager. Q. The ITB and all addenda issued, and Contractor's bid in response thereto, are attached to this Contract and are hereby adopted by reference and incorporated herein as if fully set forth in this Contract. Accordingly, Contractor agrees to abide by and be bound by any and all of the documents incorporated by the Contract Documents. Where there is a conflict between any provision set forth within (i) this Contract; (ii) the ITB; (iii) Contractor's bid in response thereto, the more stringent provision (as enforced by the City) shall prevail. R. Exhibit A, List of all vehicles that will be made available to the City, is herein incorporated as an attachment. 4 Certification of Contract IN WITNESS WHEREOF the City and Contractor have caused th's Certification of Contract to be signed and attested on this ~l`~ day of , 20~, by their respective duly authorized representatives. 2ocq CONTRACTOR By~ President/ Signatu CITY OF MIAMI BEACH ey ~~ ay r 5 ~ Print Name ~' 2lc' 20~~ Date ATTEST: ~~ ' Dat F:~PURCI$ALLVSHIRLEYkontractsW6-08-09 Sunsef Sod.doc APPROVED AS TO FORM ~ LANGUAGE ~g~uM /0 ~ lO Da e ATTEST: ~~// I,YAC~cGt_ City-Clerk ~G~iIZ!!/t!l y , l4~ JD~D Da e 2 ~ (b Date EXHIBIT A Miami Beach PD Here is an overview of the vehicles available through Enterprise Rent-A- Car. With Enterprise having the largest and most diversified fleet in the industry, our inventory is always rotating. Therefore, specific vehicles may or may not always be available on a given date. Conversely new models are always being added. Category: Midsize ($600/month) Dodge Avenger Chrysler Sebring Chevy Malibu Saturn Aura Ford Fusion Pontiac G6 Chevy Impala Mazda 6 Honda Accord Toyota Camry Hyundai Sonata Kia Optima Category: Full Size Vehicle 18640/month Dodge Charger Buick Lacroisse Ford Taurus (new body style) Buick Lucerne Nissan Maxima Ford Taurus Mitsubishi Gallant Volvo S40 Dodge Challenger Category: Pick Uo Trucks (5640/mon(h~ Ford F-150 Chevy Silverado Dodge Ram Nissan Titan Toyota Tundra Category: Sort Utility Vehicle ($650/month) Nissan Murano Chevy Trailblazer Ford Explorer Jeep Grand Cherokee Nissan Xterra GMC Envoy Nissan Pathfinder Toyota 4-Runner Category: Vans ($6401month) Dodge Grand Caravan Chrysler Town and County Toyota Sienna Chevy Uplander Kia Sedona Nissan Quest Category: Luxury (S820Imonth) Cadillac CTS Cadillas DTS Lincoln Towncar Lincoln MKZ Buick Enclave Infinity G-37 Category: Larne Sport Utility Vehiele (5750/month Ford Expedition Chevy Tahoe Dodge Durango Chrysler Aspen ENTERPRISE~OLDINGS. Martyna Baginska Business Rental Sales Executive Miami-Dade County Rent-A-Car Division 786.507-7007 office 954.364-7017 fax Martyna. A. Baairtska(oZehi.com O e'atin . 16250 NW 59 Ave, suite 208 Miami Lakes, FL. 33014 786-507-4700 enterorise holtli nas.com COMMISSION ITEM SUMMARY condensed rule: Request For Approval To Award A Contrail To Enterprise Leasing Company Pursuant To Invitatbn To Bkl (ITB) No. 51-08/09, For RertlaULease of Vehicles for the City of Miami Beach, In the Estimated Annual Amount of $229,320. Ke Intended Outcome Su rtes: Increase ReskleM Rati s of Public Safety Services Supporting Data (Surveys, Environmental Scan, etc.): Axoroing m the zuuts c:ommunay aaasa3caon Sunmv. 7r)9L, of h~inesaes screed that the oolkre was eittler ewcellent or Stood. The purpose of this bid is to establish a contrail, by means of sealed bids, to a qualaied vendor(s) ror RerdellLease of Vehicles for the City of Miami Beach, up to thirty (30) rental vehicles per mordh on an as needed basis. The vehicles shall be late models with low m0eage, neat and clean in appearence, and in good operating condition, complete witll air cord8bning, automatic transmission, radio, power brakes and power steering. There will be no m8eege charges, or rarttal charges of arty nature ewcept for reklel'vg charges allowed on any rental. The selection of vehicles will be classified fitc groups for pricfig purposges. From these groups, the City may choose the vehicle most suited for tite'Ir line of work. This contras shall remain in effect for a perbd of two (2) years from date of oontrad execution bythe Mayer and City Clerk, and maybe renewed by mutual agreement fortwo (2) eddMbnal years provkied pricing remains the same. On July 29, 2009, the ITB was issued with an opening date of August 31, 2009. A Pre•bkl conference to provkle information tG prospacWe bidders was held on August 18, 2009. BidSymcard Bidrlilssued bid notices and as a resuR, a total of 21 and 15 (respectively) prospective bidders viewed the documentation; the resuk was the receipt of flue (5) bkts. Based on the arlaysis of the bds received, the Admfi~tratbn reoommerlds that the Mayor and City Commissan accept the City Manager's recommendation to award a contras to Enterprise Leasing Company pursuant ib Invimtion to Bkt (ffB) No. 51-08/09, For RentallLease of Vehicles forthe Cily of Miami Beach, In the Estimated Annual Amount of $229,320. OF CONTRACT. Financial Infnrmwfinn e Source of Atttroutt %Ae~oarnt Approvatl'> Funds: 1;:_; ,' $194,517 011-1140.000323 'R::>,%? : $15,720 011-1122-000323 / v~'fl~l 3:.:: $19,083 ReunbursemeM from South Florida Money Laundering Task Force OBPI Tote1`.. ,: $229320 Financial Impas Summary: C Clerk's Office Le Islathre Trackin Gus Lo ez, Fxt 8841 Sian-Offs: t n . _ . ,• .. : „lllieotov ?'' iAss~laaf. <., .C ._ ~ _ ::.~s GL RM CN PDW JMG TMGFJ~IDA fACOraBiMRn ~ J~IAMI~EA~H Yae~eUAfttloe / / I / AGENDA ITEM(`.GJ/`'ZC. DATE /Z" '"~ 19 ,~'',!Alv11BEA~H Ciy or Miami Beaeh, 1700 Convention Center Drive, Miami Beoch, Fkxida 33739, www.miami6eochfl.gov COMMISSION MEMORANDUM To: Mayor Matti Herrera Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager ~-~~/ DATE: December 9, 2009 SUBJECT: REQUEST FOR APPROVAL TO AWARD A CONTRACT TO ENTERPRISE LEASING COMPANY, PURSUANT TO INVITATION TO BID (ITB) NO. 51-08109, FOR RENTAL/LEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH, IN THE ESTIMATED ANNUAL AMOUNT OF $229,320. ADMINISTRATION RECOMMENDATION Approve the Award. of Contracts. FUNDING Funds in the amount of $229,320 are available from the budgeted account of Police Department as follows: Police Department General Fund Account No. 011-1140-000323 $194,517 Police General Fund -South Pointe Account No. 011-1122-000323 $15,720 Reimbursement from South Florida Money Laundering Task Force 19 083 TOTAL $229,320 ANALYSIS The purpose of this bid is to establish a contract, by means of sealed bids, to a qualfied vendor(s) for Rental/Lease of Vehicles for the City of Miami Beach, up to thirty (30) rental vehicles per month on an as needed basis. The vehicles shall be late models with low mileage, neat and dean in appearance, and in good operating condition, complete with air conditioning, automatictrensmission, radio, powerbrekes and power steering. There will be no mileage charges, or rental charges of any nature except for refueling charges allowed on any rental. The selection of vehicles w111 be classified into groups for pricing purposes. From these groups, the City may choose the vehicle most suited for their line of work. This contract shall remain in effect for a period of two (2) years from date of contract execution by the Mayor and City Clerk, and may be renewed by mutual agreement for two (2) additional years provided pricing remains the same. INSURANCE The City of Miami Beach shall assume responsibility for the auto liability and physical damage through its self insurance program up to the limits provided for in Florida State Statutes 768.28. Any Gaims for physical damage to rental vehicles must be submitted in writing to the City of Miami Beach Risk Manager within thirty (30) calendar days from the return date of the vehicle(s). 20 Commission Memo ITB 51-08/09 -For RentaULease of Vehicles for the City of Miami Beach December 9, 2009 The City of Miami Beach shall not be responsible for any claims submitted after the required thirty (30) calendar days. Additionally, the City of Miami Beach will not be held liable for normal wear and tear of the vehicles(s) rented under this bid. A replacement vehide shall be provided within the shortestfime possible, not to exceed one (1) hour upon notification. When a replacement vehicle is not available within one hour, an upgrade vehide will be supplied at no additional charge to the City. Vendor shall provide a required maintenance schedule for each vehicle within 24 hours upon delivery. The vehicle shall be completely serviced and ready for operetion. VEHICLE SPECIFICATIONS The vehides shall be late models with low mileage, neat and dean in appearence, and in good operating condition, complete with air conditioning, automafictrensmission, radio, power brakes and power steering. There will be no mileage charges, or rental charges of any nature except for refueling charges allowed on any rental. The seledion of vehides will be classified into groups for pridng purposes. From these groups, the City may choose the vehicle most suited for their line of work. MILEAGE LIMITATIONS There will be no mileage charges added to this contrad. Any vehicle approaching the maximum mileage limitation will be returned and a replacement vehide shall be issued. VEHICLE USE The vehides rented under this contrad are intended for undercover investigation, operation and surveillance. It is understood that a situation may occur outside the control of either the City of Miami Beach or the successful bidder which may require emergency use of the vehicle. The contractor, knowing the nature of the use of these vehides, shall be fully aware of the requirement for confidentiality, and shall not divulge under any ciroumstances the identity or rental information regarding the rental of said vehicle to anyone other than the Contract Administrator assigned by the City. MAINTENANCE The contredor will provide all maintenance and service to keep said vehicle(s) in a safe and first class operating condition during the course of the rental. The contractor shall stipulate in writing (at the beginning of the rental period) the time periods or mileage intervals the vehicles are due for preventive maintenance should the length of the requested rental indicate same may be required during the rental period. The contrador shall make provisions for maintenance within 24fiours minimum notice. The contractor shall state the days of the week and business hours that such maintenance and/or replacement services ere available and shall state the name, location and business hours of such locations other than the bidder's premises where such services are available. REPLACEMENTS When a vehide is out of service due to mechanical breakdown, repairs, accident, preventive maintenance, or any other reason that is not due to any fault or negligence of the City, the contrector shall furnish a replacement vehide of equal or upgraded class within one (1) hour at no additional charge. Replacements with an up-graded class or model when not made at the specific request of the City will be made with no additional charges. 21 Commission Memo ITB 51-08/09 -For RentallLease of Vehicles for the City of Miami Beach December 9, 2009 The contractor shall provide upon request, a replacement vehicle once a vehicle has been exposed of undercover status. These vehicles are referred to as "burned" or "hoY and can no longer be utilized effectively. The contractor shall furnish a replacement vehide within one (1) hour regardless of inventory or stock defidencies. The bidder shall be charged with the responsibility of obtaining a replacement vehicle and delivery at the location the "burned" vehicle is returned. A pro-rated daily rental charge (1/30 of the monthty charge) shall be deducted from the monthly payments for any vehicle out of service for which no adequate replacement is provided for each day, or portion thereof exceeding 8 hours, that no adequate replacement is provided. Should the City need to turn in a vehicle for any reason before the complete rental month, the contrector shall invoice on apro-rated basis. The pro-rated basis will be determined by the monthy contracUbid rete. EXAMPLE Monfhy contracNbid rate of $600 = $20 per day x 30 days. Vehicle used for 16 days. $20 per day x 15 days = $300 for the use of that vehicle. RENTAL REQUIREMENTS The contractor will furnish the City of Miami Beach a statement of procedures which should be followed by the user of the vehicle when they experience a mechanical problem or other inconvenience with the rental vehicle. The contrector shall avoid placing demands on the City of Miami Beach which results in lost productive work time for the user of the vehicle. DELIVERY A replacement vehicle shall be provided within the shortest time possible, notto exceed one (1) hour upon notification. When a replacement vehide is not available within one (1) hour, an upgrade vehide will be supplied at no additional charge to the City. Contractor shall provide a required maintenance schedule for each vehicle within 24 hours upon delivery. The vehicle shall be completely serviced and ready for operation. MODIFICATION OF VEHICLES The City may, at its own expense have the windows of any rented vehide tinted. No charge will be levied on the City forthe removal of such tinting at any time. The City may at its own expense install any electronics equipment it may deem necessary, providing said installations shall cause no permanent damage to the vehides(s) (i.e. holes in sheet metal or dashboard area of cer). ACCEPTANCE The vehicles shall be maintained and delivered to the City in excellent condition. If a vehicle does not meet the conditions as set forth in the Technical Specfications, the vehide shall be returned to the contractor in exchange for a suitable vehicle. No emblem, logo, tag or other device or design promoting the dealer or contrector may be affixed in any manner to any vehicle delivered under this contract, except for emblems installed by manufacturer indentitying manufacturer and model. 22 Commission Memo ITB 51-08!09 -For Rental/Lease of Vehicles for the City of Miami Beach December 9, 2009 On July 29, 2009, the ITB was issued with an opening date of August 31, 2009. A Pre-bid conference to provide information to prospective bidders was held on August 18, 2009. BidSync and Bidnet issued bid notices and as a result, a total of 21 and 15 (respectively) prospective bidders viewed the documentation; the result was the receipt of five (5) bids from the following vendors: • ACME Auto Leasing, LLC • Centennial Leasing and Sales • Rent Max Inc. • Enterprise Leasing Company • Royal Rent A Car Systems of Florida, Inc. On September 22, 2009, the Technical Review Panel (°the Panel') convened to review the responsive bidder's qualifications, experience, capability, and performance evaluations. The panel consisted of the following individuals: • Raymond Martinez, Asst. Chief of Police, Police Department • Andrew Terpak, Director, Fleet Management • Eugene Rodriguez, Lieutenant, Police Department The followin table rovides the bid tabulation results for all res onsive bidders: MidS~ $586.OD 7 $47,544.00 FuIlSize $566.00 7 $47,544.00 Truck 72 T Fu9Siae Reg Bed $849.96 1 $7,799.40 TrudcLrew FulhSize Short Bed $649.95 5 $38,997.00 CW $599.00 1 $7.788.00 SUV Compact $599.85 6 $57,595.20 SW Fug-Sve E649.95 1 $7799.40 Total 30 21 7.00 MhIS~ $600.00 7 $50.400.00 FuIISae $640.00 7 $53,760.00 Truck 72 T FuIFSise Reg Bed $640.00 1 $7,660.00 Truck-Craw FuIlSize Short Bed $640.00 5 $36,400.OD cuv as4ooo ~ s7,6eoao SUV Compact $650.00 6 $62,400.00 SW FuIISim $750.00 1 $900D.00 Toil 30 $229 320A0 Mkt-S'¢e $BiB.OD 7 $51,912.00 FuIISae $636.00 7 $53,424.00 Tntdc 12 T FuIIS¢e Reg Bed 8772.00 7 $9.284.00 TruekLrew FuIlSize Short Bad $772.00 5 $46,320.00 CUV ~ 5636.00 1 57,632.00 SW Compel $636.00 8 $61,056.OD SUV Fu1lSize $848.00 1 70'176.00 Total 30 5139.784.00 23 Commission Memo ITB 51-08!09 -For RentaULease of Vehices for the City of Miami Beach December 9, 2009 Mitl-Size $645.00 7 $54,180.00 FuIFS¢e 8745.00 7 862,560.00 TNdc 12 T FuIFStze Reg Bed 8645.00 1 $10,140.00 TNCk-Crew FuIlSize Shod Bed 8845.00 5 $50,700.00 CUV 8845.00 1 $7,740.00 SUV Compact 8595.00 8 $57,120.00 SWFuIFSize 8895.00 1 $10740.00 Total 30 8283 00.00 MidSlze $690.00 7 857,960.00 FuIIS¢e $715.00 7 560,080.00 TNdc 12 T FuIlSize Reg Bed $695.00 1 88,340.00 TNdc-Crew Ful~Size ShOR Bed 5695.00 5 841,700.00 CW $815.00 1 59,780.00 6UV Compact $695.00 B $66,720.00 SUV FuIIS~ $1,250.00 1 15000.00 Total 30 289 80.00 After the Penel's review, and based on the analysis of the five (5) responsive bids for the RentaULease of Vehicles contract, the panel agreed on having sRe visits to see the !options and fleet of the three lowest bidders: 1. Rent Max 2. Enterprise 3. Royal Rent A Car On November 6, 2009, the panel met for site visits at each of the three (3) different !options to see their fleet of vehicles, the panel agreed to meet on a later date for presentations and deliberations. On November 10, 2009, the panel reconvened for presentations, and after much discussion of the major aspects to take into consideration for this contract to be successful such as: price, fleet size, vehiGe condition /mileage, availability, servicing, etc. the panel determined that the lowest bidder Rent Max is not qualified to servip the City of Miami Beach Polip Department in their needs, bepuse of the following factors: • Total fleet of vehicles is 140, with 90% fleet rented at all times, 10% availability -limited availability • All vehicles bought used at Manheim Auto Auction, at a mileage renee between 5k to 10k and up to 35k -unknown source of background -safety concerns • Haff their fleet is 2007 and the other half is 2009 -older cars -safety concerns • 5 years in business, no government contracts -limited experience • 2 !options - limited flexibility The Panel unanimously agreed to recommend the second lowest bidder, Enterprise, bepuse of the following factors: • Total fleet of vehicles for Enterprise Holdings (Corporate parent of Enterprise Rent A-Car, Alamo Rent A Car and National Car Rental is 876,181 -high availability and flexlbilHy • New cars bought directly from manufacturer, 2010 fleet -new cars -safe • Average fleet age 9 months, average mileage up to 16,000 before switch -new cars -safe • Diverse fleet of vehicles, fuel efficient -high flexibility 24 Commission Memo ITB 51-08!09 -For Rental/Lease of Vehicles for the City of Miami Beach December 9, 2009 • 6,5001ocations nationwide, 3locations in Miami Beach dedicated to accountwith designated contact person that will facilitate switch-outs, vehicle maintenance- personalized service • Customized billing options based on speck needs - personalized service • List of preferred vendors to be provided to service the vehicles at no cost to the City - personalized service -maintenance Enterprise list of clients include the following agendas: 1. Miami-Dade Police Department, $2.2 miliiontyear 2. Miami-Dade Office of State Attorney, $100Wyear 3. City of Miami Police Department, $1.1 million/year 4. City of Miami Gardens Police Department, $70ktyear 5. Florida City Police Department, $40Wyear 6. Southern Command, $20ktyear COST COMPARISON WITH CURRENT CONTRACT The Enterprise proposed annual cost is $229,320, for the rentaUlease of up to 30 vehicles per month, at various monthly retes depending on the vehide, at an average of $837 per vehicle per month. The current contred with Royal Rent A Car is for the rental/lease of vehicles of up to 28 vehicles per month, at a monthly rate cost of $636.00 per vehicle, for an annual cost of $228,980. The Enterprise mid-size car is $36 per month lower in cost than the current contract rate with Royal (Enterprise - $630/month; Royal $636/month). The Enterprise monthly rates for the following vehides is $4 per month higher than the current contrad rates: full-size vehide,'r5 ton truck; crew full-size truck; and compact utility vehicle. The results of this formal bidding process represents no increased costs when compared to the current service provider, and may in fad represent a cost savings should the Police Departments utilization of mid-size cars increase, while their utilization of other vehicles decrease. CONCLUSION Based on the anatysis of the bids received, the Administration recommends that the Mayor and City Commission accept the City Manager's recommendation to award a contred to Enterprise Leasing Company pursuant to Invitation to Bid (ITB) No. 51-08/09, For Rental/Lease of Vehicles for the City of Miami Beach, In the estimated annual amount of $229,320. T:VIGENDA120091December 9VConsenlVTB 51.0809 Rental !.ease of Vehicles-MEMO.doe 25 m MIAMIBEACH City of Miomi Beach, 1700 Convention Center Drive, Miami Beoch, Florida 33139, www.miamibeachfl.gov PROCUREMENT Division Tel: 305L73-7490, Fax: 786394-0235 INVITATION TO BID (ITB) No. 51-08/09 RENTAL/LEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ADDENDUM 4 August 24, 2009 1. Is there a speck need for front or rear wheel drive on any/all of vehicle classes? The Police Department does not have a specific need or requirement for front wheel or rear wheeled drive vehicles in any of the vehicle classes. 2. In Addendum 3 Vehicle Class, what does CUV mean? The letters CUV is an acronym for "Crossover' Utility Vehicle. They typically built on a car chassis opposed to a truck chassis. 3. In preparing to provide regularly scheduled maintenance (oil changes, tires, etc) under section 2.25 of the bid, we want to find out who you are currently using to service your fleet and if you were happy with their service. Secondly, if you were to use a different service provider, where would you prefer that they be located? Near the city building or another location? The current rental vehicles are serviced by the rental car company providing the vehicles, currently that is Royal Car Rental. The closer the vendor or service is to the City of Miami Beach the more appealing that is to us although it is not a requirement. It would not be acceptable to be required to travel to Broward County or South Miami-Dade County for the service of vehicles. City Facipty, Fleet Mgmt. is Blue Seal ASE certified. Fleet would be willing to enter into a contract, if all of the terms are agreeable with all parties. 4. Questions on Addendum 3 Item 6) By Regular Bed, do you mean a short or long bed? Short Bed. Item 7) Do these trucks need to be''/z, 3!4 or 1 ton trucks? 1/2 Ton. Item 8) By CUV, do you mean Compact Utility Vehicle? If so, is there a difference between Item 9 cars listed as SUV-Compact? Yes, Compact SUV such as Ford Escapes and Jeep Liberty. Item 9) In the previous bid, the SUV's were listed as Chevy Blazers, Jeep Cherokees, Ford Explorers. You now ask for Compact SUV's which are typically models like Ford Escapes and Jeep Liberties. Which type of models are needed? This item should be Regular SUV such as Ford Explorer, Jeep Cherokees and Chevy Blazers. Item 10) Are you looking for a Chevy Tahoe, Font Expedition, Dodge Durango type vehicle or a Chevy Blazer, Jeep Cherokee, Ford Explorer type vehicle? This would be Full Size SUV such as Ford Expedition, Chevy Tahoe, Suburban. 5. We also have a new total of 33 cars. Is this correct? Up to a Maximum of 33 vehicles. CITY OF MIAMI BEACH l~ Gus Lopez, CPPO Procurement Director Os ~ MIAMI BEACH Ciy of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT Division Tel: 305.673-7490, Fax: 78b394-4235 INVITATION TO BID (ITB) No. 51-08/09 RENTAL/LEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ADDENDUM3 August 18, 2009 Please note that the Insurance Check List on p. 18 of Bid, is not applicable in this contract: To be added to Special Conditions as 2.31: 2.31 INSURANCE AND INDEMNIFICATION: The City of Miami Beach shall assume responsibility for the auto liability and physical damage through its self insurance program subject to the limits and provisions of Florida State Statutes 768.28. Any claims for physical damage to rental vehicles must be submitted in writing to the City of Miami Beach Risk Manager. Claim of damage from contractor will be considered by the City's Risk Manager only if documented at the time of return of vehicle. The following paragraph on p. 2, under Purpose, to read as follows: The vehicles shall be late models with low mileage, neat and clean in appearance, and in good operating condition, complete with air conditioning, automatic transmission, ABS brakes, major accident free. The following paragraph on p. 21, under Vehicle Specifications, to read as follows: VEHICLE SPECIFICATIONS: The vehicles shall be late models with low mileage, neat and clean in appearance, and in good operating condition, complete with air conditioning, and automatic transmission. The following paragraph on p. 21, under Mileage Limitations, to read as follows: MILEAGE LIMITATIONS: There will be no mileage charges added to this contract. Any vehicle approaching the maximum mileage limitation, at 30,000 miles, will be returned by the City and a replacement vehicle shall be issued by contractor. The following paragraphs on p. 22, under Replacements, to read as follows: The der contractor shall be charged with the responsibility of obtaining a replacement vehicle and delivery at the location the "burned" vehicle is returned. Contractor shall provide list of locations and hours of operetion. Priority customer service is to be provided to the City. A pro-rated daily rental charge (1/30 of the monthly charge) shall be deducted from the monthly payments for any vehicle out of service for which no adequate replacement is provided for each day, or portion thereof exceeding 8 hours, that no adequate replacement is provided. The City at its sole discretion will determine which vehicle is considered as an adequate replacement. Please note pages of Bid document 23-25 are to be replaced with the following cost proposal pages: CITY OF MIAMI BEACH ~~ Gus Lopez, CPPO Procurement Director Os Rental/Lease of Vehicles for the City of Miami Beach ITB No. 51-08-09 Company Name We propose the following listed rental/lease rates for the various classes listed below to the City of Miami Beach in accordance with the Bid Specifications for the Vehicle Rental/Lease Services for the City of Miami Beach. We understand the quantities that are listed are subject to change without advanced notice. The rates proposed are as follows: (A/N = As Needed Basis) Total ITEM Est. Vehicle Description-Make and Model Cost X Annual X Annual Class - (list examples of vehicles In this class) per Month 12 Cost QTY Cost 1 7 Mid-size X 72 7 S 2 7 Full-size X 12 7 S 2 1 Full-size X 12 1 s A/N (Luxury) 4 1 Passenger X 12 1 S A/N Van (7 pass) 5 1 Passenger X 12 1 S A/N Van (15 pass) 6 1 Truck 1/2 T X 12 1 E A/N Full Size Reg Bed 7 5 Truck -Crew X 12 1 E Full Size Short bed 8 1 CUV X 12 1 E A/N 9 8 SUV X 12 8 S Compact 10 1 SUV X 12 1 E A/N Full Size 11 1 Cargo Van X 12 1 E A/N Specify 1/2 or 3l4 Ton Other Comments m MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, viww.miamibeoch8.gov PROCUREMENT Division Tel: 305-673-7490, Fax: 78b394-0235 INVITATION TO BID (ITB) No. 51-08/09 RENTAULEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ADDENDUM2 August 6, 2009 Please be advised that the Pre-Bid Conference has been rescheduled to Tuesday, August 18'", 2009 at 10:30 am. At The following address: City of Miami Beach, City Hall Fourth Floor, City Manager's Large Conference Room 1700 Convention Center Drive, Miami Beach, FL 33739 CITY OF MIAMI BEACH l.- Gus Lopez, CPPO Procurement Director os ® MIAMI BEACH City of Miami 8eoch, 1700 Convention Center Drive, Miami Beath, Florida 33139, www.miamibeachR.gov PROCUREMENT Division Tel: 305.673-7490, Fax: 7863944235 INVITATION TO BID (ITB) No. 51-08/09 RENTAL/LEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH August 4, 2009 1. Do all the vehicles need to be "1" color? Please clarify truck specifications (gas, diesel, long box or short box, extended cab/crew or regular)? The vehicles should be various colors, not all the same. The trucks should be gas, crew cab with a short box. CITY OF MIAMI BEACH ~~ Gus Lopez, CPPO Procurement Director os INVITATION TO BID RENTAL/LEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ITB# 51-08/09 BID OPENING: AUGUST 31, 2009 AT 3:00 P.M. Gus Lopez, CPPO, Procurement Director PROCUREMENT DIVISION 1700 Convention Center Drive, Miami Beach, Fl 33139 viww. miam ibeachfl.gov ITB 51-0t3-09 JULY 29, 2009 City of Miami Beach 1 of 43 ~- MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Bench, Florida 33139, www.miomibeachR.gov PROCUREMENT DIVISION PUBLIC NOTICE Tel: 305673- 7490, Fax: 7863944235 Invitation to Bid No. 51-08/09 Sealed bids will be received by the City of Miami.Beach Procurement Director, 3rd Floor, 1700 Convention Center Drive, Miami Beach, Florida 33139, until 3:00 p.m. on August 31, 2009 for: ANY BID RECEIVED AFTER 3:00 PM ON AUGUST 31, 2009 WILL BE RETURNED TO THE BIDDER UNOPENED. RENTAL/LEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH At time, date, and place above, bids will be publicly opened. Any bids or bids received after time and date specified will be returned to the bidder unopened. The responsibility for submitting a bid/bid before the stated time and date is solely and strictly the responsibility of the bidder/proposer. The City is not responsible for delays caused by mail, courier service, including U.S. Mail, or any other occurrence. PURPOSE: The purpose of this bid is to establish a contract, by means of sealed bids, to a qualified vendor(s) for Rental/Lease of Vehicles for the City of Miami Beach, up to thirty (30) rental vehicles per month on an as needed basis. The vehicles shall be late models with low mileage, neat and clean in appearance, and in good operating condition, complete with air conditioning, automatic transmission, radio, power brakes and power steering. There will be no mileage charges, or rental charges of any nature except for refueling charges allowed on any rental. The selection of vehicles will be classified into groups for pricing purposes. From these groups, the City may choose the vehicle most suited for their line of work. 7 Mid Size Sedans, 7 Full Size Cars, 1 Full Size Luxury, 1 Mini Passenger Vans, 5 Pick-Up Trucks, and 8 Utility Vehicles, 1 Mini Cargo Van. Estimated Annual Budget: $213,896 A Pre-bid conference will be held on August,l3s' 2009, at 10:30 a.m. at the following address: City of Miami Beach City Hall -Fourth Floor City Manager's Large Conference Room 1700 Convention Center Drive Miami Beach, FL 33139 Attendance (in person or via telephone) to this Pre-bid meeting is encouraged and recommended as a source of information, but is not mandatory. Bidders interested in participating in the pre-bid ITB 51-08-09 JULY 29, 2009 City of Miami Beach 2 of 43 submission meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-800-915-8704 (Toll-free North America) (2) Enter the MEETING NUMBER: "2659980* (note that number is preceded and followed by the star (') key). The City utilizes BldNet as our electronic procurement service for automatic notification of bid opportunities and document fulfillment. We encourage you to participate in this bid notification system. To find out howyou can receive automatic bid notifications orto obtain a copy ofthis Bid, go to www.aovbids.com/scripts/southfloridaloublic/homel.asg orcall toll-free 1-800-677-1997 ext. 214. The City also utilizes BidSync powered by RFP Depot, a central bid notification system which provides bid notification services to interested vendors. BidSync allows for vendors to register online and receive notification of bids, amendments and awards. Vendors with Internet access should review the registration options at the following website: www.bidsync.com. Ifyou donot have Internet access, please call BidSync's vendor support group at 800-990-9339 or 801-765-9245. Any questions or clarifications concerning this Bid shall be submitted in writing by mail or facsimile to the Procurement Division,1700 Convention Center Drive, Miami Beach, FL 33139, or FAX: (786) 394235. The Bid title/number shall be referenced on all correspondence. All questions must be received no later than ten (10) calendar days prior to the scheduled Bid opening date. All responses to questions/clarifications will be sent to all prospective bidders in the form of an addendum. ANY BIDDER THAT DOES NOT MEET THE ABOVE MINIMUM REQUIREMENTS WILL BE DEEMED NON-RESPONSIVE. THEREFORE, IF ANY BIDDER BELIEVES THAT THE MININUM REQUIREMENTS OF THE BID DOCUMENTS ARE RESTRICTIVE TO COMPETITION, YOU MUST SUBMIT IN WRITING TO POINT OF CONTACT, PROPOSED REVISIONS PRIOR TO THE DEADLINE OF RECEIPT OF BIDS. The City of Miami Beach reserves the right to accept any proposal or bid deemed to be in the best interest of the City of Miami Beach, or waive any informality in any proposal or bid. The City of Miami Beach may reject any and all proposals or bids. YOU ARE HEREBY ADVISED THAT THIS INVITATION TO BID IS SUBJECT TO THE FOLLOWING ORDINANCES/RESOLUTIONS, WHICH MAY BE FOUND ON THE CITY OF MIAMI BEACH WEBSITE: http:!/web.miamibeachfl.aov/orocuremenUscroll.asox?id=23510. • CONE OFSILENCE -ORDINANCE N0.2002-3378 • CODE OF BUSINESS ETHICS --RESOLUTION NO. 2000-23879. • DEBARMENT PROCEEDINGS -ORDINANCE N0.2000-3234. • PROTEST PROCEDURES --ORDINANCE NO. 2002-3344. • LOBBYIST REGISTRATION AND DISCLOSURE OFFEES - ORDINANCE N0.2002-3363 • LOCAL PREFERENCE ORDINANCE NO. 2003-3413 • CAMPAIGN CONTRIBUTIONS BY VENDORS ORDINANCE N0.2003-3389. • REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS -ORDINANCE N0.2005-3494 Sincerely, r /~ `='/~ A i`. - ~us Lopez, CPPO Procurement Director ITB 51-OB-09 JULY 29, 2009 City of Miami Beach 3 of 43 ~ N11AM1 BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeochfl.gov PROCUREMENT DIVISION NOTICE TO PROSPECTIVE BIDDERS Tel: 305.673-7490, Fax: 786.394.4235 ITB 57-08/09 NO BID If not submitting a bid at this time, please detach this sheet from the bid documents, complete the information requested, and return to the address listed above. NO BID SUBMITTED FOR REASON(S) CHECKED AND/OR INDICATED: -Not responding due to workload issues. -Not responding due to minimum experience requirements. -Not responding due to specifications/scope of services. -Not responding due to timely payment issues -OTHER (Please specify). We do _ do not _ want to be retained on your mailing list for future bids for the type or product and/or service. Signature: Title: Company: Note: Failure to respond, either by submitting a bid or this completed form, may result in your company being removed from the City's bid list. ITB 51-OB-09 JULY 29, 2009 City of Miami Beach 4 of 43 RENTAL/LEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ITB No. 51-08-09 1.0 GENERAL CONDITIONS 1.1 SEALED BIDS: An Original and five (5) copies of the Bid Form as well as any other pertinent documents must be returned in order for the bid to be considered for award. All bids are subject to the conditions specified hereon and on the attached Special Conditions, Specifications and Bid Form. The completed bid must be submitted in a sealed envelope clearly marked with the Bid Title to the City of Miami Beach Procurement Division, 3rd floor, 1700 Convention Center Drive, Miami Beach, Florida 33139. Facsimile, electronic, or e-mailed bids will not be accepted. 1.2 EXECUTION OF BID: Bid must contain a manual signature of an authorized representative in the space provided on the Bid Form. Failure to properly sign bid shall invalidate same and it shall NOT be considered for award. All bids must be completed in pen and ink or typewritten. No erasures are permitted. If a correction is necessary, draw a single line through the entered figure and enter the corrected figure above it. Corrections must be initialed by the person signing the bid. Any illegible entries, pencil bids or corrections not initialed will not be tabulated. The original bid conditions and specifications CANNOT be changed or altered in any way. Altered bids will not be considered. Clarification of bid submitted shall be in letter form, signed by bidders and attached to the bid. 1.3 NO BID: If not submitting a bid, respond by returning the enclosed bid form questionnaire, and explain the reason. Repeated failure to bid without sufficient justification shall be cause for removal of a supplier's name from the bid mailing list. 1.4 PRICES QUOTED: Deduct trade discounts and quote firm net prices. Give both unit price and extended total, when requested. Prices must be stated in units of quantity specified in the bidding specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern. All prices must be F.O.B. destination, freight prepaid (unless otherwise stated in special conditions). Award, if made, will be in accordance with terms and conditions stated herein. Each item must be bid separately and no attempt is to be made to tie any item or items in with any other item or items. Cash or quantity discounts offered will not be a consideration in determination of award of bid(s). 1.5 TAXES: The City of Miami Beach is exempt from all Federal Excise and State taxes. State Sales Tax and Use Certificate Number is 85-80126216390-9. 1.6 MISTAKES: Bidders are expected to examine the specifications, delivery schedules, bid prices and extensions and all instructions pertaining to supplies and services. Failure to do so will be at the bidder's risk. 1.7 CONDITION AND PACKAGING: It is understood and agreed that any item offered or shipped as a result of this bid shall be the latest new and current model offered (most current production model at the time of this bid). All containers shall be suitable for storage or shipment, and all prices shall include standard ITB 51-08-09 JULY 29, 2009 City of Miami Beach 5 of 43 commercial packaging. 1.8 UNDERWRITERS' LABORATORIES: Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall be U.L. listed or re-examination listing where such has been established by U.L. for the item(s) offered and furnished. 1.9 BIDDER'S CONDITIONS: The City Commission reserves the right to waive irregularities or technicalities in bids or to reject all bids or any part of any bid they deem necessary for the best interest of the City of Miami Beach, FL. 1.10 EQUIVALENTS: tf bidder offers makes of equipment or brands of supplies other than those specified in the following, he must so indicate on his bid. Specific article(s) of equipment/supplies shall conform in quality, design and construction with all published claims of the manufacturer. Brand Names: Catalog numbers, manufacturers' and brand names, when listed, are informational guides as to a standard of acceptable product quality level only and should not be construed as an endorsement or a product limitation of recognized and legitimate manufacturers. Bidders shall formally substantiate and verify that product(s) offered conform with or exceed quality as listed in the specifications. Bidder shall indicate on the bid form the manufacturer's name and number if bidding other than the specified brands, and shall indicate ANY deviation from the specifications as listed. Other than specified items offered requires complete descriptive technical literature marked to indicate detail(s) conformance with specifications and MUST BE INCLUDED WITH THE BID. NO BIDS WILL BE CONSIDERED WITHOUT THIS DATA. Lacking any written indication of intent to quote an alternate brand or model number, the bid will be considered as a bid in complete compliance with the specifications as listed on the attached form. 1.11 NON-CONFORMANCE TO CONTRACT CONDITIONS: Items may be tested for compliance with specifications. Item delivered, not conforming to specifications may be rejected and returned at vendor's expense. These items and items not delivered as per delivery date in bid and/or purchase order may be purchased on the open market. Any increase in cost may be charged against the bidder. Any violation of these stipulations may also result in: A) Vendor's name being removed from the vendor list. B) All departments being advised not to do business with vendor. 1.12 SAMPLES: Samples of items, when required, must be furnished free of expense and, if not destroyed, will, upon request, be returned at the bidder's expense. Bidders will be responsible forthe removal of all samples furnished within (30) days after bid opening. All samples will be disposed of after thirty (30) days. Each individual sample must be labeled with bidder's name. Failure of bidderto either deliver required samples or to clearly identify samples may be reason for rejection of the bid. Unless otherwise indicated, samples should be delivered to the Procurement Division, 1700 Convention Center Drive, Miami Beach, FL 33139. 1.13 DELIVERY: Unless actual date of delivery is specified (or if specked delivery cannot be met), show number of ITB 51-06-09 JULY 29, 2009 City of Miami Beach 6 of 43 days (in calendar days) required to make delivery after receipt of purchase order, in space provided. Delivery time may become a basis for making an award. Delivery shall be within the normal working hours of the user, Monday through Friday, excluding holidays. 1.14 INTERPRETATIONS: Unless otherwise stated in the bid, any questions concerning conditions and specifications should be submitted in writing to the Procurement Director, 1700 Convention Center Drive, Miami Beach, FL 33139. E-mail OloaSerrano@miamibeachfl.oov with a copy to GusLooez(rDmiamibeacfl.aov. 1.15 BID OPENING: Bids shall be opened and publicly read on the date, time and place specified on the Bid Form. All bids received after the date, time, and place shall be returned, unopened. 1.16 INSPECTION, ACCEPTANCE & TITLE: Inspection and acceptance will be at destination unless otherwise provided. Title to/or risk of loss or damage to all items shall be the responsibility of the successful bidder until acceptance by the buyer unless loss or damage result from negligence by the buyer. If the materials or services supplied to the City are found to be defective or not conform to specifications, the City reserves the right to cancel the order upon written notice to the seller and return product at bidder's expense. 1.17 PAYMENT: Payment will be made by the City after the items awarded to a vendor have been received, inspected, and found to comply with award specifications, free of damage or defect and properly invoiced. 1.18 DISPUTES: In case of any doubt or difference of opinion as to the items to be furnished hereunder, the decision of the City shall be final and binding on both parties. 1.19 LEGAL REQUIREMENTS: Federal, State, county and city laws, ordinances, rules and regulations that in any manner affect the items covered herein apply. Lack of knowledge by the bidder will in no way be a cause for relief from responsibility. 1.20 PATENTS & ROYALTIES: The bidder, wthout exception, shall indemnify and save harmless the City of Miami Beach, Florida and its employees from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by The City of Miami Beach, Florida. If the bidder uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the bid prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. 1.21 OSHA: The bidder warrants that the product supplied to the City of Miami Beach, Florida shall conform in all respects to the standards set forth in the Occupational Safety and Health Act of 1970, as amended, and the failure to comply with this condition will be considered as a breach of contract. Any fines levied because of inadequacies to comply with these requirements shall be borne solely by the bidder responsible for same. 1.22 SPECIAL CONDITIONS: Any and all Special Conditions that may vary from these General Conditions shall have ITB 51-08-09 JULY 29, 2009 City of Miami Beach 7 of 43 precedence. 1.23 ANTI-DISCRIMINATION: The bidder certifies that he/she is in compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. 1.24 AMERICAN WITH DISABILITIES ACT: To request this material in accessible format, sign language interpreters, information on access for persons with disabilities, and/or any accommodation to review any document or participate in any city-sponsored proceeding, please contact 305-604-2489 (voice), 305-673-7524 (fax) or 305- 673-7218 (TTY) five days in advance to initiate your request. TTY users may also call 711 (Florida Relay Service). 1.25 QUALITY: All materials used for the manufacture or construction of any supplies, materials or equipment covered by this bid shall be new. The items bid must be new, the latest model, of the best quality, and highest grade workmanship. 1.26 LIABILITY, INSURANCE, LICENSES AND PERMITS: Where bidders are required to enter or go onto City of Miami Beach property to deliver materials or perform work or services as a result of a bid award, the successful bidder will assume the full duty, obligation and expense of obtaining all necessary licenses, permits and insurance and assure all work complies with all applicable Miami-Dade County and City of Miami Beach municipal code requirements as well as the Florida Building Code. The bidder shall be liable for any damages or loss to the City occasioned by negligence of the bidder (or agent) or any person the bidder has designated in the completion of the contract as a result of his or her bid. 1.27 BID BONDS, PERFORMANCE BONDS, CERTIFICATES OF INSURANCE: NIA Bid Bonds, when required, shall be submitted with the bid in the amount specified in Special Conditions. After acceptance of bid, the City will notify the successful bidder to submR a performance bond and certificate of insurance in the amount specified in Special Conditions. 1.28 DEFAULT: Failure or refusal of a bidder to execute a contract upon award, or withdrawal of a bid before such award is made, may result in forfeiture ofthat portion ofany bid surety required equal to liquidated damages incurred by the City thereby, or where surety is not required, failure to execute a contract as described above may be grounds for removing the bidder from the bidder's list. 1.29 CANCELLATION: In the event any of the provisions of this bid are violated by the contractor, the Procurement Director shall give written notice to the contractor stating the deficiencies and unless deficiencies are corrected within ten (10) days, recommendation will be made to the City Commission for immediate cancellation. The City Commission of Miami Beach, Florida reserves the right to terminate any contract resulting from this invitation at any time and for any reason, upon giving thirty (30) days prior written notice to the other party. 1.30 BILLING INSTRUCTIONS: Invoices, unless otherwise indicated, must show purchase order numbers and shall be submitted to the ordering department; with a coov to the Accounts Payable Department, 1700 Convention Center Drive, Miami Beach, Florida 33139. ITB 51-08-09 JULY 29, 2009 City of Miami Beach 6 of 43 1.31 NOTES TO VENDORS DELIVERING TO THE CITY OF MIAMI BEACH: Receiving hours are Monday through Friday, excluding holidays, from 8:30 A.M. to 5:00 P.M. 1.32 SUBSTITUTIONS: The City of Miami Beach, Florida WILL NOT accept substitute shipments of any kind. Bidder(s) is expected to furnish the brand quoted in their bid once awarded. Any substitute shipments will be returned at the bidder's expense. 1.33 FACILITIES: The City Commission reserves the right to inspect the bidder's facilities at any time with prior notice. 1.34 BID TABULATIONS: Bidders desiring a copy of the bid tabulation may request same by enclosing aself-addressed stamped envelope with the bid. 1.35 PROTEST PROCEDURES: Bidders that are not selected may protest any recommendation for Contract award in accordance with City of Miami Beach Ordinance No. 2002-3344, which establishes procedures for resulting protested bids and proposed awards. Protest not timely pursuant to the requirements of Ordinance No. 2002-3344 shall be barred. 1.36 CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS: If any person contemplating submitting a Bid under this Solicitation is in doubt as to the true meaning of the specifications or other Bid documents or any part thereof, the Bidder must submit to the City of Miami Beach Procurement Director at least ten (10) calendar days prior to scheduled Bid opening, a request for clarification. All such requests for clarification must be made in writing and the person submitting the request will be responsible for its timely delivery. Any interpretation of the Bid, if made, will be made only by Addendum duly issued by the City of Miami Beach Procurement Director. The City shall issue an Informational Addendum if clarification or minimal changes are required. The City shall issue a Formal Addendum if substantial changes which impact the technical submission of Bids are required. A copy of such Addendum shall be sent by BidNet®and BidSync via a-mail or facsimile to each Bidder receiving the Solicitation that is a subscriber to the Bidnet®or BidSync notification systems. Bidders who are not subscribers are responsible for ensuring that they have received all addenda. In the event of conflict with the original Contract Documents, Addendum shall govem all other Contract Documents to the extent specified. Subsequent addendum shall govern over prior addendum only to the extent specified. The Bidder shall be required to acknowledge receipt of the Formal Addendum by signing in the space provided on the Bid Proposal Form. Failure to acknowledge Addendum shall deem its Bid non-responsive; provided, however, that the City may waive this requirement in its best interest. The City will not be responsible for any other explanation or interpretation made verbally or in writing by any other city representative. 1.37 DEMONSTRATION OF COMPETENCY: 1) Pre-award inspection of the Bidder's facility may be made prior to the award of contract. Bids will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as described in this Bid. Bidders must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial support, equipment and organization to insure that they can satisfactorily execute the services if awarded a contract under the terms and conditions herein stated. The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practices in the industry and as determined by the City of Miami Beach. ITB 51-08-09 JULY 29, 2009 Ciry of Miami Beach 9 of 43 2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Bidder, including past performance (experience) with the City in making the award in the best interest of the City. 3) The City may require Bidders to show proof that they have been designated as authorized representatives of a manufacturer or supplier which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality, packaging, and characteristics of the products to be supplies to the City through the designated representative. Any conflicts between this material information provided by the source of supply and the information contained in the Bidder's Bid may render the Bid non-responsive. 4) The City may, during the period that the Contract between the City and the successful Bidder is in force, review the successful Bidder's record of performance to insure that the Bidder is continuing to provide sufficient financial support, equipment and organization as prescribed in this Solicitation. Irrespective of the Bidder's performance on contracts awarded to it by the City, the City may place said contracts on probationary status and implement termination procedures if the City determines that the successful Bidder no longer possesses the financial support, equipment and organization which would have been necessary during the Bid evaluation period in order to comply with this demonstration of competency section. 1.38 DETERMINATION OF AWARD: The City Commission shall award the contract to the lowest and best bidder. In determining the lowest and best bidder, in addition to price, there shall be considered the following: a. The ability, capacity and skill of the bidder to perform the Contract. b. Whether the bidder can perform the Contract within the time specified, without delay or interference. c. The character, integrity, reputation, judgment, experience and efficiency of the bidder. d. The quality of performance of previous contracts. e. The previous and existing compliance by the bidder with laws and ordinances relating to the Contract. 1.39 ASSIGNMENT: The contractor shall not assign, transfer, convey, sublet or otherwise dispose of this contract, including any or all of its right, title or interest therein, or his or its power to execute such contract to any person, company or corporation without prior written consent of the City of Miami Beach. 1.40 LAWS, PERMITS AND REGULATIONS: The bidder shall obtain and pay for all licenses, permits and inspection fees required for this project; and shall comply with all laws, ordinances, regulations and building code requirements applicable to the work contemplated herein. 1.41 OPTIONAL CONTRACT USAGE: As provided in Section 287.042 (17), Florida Statutes, other State agencies may purchase from the resulting contract, provided the Department of Management Services, Division of Procurement, has certified its use to be cost effective and in the best interest of the State. Contractors have the option of selling these commodities or services certified by the Division to the other State agencies at the agencies option. 1.42 SPOT MARKET PURCHASES: It is the intent of the City to purchase the items specifically listed in this bid from the awarded vendor. However, items that are to be a Spot Market Purchased may be purchased by other ITB 51-06-09 JULY 29, 2009 City of Miami Beach 10 of 43 methods, i.e. Federal, State or local contracts. 1.43 ELIMINATION FROM CONSIDERATION: This bid solicitation shall not be awarded to any person or firm who is in arrears to the City upon any debt, taxes or contracts which are defaulted as surety or othenNise upon any obligation to the City. 1.44 WAIVER OF INFORMALITIES: The City reserves the right to waive any informalities or irregularities in this bid solicitation. 1.45 ESTIMATED QUANTITIES: Estimated quantities or estimated dollars, if provided, are for City guidance only. No guarantee is expressed or implied as to quantities or dollars that will be used during the contract period. The City is not obligated to place any order for a given amount subsequent to the award of this bid solicitation. Estimates are based upon the City's actual needs and/or usage during a previous contract period. The City for purposes of determining the low bidder meeting specifications may use said estimates. 1.46 COLLUSION: Bids from related parties. Where two (2) or more related parties each submit a bid or bid for any contract, such bids or bids shall be presumed to be collusive. The foregoing presumption may be rebutted by presentation of evidence as to the extent of ownership, control and management of such related parties in the preparation and submittal of such bids or bids. Related parties mean bidders or proposers or the principals thereof which have a direct or indirect ownership interest in another bidder or proposer for the same contract or in which a parent company or the principals thereof of one (1) bidder or proposer have a direct or indirect ownership interest in another bidder or proposer for the same contract. Bids or bids found to be collusive shall be rejected. Bidders or Proposers who have been found to have engaged in collusion may be considered non- responsible, and may be suspended or debarred, and any contract resulting from collusive bidding may be terminated for default. 1.47 DISPUTES: In the event of a conflict between the documents, the order of priority of the documents shall be as follows: • Any agreement resulting from the award of this Bid (if applicable); then • Addenda released for this Bid, with the latest Addendum taking precedence; then • The Bid; then • Awardee's Bid. 1.48 REASONABLE ACCOMMODATION: In accordance with the Title II of the Americans with Disabilities Act, any person requiring an accommodation at the Bid opening because of a disability must contact the Public Works Department at (305) 673-7080. 1.49 GRATUITIES: Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this bid. 1.50 SIGNED BID CONSIDERED AN OFFER: The signed bid shall be considered an offer on the part of the bidder or contractor, which offer shall be deemed accepted upon approval by the City Commission of the City of Miami Beach, Florida and in case of default on the part of successful bidder or contractor, after such acceptance, the City may procure the items or services from other sources and hold the bidder or ITB 51-08-09 JULY 29, 2009 Cky of Miami Beach 11 of 43 contractor responsible for any excess cost occasioned or incurred thereby 1.51 BID CLARIFICATION: Any questions or clarifications concerning this Invitation to Bid shall be submitted in writing by mail or facsimile to the Procurement Department, 1700 Convention Center Drive, Miami Beach, Florida, 33139 via a-mail: OlaaSerranoCDmiamibeachfl.cov with a copy to GusLooezCa)miamibeachfl.gov. The bid title/number shall be referenced on all correspondence. All questions must be received no later than ten (10) calendar days prior to the scheduled bid opening date. All responses to questions/clarifications will be sent to all prospective bidders in the form of an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 1.52 TIE BIDS: Please be advised that in accordance with Florida Statues Section 287.087, regarding identical tie bids, preference will be given to vendors certifying that they have implemented a drug free work place program. A certification form will be required at the time of Bid submission. 1.53 PUBLIC ENTITY CRIMES (PEC): A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity ,and may not transact business with any public entity in excess ofthe threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.54 DETERMINATION OF RESPONSIVENESS: Determination of responsiveness will take place at the time of bid opening and evaluation. In order to be deemed a responsive bidder, your bid must conform in all material respects to the requirements stated in their Bid. 1.55 DELIVERY TIME: Vendors shall specify on the attached Bid Form, the guaranteed delivery time (in calendar days) for each item. It must be a firm delivery time no ranges will be accepted, i.e.; 12-14 days. 1.56 CONE OF SILENCE: This invitation to bid is subject tc the "Cone of Silence" in accordance with Ordinance No. 2002- 3378. A copy of all written communication(s) regarding this bid must be filed with the City Clerk. 1.57 TERMINATION FOR DEFAULT: Ifthrough any cause within the reasonable control of the successful bidder, it shall fail to fulfill in a timely manner, or otherwise violate any of the covenants, agreements, or stipulations material to the Agreement, the City shall thereupon have the right to terminate the services then remaining to be performed by giving written notice to the successful bidder of such termination which shall become effective upon receipt by the successful bidder of the written termination notice. In that event, the City shall compensate the successful bidder in accordance with the Agreement for all services performed by the bidder prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful bidder shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the Agreement by the bidder, and the City may reasonably withhold payments to the successful bidder for the purposes of set off until ITB 51-08-09 JULY 29, 2009 City of Miami Beach 12 of 43 such time as the exact amount of damages due the City from the successful bidder is determined 1.58 TERMINATION FOR CONVENIENCE OF CITY: The City may, for its convenience, terminate the services then remaining to be performed at any time without cause by giving written notice to successful bidder of such termination, which shall become effective thirty (30) days following receipt by bidder of such notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. Ifthe Agreement is terminated by the City as provided in this section, the City shall compensate the successful bidder in accordance with the Agreement for all services actually performed by the successful bidder and reasonable direct costs of successful bidder for assembling and delivering to City all documents. No compensation shall be due to the successful bidder for any profits that the successful bidder expected to earn on the balanced of the Agreement. Such payments shall be the total extent of the City's liability to the successful bidder upon a termination as provided for in this section. 1.59 INSURANCE AND INDEMNIFICATION: (See Check List for applicability to this contract) The contractor shall be responsible for his work and every part thereof, and for all materials, tools, appliances and property of every description, used in connection with this particular project. He shall specifically and distinctly assume, and does so assume, all risks of damage or injury to property or persons used or employed on or in connection with the work and of all damage or injury to any person or property wherever located, resulting from any action or operation under the contract or in connection with the work. It is understood and agreed that at all times the contractor is acting as an independent contractor. The contractor, at all times during the full duration of work under this contract, including extra work in connection with this project shall meet the following requirements: Maintain Automobile Liability Insurance including Property Damage covering all owned, non- owned or hired automobiles and equipment used in connection with the work. No change or cancellation in insurance shall be made without thirty (30) days written notice to the City of Miami Beach Risk Manager. All insurance policies shall be issued by companies authorized to do business under the laws of the State of Florida and these companies must have a rating of at least B+:VI or better per Best's Key Rating Guide, latest edition. Original signed Certificates of Insurance, evidencing such coverage and endorsements as required herein, shall be filed with and approved by the City of Miami Beach Risk Manager before work is started. The certificate must state Bid Number and Title. Upon expiration of the required insurance, the contractor must submit updated certificates of insurance for as long a period as any work is still in progress. It is understood and agreed that all policies of insurance provided by the contractor are primary coverage to any insurance orself-insurance the City of Miami Beach possesses that may apply to a loss resulting from the work performed in this contract. All policies issued to cover the insurance requirements herein shall provide full coverage from the first dollar of exposure. No deductibles will be allowed in any policies issued on this contract unless specific safeguards have been established to assure an adequate fund for payment of deductibles by the insured and approved by the City's Risk Manager. The liability insurance coverage shall extend to and include the following contractual indemnity ITB 51-08-09 JULY 29, 2009 City of Miami Beach 13 of 43 and hold harmless agreement: "The contractor hereby agrees to indemnify and hold harmless the City of Miami Beach, a municipal corporation, its officers, agents, and employees from all claims for bodily injuries to the public in and up to the amount of $1,000,000.00 for each occurrence and for all damages to the property of others in and up to the amount of $1,000,000.00 for each occurrence per the insurance requirement under the specifications including costs of investigation, all expenses of litigation, including reasonable attorney fees and the cost of appeals arising out of any such claims or suits because of any and all acts of omission or commission of any by the contractor, his agents, servants, or employees, or through the mere existence of the project under contract". The foregoing indemnity agreement shall apply to any and all claims and suits other than claims and suits arising out of the sole and exclusive negligence of the City of Miami Beach, its officers, agents, and employees, as determined by a court of competent jurisdiction. The contractor will notify his insurance agent without delay of the existence of the Hold Harmless Agreement contained within this contract, and furnish a copy ofthe Hold Harmless Agreement to the insurance agent and carrier. The contractor will obtain and maintain contractual liability insurance in adequate limits for the sole purpose of protecting the City of Miami Beach under the Hold Harmless Agreement from any and all claims arising out of this contractual operation. The contractor will secure and maintain policies of subcontractors. All policies shall be made available to the City upon demand. Compliance by the contractor and all subcontractors with the foregoing requirements as to carrying insurance and furnishing copies of the insurance policies shall not relieve the contractor and all subcontractors of their liabilities and obligations under any Section or Provisions of this contract. Contractor shall be as fully responsible to the City for the acts and omissions of the subcontractor and of persons employed by them as he is for acts and omissions of persons directly employed by him. Insurance coverage required in these specifications shall be in force throughoutthe contractterm. Should any awardee fail to provide acceptable evidence of current insurance within seven days of receipt of written notice at any time during the contract term, the City shall have the right to consider the contract breached and justifying the termination thereof. If bidder does not meet the insurance requirements of the specifications; alternate insurance coverage, satisfactory to the Risk Manager, may be considered. It is understood and agreed that the inclusion of more than one insured under these policies shall not restrict the coverage provided by these policies for one insured hereunder with respect to a liability claim or suit by another insured hereunder or an employee of such other insured and that with respect to claims against any insured hereunder, other insured hereunder shall be considered members of the public; but the provisions of this Cross Liability clause shall apply only with respect to liability arising out of the ownership, maintenance, use, occupancy or repair of such portions of the premises insured hereunder as are not reserved for the exclusive use of occupancy of the insured against whom claim is made or suit is filed. 1.60 MODIFICATIONIWITHDRAWALS OF BIDS: A Bidder may submit a modified bid to replace all or any portion of a previously submitted bid up until the bid due date and time. Modifications received after the bid due date and time will not be considered. Bids shall be irrevocable until contract award unless withdrawn in writing prior to the bid due date ITB 51-08-09 JULY 29, 2009 City of Miami Beach 14 of 43 or after expiration of 120 calendar days from the opening of Bids without a contract award. Letters of withdrawal received after the bid due date and before said expiration date and letters of withdrawal received after contract award will not be considered. 1.61 EXCEPTIONS TO BID: Bidders are strongly encouraged to thoroughly review the qualification requirements set forth in this ITB, specifically the minimum specifications found on page 24, identfied by the words "must", "shall", and "will". Bidders who fail to satisfy the requirements set forth, may be deemed non- responsiveand receive no further consideration. Should your proposed bid not be able to meet one (1) or more of the requirements set forth in this ITB and you are proposing alternatives to said requirements, you must notify the Procurement Office in writing at least five (5) days prior to the deadline for submission of bids. The City reserves the right to revise the scope of services via addendum prior to the deadline for receipt of bids. 1.62 ACKNOWLEDGE OF ADDENDA: Bidders to acknowledge receipt of Addenda, if stated in the Addenda issued. If any Addenda issued does not require the acknowledgement of receipt bidders may insert date. The City reserves the right to confirm whether bidders received any addenda that was issued. irB st-oa-os JULY 29, 2009 City of Miami Beach 15 of 43 RENTAULEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ITB No. 51-08-09 INSURANCE CHECK LIST XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. CLCX 2. Comprehensive General Liability (occurrence form), limits of liability 51.000.000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements" of specifications). XXX 3. Automobile Liability - $1,000,000 each occurrence -owned/non-owned/hired automobiles included. 4. Excess Liability - $ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: _ Builders Risk completed value $ .00 _ Liquor Liability $ .00 _ Fire Legal Liability $ .00 _ Protection and Indemnity $ .00 _ Employee Dishonesty Bond $ .00 Other $ .00 XXX 7. Thirty (30) days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the bid number and title BIDDER AND INSURANCE AGENT STATEMENT: We understand the Insurance Requirements of these specifications and that evidence of this insurance may be required within five (5) days after bid opening. Bidder Signature of Bidder ITB 51-08-09 JULY 29, 2009 Cdy of Miami Beach 16 of 43 RENTAULEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ITB No. 51-08-09 2.0 SPECIAL CONDITIONS 2.1 PURPOSE: The purpose of this bid is to establish a contract, by means of sealed bids, to a qualified vendor(s) for the Rental/Lease of Vehicles for the City of Miami Beach, up to thirty (30) rental vehicles per month on an as needed basis. 2.2 TERM OF CONTRACT: This contract shall remain in effect for a period of (2) two years from date of contract execution by the Mayor and City Clerk, and may be renewed by mutual agreement for two (2) additional years provided pricing remains the same. 2.3 METHOD OF AWARD: Award of this contract may be made to the primary and secondary Lowest and Best Bidders, as defined in General Conditions 1.38, on page 10 of this ITB. Should the primary vendor fail to comply with the Terms and Conditions of this Contract, the City reserves the right to award to the secondary vendor, if it is deemed to be in the best interest of the City. Award of orders will be based on the vendor's pricing and availability of materials at the time the need arises. It shall be the sole prerogative of the City as the total amount of awarded vendors on this contract. During the term of this contract, the City reserves the right to add or delete vendors as it deems necessary, in its best interest. Secondary vendor will be awarded a contract under two circumstances: a. Should the primary vendor fail to comply with the terms and conditions of the contract the City reserves the right to award the contract to the secondary vendor, if it is deemed to be in the best interest of the City. b. Should new projects develop, where the primary vendor is unable to meet the required installation schedule due to existing City of Miami Beach workload/projects, the City reserves the right to award individual project(s) to the secondary vendor, provided the secondary vendor will extend the pricing submitted under this invitation to bid. Declining a project by the primary vendor under these conditions shall not be considered anon-performance issue. 2.4 PAYMENT: Invoices for payment will be submitted upon delivery. Invoices will be subject to verification and approval by the ordering Department's designated representative. 2.5 SHIPPING TERMS: Prices shall include freight to City's premises, and shall be F.O.B. Destination. Vendor shall hold title to the goods until such time as they are delivered, installed and accepted by an authorized City representative. 2.6 PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT: If the Bidder is awarded a contract under this bid solicitation, the prices quoted by the Bidder on the Bid Form shall remain fixed and firm during the term of this contract; provided, however, that the Bidder may offer incentive discounts from this fixed price to the City at any time during the ITB 51-08-09 JULY 29, 2009 CRy of Miami Beach 17 of 43 contractual term. The City is also interested in receiving bids that include flexible pricing terms that provide the City with maximum options and flexibility as regulatory and marketplace changes take place. 2.7 PRE-BID CONFERENCE: A Pre-bid conference will be held on August 13r" , 2009 at 10:30 a.m. in the City Manager's Large Conference Room, 4th Floor, City Hail, and 1700 Convention Center Drive, Miami Beach, Florida 33139. Attendance (in person or via telephone) to this Pre-bid meeting is encouraged and recommended as a source of information, but is not mandatory. Bidders interested in participating in the pre-bid submission meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-800-915-8704 (Toll-free North America) (2) Enterthe MEETING NUMBER:'2659980' (note that number is preceded and followed by the star (') key). 2.8 SITE INSPECTION: N/A 2.9 CONTACT PERSON: The contact person for this Invitation to Bid is Olga Serrano. The contact person may be reached by phone: 305.673.7490; fax: 786.394.4235; or a-mail: OlaaSerrano@miamibeachfl.gov Communication between a proposer, bidder, lobbyist or consultant and Procurement Staff is limited to matters of process or procedure. Requests for additional information or clarifications must be made in writing to the contact person, with a copy to the City Clerk, no later than ten (10) calendar days prior to the scheduled Bid opening date. The City will issue replies to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the deadline for responding to the Bid. Bidders should not rely on representations, statements, or explanations other than those made in this Bid or in any written addendum to this Bid. Bidders should verify with the Procurement Division prior to submitting a bid that all addenda have been received. 2.10 SAMPLES: Samples of items, when required, must be furnished free of expense and, if not destroyed, will, upon request, be returned at the Bidder's expense. Bidders will be responsible for the removal of all samples furnished within (30) days after bid opening. All samples will be disposed of after thirty (30) days. Each individual sample must be labeled with Bidder's name. Failure of Bidderto either deliver required samples or to clearly identify samples may be reason for rejection of the bid. Unless otherwise indicated, samples should be delivered to the Procurement Division, 1700 Convention Center Drive, Miami Beach, FL 33139. 2.11 DELIVERY TIME: Vendors shall specify on the attached Bid Form the estimated delivery time (in calendar days) for each item. Upon delivery, all materials shall be unloaded by vendor. Delivery shall be prior to 3:30 PM, Monday through Friday with-in the City of Miami Beach. 2.12 LIQUIDATED DAMAGES: NIA 2.13 PERCENTAGE ABOVE VENDOR COST: N/A ITB 51-08-09 JULY 29, 2009 City of Miami Beach 18 of 43 2.14 DISCOUNTS (From published price Ilsts): NIA 2.15 ESTIMATED QUANTITIES: Quantities, if stated, are for Bidders' guidance only and no guarantee is given or implied as to quantities that will be used during the contract period. Estimated quantities are based upon previous needs. Said estimated quantities may be used by the City for the purpose of evaluating the low Bidder meeting specifications. 2.16 WARRANTY: The successful bidder will be required to warranty all equipment and parts supplied. The successful bidder must accept return for full credit for items shipped in error or damaged in shipment. The City of Miami Beach shall return items in "as received" condition. 2.17 GUARANTEE: The successful bidder will be required to guarantee all work performed for Installation for a minimum of one (1) year. 2.18 REFERENCES (PROVIDE REFERENCES, IN THE CUSTOMER REFERENCE FORM): Each bid must be accompanied by a minimum of six (6) separate references for contracts. Reference shall include the name of the company, a contact person, contact oerson's E-MAIL ADDRESS, the telephone number and facsimile number. 2.19. COMPLETE PROJECT REQUIRED: All bids must be submitted on the attached Bid Form and all blanks filled in. To be considered a valid bid, the ORIGINAL AND FIVE t51 COPIES ofthe Bid Form pages and all required submittal information must be returned, properly completed, in a sealed envelope as outlined in the first paragraph of General Conditions. 2.20 FACILITY LOCATION: N/A 2.21 PURCHASE OF ITEMS NOT LISTED WITHIN THIS SOLICITATION: NIA 2.22 BIDDER QUALIFICATIONS: In order for bids to be considered, bidders must submit with their bid, or within five (5) calendar days upon request from the Procurement office, evidence that they are qualified to satisfactorily perform the specified work/services. Evidence shall include all information necessary to certify that the bidder: maintains a permanent place of business; has technical knowledge and practical experience in the type of equipment to be repaired; has available the organization and qualified manpower to do the work; has adequate financial status to meet the financial obligations incident to the work; has not had just or proper claims pending against him or his work; and is regularly engaged in providing this type of commodities. The evidence will consist of listing of work that has been provided to public and private sector clients, i.e. nature of WORK within the last three (3) years. 2.23 LATE BIDS: At time, date, and place above, bids will be publicly opened. Any bids or bids received after time and date specified will be returned to the bidder unopened. The responsibility for submitting a bid/bid before the stated time and date is solely and strictly the responsibility of the bidder/proposer. The City is not responsible for delays caused by mail, courier service, including U.S. Mail, or any other occurrence. 2.24 COMPLETE INFORMATION REQUIRED ON BID FORM: All bids must be submitted on the attached Bid Form and all blanks filled in. To be considered a ITB 51-08-09 JULY 29, 2009 City of Miami Beach 19 of 43 valid bid, the ORIGINAL AND FIVE f51 COPIES ofthe Bid Form pages and all required submittal information must be returned, properly completed, in a sealed envelope as outlined in the first paragraph of General Conditions. 2.25 MAINTENANCE AGREEMENT: If applicable, Bidder shall quote on the appropriate space on the Bid Form, a per year cost for full service/parts maintenance agreement to commence at the end of the warranty period. This agreement will be accepted at the sole discretion of the City of Miami Beach. Maintenance price shall include all parts/labor (including travel time) for the entire systems installed under this bid. Bidder shall also state response time from time of call. 2.26 EQUAL PRODUCT: Manufacturer's name, brand name and model number are used in these specifications for the purpose of establishing minimum requirement of level of quality, standards of performance and design required and is in noway intended to prohibit the bidding of other manufacturer's items of equal material, unless othervdise indicated. Equal (substitution) may be bid, provided product so bid is found to be equal in quality, standards of performance, design, etc. to item specified, unless otherwise indicated. Where equal Is proposed, bid must be accompanied by complete factory information sheets (spec cations, brochures, etc.) and test results of unit bid as equal. 2.27 USAGE REPORTS: The City may request Annual Usage Reports from successful bidder(s), to include: item number, item description, quantity ordered/supplied, uniUextended costs and total dollar amount citywide and per department. 2.28 MIAMI"DADE/STATE CONTRACTS: The City reserves the right to purchase supplies such as the ones specified in this contract from Miami Dade County or State Contract Vendors should it be determined that it is in the City's best interest. 2.29 CUSTOMER SERVICE: Excellent customer service is the standard of the City of Miami Beach. As contract employees of the City, all employees will be required to adhere to the City's "Service Excellence" standards and expected to conduct themselves in a professional, courteous and ethical manner in all situations. The successful bidder's employees must work as a cooperative team of well-trained professionals, and must serve the public with dignity and respect. All business transactions with the City will be conducted with honesty, integrity, and dedication. 2.30 PAST PERFORMANCE: Please provide your client with the Performance Evaluation Letter and Survey attached herein on pages 35 and 36, and request that your client submit the completed survey to Olga Sercano, Procurement Coordinator at (Fax) 786-394-4235; or a-mail oloasercranoCrDmiamibeachfl.aov. Consultants are responsible for making sure their clients return the Performance Evaluation Surveys to the City. The City reserves the right to verify and confirm any information submitted in this process. Such verification may include, but is not limited to, speaking with current and former clients, review of relevant client documentation, site-visitation, and other independent confirmation of data. ITB 51-OS-09 JULY 29, 2009 City of Miami Beach 20 of 43 VEHICLES RENTAL/LEASE SERVICE FOR THE CITY OF MIAMI BEACH ITB No. 51-08-09 3.0 MINIMUM SPECIFICATIONS: VEHICLE SPECIFICATIONS: The vehicles shall be late models with low mileage, neat and clean in appearance, and in good operating condition, complete with air conditioning, automatic transmission, radio, power brakes and power steering. There will be no mileage charges, or rental charges of any nature except for refueling charges allowed on any rental. The selection of vehicles will be classified into groups for pricing purposes. From these groups, the City may choose the vehicle most suited for their line of work. The City is requesting rental rates for the different classes listed on Proposal Pages 23.25. MILEAGE LIMITATIONS: There will be no mileage charges added to this contract. Any vehicle approaching the maximum mileage limitation will be returned and a replacement vehicle shall be issued. VEHICLE USE: The vehicles rented under this contract are intended for undercover investigation, operation and surveillance. It is understood that a situation may occur outside the control of either the City of Miami Beach or the successful bidder which may require emergency use of the vehicle. The contractor, knowing the nature of the use of these vehicles, shall be fully aware of the requirement for confidentiality, and shall not divulge under any circumstances the identity or rental information regarding the rental of said vehicle to anyone other than the Contract Administrator assigned by the City. MAINTENANCE: The contractor will provide all maintenance and service to keep said vehicle(s) in a safe and first class operating condition during the course of the rental. The contractor shall stipulate in writing (at the beginning of the rental period) the time periods or mileage intervals the vehicles are due for preventive maintenance should the length of the requested rental indicate same may be required during the rental period. The contractor shall make provisions for maintenance within 24-hours minimum notice. The contractor shall state the days of the week and business hours that such maintenance and/or replacement services are available and shall state the name, location and business hours of such locations other than the bidder's premises where such services are available. REPLACEMENTS: When a vehicle is out of service due to mechanical breakdown, repairs, accident, preventive maintenance, or any other reason that is not due to any fault or negligence of the City, the contractor shall furnish a replacement vehicle of equal or upgraded class within one (1) hour at no addRional charge. Replacements with an up-graded class or model when not made at the specific request of the City, will be made with no additional charges. The contractor shall provide upon request, a replacement vehicle once a vehicle has been exposed of ITB 51-08-09 JULY 29, 2009 City of Miami Beach 21 of 43 undercover status. These vehicles are referred to as "burned" or "hot" and can no longer be utilized effectively. The contractor shall furnish a replacement vehicle within one (1) hour regardless of inventory or stock deficiencies. The bidder shall be charged with the responsibility of obtaining a replacement vehicle and delivery at the location the "burned" vehicle is returned. A pro-rated daily rental charge (1/30 ofthe monthly charge) shall be deducted from the monthly payments for any vehicle out of service for which no adequate replacement is provided for each day, or portion thereof exceeding 8 hours, that no adequate replacement is provided. Should the City need to turn in a vehicle for any reason before the complete rental month, the contractor shall invoice on apro-rated basis. The pro-rated basis will be determined by the monthy contract/bid rate. EXAMPLE: Monthly contract/bid rate of $600 = $20 per day x 30 days. Vehicle used for 15 days. $20 per day x 15 days = $300 for the use of that vehicle. RENTAL REQUIREMENTS: The contractor will fumish the City of Miami Beach a statement of procedures which should be followed by the user of the vehicle when they experience a mechanical problem or other inconvenience with the rental vehicle. The contractor shall avoid placing demands on the City of Miami Beach which results in lost productive work time for the user of the vehicle. DELIVERY: A replacement vehicle shall be provided within the shortest time possible, not to exceed one (1) hour upon notification. When a replacement vehicle is not available within one (1) hour, an upgrade vehicle will be supplied at no additional charge to the City. Contractor shall provide a required maintenance schedule for each vehicle within 24 hours upon delivery. The vehicle shall be completely serviced and ready for operation. MODIFICATION OF VEHICLES: The City may, at its own expense have the windows of any rented vehicle tinted. No charge will be levied on the City for the removal of such tinting at any time. The City may at its own expense install any electronics equipment it may deem necessary, providing said installations shall cause no permanent damage to the vehicles(s). (i.e. holes in sheet metal or dashboard area of car). ACCEPTANCE: The vehicles shall be maintained and delivered to the City in excellent condition. If a vehicle does not meet the conditions as set forth in the Technical Specifications, the vehicle shall be returned to the contractor in exchange for a suitable vehicle. ADVERTISING: No emblem, logo, tag or other device or design promoting the dealer or contractor may be affixed in any manner to any vehicle delivered under this contract, except for emblems installed by manufacturer indentifying manufacturer and model. ITB 51-08-09 JULY 29, 2009 City of Miami Beach 22 of 43 Rental/Lease of Vehicles for the City of Miami Beach ITB No. 51-08-09 Company Name We propose the following listed rental/lease rates for the various classes listed belowto the City of Miami Beach in accordance with the Bid Specifications for the Vehicle RentayLease Services for the City of Miami Beach. We understand the quantities that are listed are subject to change without advanced notice. The rates proposed are as follows: (A/N = As Needed Basis) Total ITEM Est. Vehicle Description-Make and Model Cost X Annual X Annual Qty Class (list examples of vehicles in this class) per Month 12 Cost QTY Cost ~4 pp p0 1 7 Mid-size "DOD (.ICs~.+ 00 ~ X12 ~,aoo -' 7 S ~ ~ ~ 1 frt.Pc ~o ~SU~U S °~' Q°; ,: 2 7 Full-s¢e '9 ~ G{{ Z X 12 7 S gUtGk 1 Drs U ~ ,0 2 1 Full-s¢e I(S(p ~ ~ ~ X12 ~.O~o~' 1 f q,g~f0°' A/N (Luxury) ~'~"(~~ l,l, IntC(n1 C~ 3'} 4 1 Passenger ~~p ~(j, _ X 12 ~. ~Q17 ' 1 s ~. („Q(1 -~ A/N Van 5 '(~1,JN i ~= :~.~.+~+~~ (7 pass) '~ OT 1 5 1 Passenger ~( ~~, $ ~ X 12 ~,`OOQ~ 1 f '4~~ A/N Van ~ ~(.D ~ 0 r~ (15 pass) ~ ~ 6 1 Truckl/2T +~{ SI dEw4tro _ (~ ~ro X12~~~ 1 f ~,~go A/N Full Size ~ ~ ~ Reg Bed '~O }~M ' ~ 7 5 Truck-Crew f J /~ t1 Ip V A X ,2~Qa ~ .~ f ~ d .~. '~ Full Size ~ IS~J ~ 7- .~ r, Sta ~F ~ ~~ 0.. U.u. . . Short bed Q 8 1 CUV G ~ {p~~~ X12 ~~~ 1 ~BE~ A/N ~O~(j'fC D(~tC~{ ' ~ 9 8 S~V ~ 5p°~ X,2 ~dDO e f ~2, 4~00°~ Compact ~~ ~ 3E 10 1 SUV j Q~ ~ X12~Q 1 f~~ A!N Full Size a/ P' j p GNC K~at;o 11 1 Cargo Van C ~ X 12 ~ 1 ~ ' A/N Specify V 1/2 or 3/4 Ton _ TitF 1.1 tJ i. i I P l~l Ei2 1 ~ 1~~ 11J S'i~e41 ~ "'^J ~ (Tltr hC~i ~ ht PrMOJ rf ~ OF -r'1 C.K- p ;'}2,J Ucs NEB ~ l RENTAL/LEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ITB No. 51-08-09 PAYMENT TERMS: NET 30. If other, spec"rfy here ANY LETTERS, ATTACHMENTS, OR ADDITIONAL INFORMATION TO BE CONSIDI PART OF THE BID MUST BE SUBMITTED IN DUPLICATE. SUBMITTED BY: k~t2.T `t'Nl~ 1?iftCTl rlSkpr COMPANY NAME: ~tG,(R~.jp R.l SE LEPpCSI ICJ-,G-I ~n NlPftnl~ SIGNED: / ~J C,~ ~Y~-t-.l-~ (I c ify that 1 authorized to exec a this bid and commit the bidding firm). Bidders to acknowledge receipt of Addenda (if stated in the Addenda issued). If any Addenda issued does not require the acknowledgment of receipt, bidders may insert date below. The City reserves the right to confirm whether bidders received any Addenda that was issued. Addendum No. 1: Insert ate Addendum No. 3: ~( -q (~0~ Insert Date Addendum No. 5: Insert Date Addendum No. 2: ~ '~ Insert Date Addendum No. 4: -Z, d Insert ate Addendum No. 6: Insert Date NAMEITITLE(Print): NFtR.T~tfJA (bf'tCsinfSkPr J SPCtkS G1CEC.tJTiJ~ ADDRESS: CITY/STATE: TELEPHONE NO: FACSIMILE NO: FEDERAL I.D.#: SIGNED: ITB 51-08-09 JULY 29,2009 II q its Sw Into TE12-24 c,E MlttMl , Pl„ zIP: 331 gCo ~~ - ~o~ ~-oo~- - ~d~~ - soy- - ~a ~ - qs y ~ 2 City of Miami Beach ~~ T ~~ ~~~ .y~o-yas~ g~~p EaAc.~cr 26 of 43 ~ 5~i - 3 6 K ~ a-o ~~- www.sunbiz.org -Department of State Home Contact Us E-Filing Services Previous on List Next on L(st Return To List No Events No Name History Document Searches Forms Page 1 of 2 Help Detail by FEI/EIN Number Foreign Limited Liability Company ENTERPRISE LEASING COMPANY OF FLORIDA, LLC Filing Information Document Number M09000003003 FEI/EIN Number 591664426 Date Filed 08/04/2009 State DE Status ACTIVE Principal Address 600 CORPORATE PARK DRIVE ST. LOUIS MO 63105 Mailing Address 600 CORPORATE PARK DRIVE ST. LOUIS MO 63105 Registered Agent Name 8r Address C T CORPORATION SYSTEM 1200 SOUTH PINE ISLAND ROAD PLANTATION FL 33324 US Manager/Member.Detail Name 8 Address Title MGR TAYLOR, ANDREW C 600 CORPORATE PARK DRIVE ST. LOUIS MO 63105 Title MGR NICHOLSON, PAM M 600 CORPORATE PARK DRIVE ST. LOUIS MO 63105 Ttle MGR SNYDER, WILLIAM W 600 CORPORATE PARK DRIVE ST. LOUIS MO 63105 Annual Reports No Annual Reports Filed http://www. sunbiz.org/scripts/cordet.exe?action=DET'FIL&incLdoc_number-M09000003... 8/27/2009 www.sunbiz.org -Department of State Document Images 08/04/2009 -- Foreign Limited Vew image in PDF format .. .. _ . Note: This is not official record. See documents if question or conflict Previous on List Next on List Return To List No Events No Name History I Home I Contact us I Document Searches I E-Flling Services I Farms I Help I Copyright and Privacy Policies Copyright ®2007 Stnte of Florida, Departmem of State. Page 2 of 2 http://www. sunbiz. org/scripts/cordet.exe?action=DETFIL&incLdoc_numberM09000003... 8/27/2009 www.sunbiz.org -Department of State Home Contact Us E-Filing Services Previous on List Next on List Return To List Events No Name History Detail by FEI/EIN Number Florida Profit Corporation ENTERPRISE LEASING COMPANY Filing Information Document Number 501102 FEI/EIN Number 591664426 Date Filed 04/13/1976 State FL Status INACTIVE Last Event CONVERSION Evert Date Filed O6/12/2009 Event Effective Date 07/31/2009 Principal Address 600 CORPORATE PARK DR ST. LOUIS M063105 Changed 04212008 Mailing Address C/O MARK I. LITOW 600 CORPORATE PARK DRIVE ST. LOUIS MO 63105 US Changed 04/172003 Registered Agent Name & Address CT CORPORATION SYSTEM 1200 S. PINE ISLAND RD. PLANTATION FL 33324 US Name Changed: 04/08/1998 Address Changed: 04/08/1998 Officer/Director Detail Name 8 Address Title VDTA SNYDER, WILLIAM W 600 CORPORATE PARK DR. ST. LOUIS M063105 Title S LITOW, MARK I 600 CORPORATE PARK DR. Document Searches Forms Page 1 of 3 Help http://www. sunbiz.org/scripts/cordet.exe?action=DETFIL&incLdoc_number-501102&inq... 8/27/2009 www.sunbiz.org -Department of State ST. LOUIS MO 63105 Tdle V ALBRECHT,ROBERTJ 6800 N. DALE MABRY HY #158 TAMPA FL 33614 Title DP NICHOLSON, PAMELA M 600 CORPORATE PARK DR ST. LOUIS MO 63105 Title V ADAMSON, BRICE 600 CORPORATE PARK DR ST. LOUIS MO 63105 Title V LEVINE, ALAN D 5105 JOHNSON ROAD COCONUT CREEK FL 33073 Annual. Reports Report Year Filed Date 2007 05/042007 2008 04212008 2009 04/16/2009 Document Images 06/112009 -Conversion View image in PDF format 04/162009 -ANNUAL REPORT View image in PDF format 04212008 -ANNUAL REPORT View image in PDF format 05/042007 - ANNUA! REPORT View image in PDF format 04242006 -ANNUAL REPORT View image in PDF format 0425/2005 -ANNUAL REPORT View image in PDF format 04262004 -ANNUAL REPORT View image in PDF format 04/172003 -ANNUAL REPORT View image in PDF format 05/13/2002 -ANNUAL REPORT View image in PDF format 05/032001 -ANNUAL REPORT View image in PDF format 04/132000 -ANNUAL REPORT View image in PDF format 0429/1999 -ANNUAL REPORT View image in PDF format 04!06/1998 -ANNUAL REPORT View image in PDF format 05/01/1997 - ANNUAL R PORT View image in PDF format 05/01/1996 -ANNUAL REPORT View image in PDF format 05/01/1995 -ANNUAL REPORT View image in PDF format Note: This is not off cial record. See documents if question or conflict. .............................................................................. Previous on List Next on List ......................................................................... Return To List Page 2 of 3 http://www. sunbiz. org/scri pts/cordet.exe?action=DETFIL&inq_doc_number5O1102&inq... 8/27/2009 RENTAULEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ITB No. 57-08-09 BID CHECK LIST To ensure that your bid is submitted in conformance with the Contract Documents, please verify that the following items have been completed and submitted as required. X Original and one copy of bid (including all submittal information) General Conditions Section 1.1 X Execution of Bid General Conditions Section 1.2 X Equivalents/Equal Product General Conditions Section 1.10 Special Condtions Section 2.26 Insurance and Indemnification (including Insurance Checklist) X General Conditions Section 1.59 Cost Proposal X Pages 23-25 Bidders to acknowledge receipt of Addenda (if stated in the Addenda issued). X Page 26 Contractor's Questionnaire X Pages 30-34 Past Performance Client Survey Information (sent to clients) X Pages 35-36 Declaration: Non-discrimination in Contracts and Benefits X Pages 373 ITB 51-0&09 JULY 29, 2009 City of Miami Beach 27 of 43 RENTAULEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ITB No. 51-08-09 CUSTOMER REFERENCE LISTING Bidder's shall furnish the names, addresses, and telephone numbers of a minimum of six (6) firms or government organizations for which the Contractor is currently furnishing or has furnished, similar services. 1) Company Name ~l l r}M I -7fYpk r~~ ~ 'I?k~ l , Address ~IiOS JJU1 aS ST-z~~r ^M(RMI ,yet,. Contact Person/Contract Amount 421 Ut I~A© Vfkt~nl2V ~l~} !/ ~a.~ rni ~•/~f Telephone No. 305 • '~11 1 ~?i gs Fax No. E-mail RVAl.E1~1ZuFl~ C~, MT)PD . c_aM 2) Company Name 1`ilAP41-OAS OFPI GF, DF 51 ~ r'1ri frJt2~~( Address ~ ~0 N W 12 /k ~ ~ till RM I mil, . Contact Person/ContractAmount_1!1'F.USS1~t CHQ.Ho-JA- ~~ 6bOk.~~ Telephone No. ~0S • ~i uf~ Sri ~ Fax No. E-mail Ml1.IS5AGft12MONPr ~ MIAMISA~. t'-nM 3) Company Name ~.' i T'i 9F M I Ft M I ~Pf? U Gt: F7~~ , Address ~'On nlln) ~, A~l'E #tf[~ IMIttMI ~(.. Contact PersoNContractAmount~llC01.~ ~PcJIS ~ ~ (~ I mil, ~`~ Telephone No. S • ~~n~ • Cnl ~ Fax No. 30S • S~~ (0l6 2 E-mail ~, T~~(t S ~- MIitN l -'Pc')U C~ . Oi2G ITB 51-OB-09 JULY 29, 2009 City of Miami Beach 28 of 43 RENTAULEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ITB No. 57-08-09 CUSTOMER REFERENCE LISTING (CONTD.) 4) Company Name CJI ~( of MlltMl CSRQ.17 EIS 'P 17• Address ~Oo2.0 ~W S fo?i 17121 V~ r F'1I /tMl fsYt(•~Oa/rt5 fit, Contact Person/Contract Amount `I'~Ct)t. Ili iir/l2./ ~ ~ ~-0 k,~u,( Telephone No. ?,OS' ~~~ • ~~'02 Fax No. ~ • I-F~F • l02 1 E-mail ~~Y1)1,, P91 I,i.~1Z C~ M GP7 F L. 02U 5) Company Name1.012 1 DA- Uri +~O LI ~.t% ~E'Pi . Address 40V 4SES7 ~~<,M X121 JE r IZI Dh GPI Contact Person/Contract Amount SUSA rJ ~ l~~S ~ ~ ~'U~~yea„( Telephone No. 3D$ • ~ ~t ~ A 2~ 3 Fax No. ~D,S - ~ N S • .r,00 ( E-mail SV1~FS t~ '1.0121 DA (ii7'(FI G-oJ 6) Company Name SOUT~NE12/~1 ('AP1Mkn3n Address ~JSI~ [Jin~ ~1 -I~~PG , P4lFtM1 ~1,. Contact PersoNContract Amount N I GH R P~ St7rJ ~ $ r_ Q L. ~s~!~~f Telephone No. 305 • ~ ~~} ~(<J ~, Fax No. `~~ • U'3~'~~-~~~~ E-mail ~41Ck1 PcEI.~ ~nl ~ l-FQ .~i'~JT+tfol~i _ N ITB 51-OB-09 JULY 29,2009 City of Miami Beach 29 of 43 RENTAL/LEASE OF VEHICLES FOR THE CITY OF MIAMI BEACH ITB No. 51-08-09 Contractor's Name: ~~~E~.~-~.~ s~ ~~si ~~ ~MPt~>~ Principal Office Address: I I q ~S S~J ~o i ~~2.R . Mi M I , fit, . 331 A~ Official Representative: Individual Partnership (Circle One) eretien-~. WMIr~ t,Irtr3luTy cpMPANy If a i . V~ When Incorporated: ,.,1- , i Cp2PoRRri o tJ i3EFOR6 Pd1-o(L ~ ln1 Iq~'6 In what State: ~ .0(1,1 ~ Pc If a Foreion Corporation: Date of Registration with Florida Secretary of State: n1~~ Name of Resident Agent: Address of Resident Agent: President's Name: Vice-President's Name: n3orzoos ITB 57-08-09 City of Miami Beach 30 d 43 Questionnaire (continued) Treasurer's Name: ~'~ Members of Board of Directors: ~ I ~ If a Partnership: ~ I~ Date of organization: (~'~ General or Limited Partnership*: ~IR Name and Address of Each Partner: NAME ~~~ ADDRESS * Designate general partners in a Limited Partnership Number of years of relevant experience in operating A/E business: JreZ. 2. Have any agreements held by Contractor for a project ever been canceled? Yes O No OO If yes, give details on a separate sheet. 3. Has the Contractor or any principals of the applicant organization failed to qualify as a responsible Bidder, refused to enter into a contract after an award has been made, failed to complete a contract during the past five (5) years, or been declared to be in defauR in any contract in the last 5 years? N,0 If yes, please explain: ~'~ T~02009 ITB 51-08-09 Ciry of Miami Beach 31 0! 43 Questionnaire (continued) 4. Has the Contractor or any of its principals ever been declared bankrupt or reorganized under Chapter 11 or put into receiverehip9 Yes ( ) No If yes, give date, court jurisdiction, action taken, and any other explanation deemed necessary on a separate sheet. 5. Person or persons interested in this bid and Qualification Form have ()have not been convicted bya Federal, State, County, or Municipal Court of any violation of law, otherthan traffic violations. To include stockholders overten percent (10%) (Strike out inappropriate words). Explain any convictions: 6. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10°k) interest: A. List all pending lawsuits: ~Onl~ B. List all judgments from lawsuits in the last five (5) years: tJ 0 nl C. List any criminal violations and/or convictions of the Contractor and/or any of its principals: ~~~ Conflicts of (merest. The following relationships are the only potential, actual, orperceived conflicts of interest in connection with this proposal: (If none, state same.) ir~o2oos ire si-oe-os Ciry of Miami Beach 32 of 43 Questionnaire (continued) 8. Public Disclosure. In order to determine whether the members of the Evaluation Committee for this Request for Proposals have any association or relationships which would constitute a conflict of interest, ehher actual or perceived, with any Contractor and/or individuals and entities comprising or representing such Contractor ,and in an attempt to ensure full and complete disclosure regarding this contract, all Contractor s are required to disclose all persons and entities who may be involved with this Proposal. This list shall include public relation firms, lawyers and lobbyists. The Procurement Division shall be notified in writing if any person or entity is added to this list after receipt of proposals. ~QrJ~ 9. Are there any pending discussions relative to mergers, acquisitions, partnerships, or assignment of contract? nl 0 ~ nl~r~ F. .' 7/302009 IT851-OB-09 Ciry of Miami Beach 33 of 43 The Proposer understands that information contained in this Questionnaire will be relied upon by the City in awarding the proposed contract, and such information is warranted by the Proposer to be true and accurate. The Proposer agrees to furnish such additional information, prior to acceptance of any proposal relating to the qualifications of the Proposer, as may be required by the City Manager. The Proposer further understands that the information contained in this Questionnaire may be confirmed through a background investigation conducted by the City, through the Miami Beach Police Department. By submitting this Questionnaire the Proposer agrees to cooperate with this investigation, including but not limited to, fingerprinting and providing information for a credit check. WITNESS: Signature ATTEST: Secretary Print Name (CORPORATE SEAL) PROPOSER IF INDIVIDUAL: Signature I.L.G IF ~: Print Name EIJ r F-~Z IP~R,1 ~F 1,CftSi tSG, C'~ Print Name of Firm 1145 St,l 140 T~12, M«Mi ~t,.331~~ Address a-~acsca Ivy MttRiNnIR ~acsirJS(c,4 Print Name IF CORPORATION: Print Name of Corporation Address By: President Print Name 7/30!2009 ITB 51-OB-09 Ciry o! Miami Beach 34 of 43 Print Name ~ MIAMIBEACH City of Miami Beath, 1700 Convention Center Driva, Miomi Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION iel: 305.673.7490 Fax: 786.394.4235 July 30, 2009 To: Phone: Fax: E-mail: Subject: Performance Evaluation of Number of pages including cover: 2 To Whom It May Concern: The City of Miami Beach has implemented a process that collects past performance information on companies that provide Communication Services. The information will be used to assist City of Miami Beach in the procurement of these supplies. The group or individual listed in the subject line has chosen to participate in this program. They have listed you as a past client that they have done work for. Both, the group or individual and City of Miami Beach would greatly appreciate you taking a few minutes out of your busy day to complete the accompanying questionnaire. Please review all items in the following attachment and answer the questions to the best of your knowledge. If you cannot answer a particular question, please leave it blank. Please return this questionnaire to Olga Serrano by August 31, 2009 at 3:00 p.m. by fax: 786.394.4235; or a-mail oserrano@ m iamibeachfl. aov. Thank you for your time and effort. ~~ Gus Lopez, CPPO Procurement Director 7/30!2009 ITB 51-08-08 Chy of Miami Beach 350! 43 [n MIAMI BEACH Cify of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305.673.7490, Fax: 786.394.4235 PERFORMANCE EVALUATION SURVEY ITB #51-OS-09 Group or individual Name: Point of Contact: Phone and Please evaluate the performance of the group or individual (10 means you are very satisfied and have no questions about hiring them again, and 1 is if you would never hire them again because of very poor performance). If you don't know, please leave blank. NO CRITERIA UNIT 1 Timeliness in providing contracted service (1-10) 2 Ability to maintain delivery schedule (on-time /conforming to re ulated delive hours or earl ( ) 1-10 3 Professionalism and ability to manage (1-10) 4 Professionalism of delive services 1-10 5 Ability to follow the users rules, regulations, and re uirements (1-10) 6 Overall customer satisfaction and hiring again based on erformance comfort level in hirin contractor a ain (1-10) 7 Ability to follow the users rules, regulations, and re uirements (1-10) 8 Overall customer satisfaction and hiring again based on performance (comfort level in hiring contractor again) (1-10) Overall Comments Agency or Contact Reference Business Name: Contact Name: Contact Phone and a-mail: Date of Services: Dollar Amount for Services: Thank you for your time and effort. Please return this form to 786-3944235 Attn. Olga Serrano at: olStaserranofiilmiamibeachfl.aov 7/30/2009 ITB 57-0&09 Cdy o! Miami Beach 38 or 43 ,.. ~~., , <...~ CITY OF MIAMI BEACH DECLARATION: NONDISCRIMINATION IN CONTRACTS AND BENEFITS Section 1. Vendor Information Name of Companyy:~I~NTERPR.1 SG I,~AS I('rCYName o~}f Company Congt~a,,ct Person: ~~tc.l l ~~ I~Jt~'(yl (~s~ Phone Number: 'I a6 S~ T ~~~Fax Number: l~' 3~i~'~TVI~' E-mail: MA'Qi f(n1R.ff- ~CsINSKft(?,E(~C, Cp(~( Vendor Number ('rf known): Federal ID or Social Security Number: ~~ t ~pt0a~ ~n Approximate Number of Employees in the U.S.: ~ ~ 1 t f (If 50 or less, skip to Section 4, date and sign) Are any of your employees covered by a collective bargaining agreement or union trust fund? _YesLC No Union name(s): Section 2, Compliance Questions Question t. Nondiscrimination -Protected Classes A. Does your company agree to not discriminate against your employees, applicants for employment, employees of the City, or members of the public on the basis of the fact or perception of a person's membership in the categories listed below? Please note; a "YES" answer means your company agrees it will not discriminate; a "NO" answer means your company refuses to agree that it will not discriminate. Please answer yes or no to each ptegory. ^ Race "/_ Yes No ^ Sex '/Yes No _ _ ^ Color /Yes No D Sexual orientation .Yes No _ _ ^ Creed ~ Yes _ No ^ Gender identity (transgender status) /Yes No _ ^ Religion J Yes _ No ^ Domestic partner status Yes _ No ^ National origin /Yes No ^ Marital status /Yes No _ D Ancestry JYes_ No D Disability /Yes _ No ^ Age Yes_ No ^ AIDS/HIV status /Yes _ No _ ^ Height /Yes_ No ^ Weight /Yes _ No B. Does your company agree to insert a similar nondiscrimination provision in any subcontract you enter into for the performance of a substantial portion of the contract you have with the City? Please note: you must answer this question, even if you do not inland to enter into any subcontracts. ~_ Yes _ No 7/302009 ITB 57-n8-09 Ciry of Miami Beactt 37 of 43 Question 2. Nondiscrimination - Equal Benefits for Employees with Spouses and Employees with Domestic Parfiers Questions 2A and 2B should be answered YES even if your employees must pay some or all of the cost of s ousel or domestic partner benefits. A. Does your company provide or offer access to any benefits to employees with spo/uses or to spouses of employees V Yes _ No B. Does your company provide or offer access to any benefits to employees with (salne,6r opposite sex) domestic partners' or to domestic partners of employees? _ Yes _No 'The tens Domestic Partner shall mean any two (2) adults of the same or different sex, who have registered as domestic partners with a government body pursuam to state or local law authorizing such registration, or with an imemal registry maintained by the employer of at least one of the domestic partners. A Contractor may institute an internal registry to allowforthe provision of equal benefits to employees with domestic partner who do not register their partnerships pursuant to a governmental body authorizing such registration, or who are located in a jurisdiction where no such governmental domestic partnership exists. A Contractor that institutes such registry shall not impose criteria for registration that are more stringentthan those required for domestic partnership registration by the City of Miami Beach If you answered °NO° to both Questions 2A and 2B, go to Section 4 (at the bottom of this page), cemplete and sign the form, filling in all items requested. If you answered °YES" to either or both Questions 2A and 2B, please continue to Quesstion 2C below. Question 2. (continued) C. Please check all benefits that apply to your answers above and list in the `other° section any additional benefits not already speafied. Note: some benefits are provided to employees beceuse they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Yes for Employees with S oases Yes for Employees with Domestic Partners No, this Benefit is Not Offered Documentation of this Benefit is Submitted with this Form Health ^ ^ lol Demal ~ ^ ^ vision M ^ ^ Retirement (Pension, 401 k etc. rd ^ ^ Bereavement ^ ^ Famil Leave ^ ^ Parental Leave ~ ^ ^ Employee Assistance Pro ram ~ ^ ^ Relocation & Travel ~ ^ ^ Company Discount, Facilities & Events ref ^ ^ Credd Union ^ ^ ^ Child Care ^ ^ ~ ^ Other ~ ^ ^ 7/3012009 ITB 57-08-08 City of Miami Beech 38 of 43 Note: If you can not offer a benefit in a nondiscriminatory manner because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverege) you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent, submit a completed Reasonable MeasuresApplicetion with all necessary attachments, and have your application approved by the City Manager, or his designee. Section 3. Required Documentation YOU MUST SUBMIT SUPPORTING DOCUMENTATION to verify each benefit marked in Question 2C. Without proper documentation, your company cannot be certified as complying with the City's Equal Benefits Requirement for Domestic Partner Ordinance. For example, to document medical insurance submit a statement from your insurance provider or a copy of the eligibility section of your plan document; to document leave programs, submit a copy of your company's employee handbook. If documentation for a particular benefit does not exist, attach an explanation. Have you submitted supporting documentation for each benefit offered? Yes _ No Section 4. Executing the Document I declare under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized to bind this entity contractually. Executed this day of , in the year , at Signature Name of Signatory (please print) City State Mailing Address City, State, Zip Code Title 1/30/2009 ITB 51-08-09 CBy of Miami Beach 38 W 43 You hive - lienetlts Overview Page 1 of 4 Home Forms puesuonc entl Answers Site Map Contact Ua Benepb For US Employees I C1S BBDBf118 OV@NI@W Benagts Overview Full-ama Benefiu: Pan-ame Banefib: • Time Ofl C_IwimTjme US Banellb Epgidlip ~ Heaah lnsurama Rstirament_Savings Plan Navra118enalib Elipibllky - Ufa and DieabiliryJngurarhe Diswynt Program; • FlexibleSpending ACCmma Banegts Enrollment Ratiremepl SavipgsPlan • More Benefits ' 4ismyM PrOpramc Payroll Time Off Full-Tama Employees Time OH VaeMbn Tebl PeW DeYs Anniversary (on snnMrsery tlab) CholmTlnie OR Eaeh Vrr Llfa-Changing Events Dale Of hbe upm B ](l day earmOper manV~upb ] is anniversary a mmtlmun ol7 days) Employee/Family t°-<a ennlvenery 10 7(m enMVerwry d.b) fl Rolocation ROSOUmes bLL-qLL amNareery 1E 7(on enNVereary tleta) 2p 1pa-1gLL p ](on anNvanery tlW) 2] Health entl Wellness annMreary 20LL amivarsery 25 ](m annivmyry Oats) ffi entl bsyme Retirement Savings Plan LHe 8 Disability Insurance Nolltlsys AI canpery ohms reoopnke ed holitlsys: Naw Vmrs Dry. Memorial DeY. Intlepentlance Day, labor Dry, TheNwpNlnp Day, ChMbnas Day Discounts entl Rewartls Flosgnp Nollesys Company N@WS In aOtlipm b the su tlmlpmbe hdbeya, NII-Ems empkyeas Nipide as hdkeY peY aho wpl nmhe pm tbaprq htlitlay mM year, pnnb0 m Mle tleb almNramivereery. Empbyeea csl we Mre EW Wq hditlay Crisis ROSponse befetleral.sbb, repplom or rapbml holkry not lisbtl dhow. Enterprise Noltlings QapkbTOo Fountla[ion Health Insurence Me0icel, Demel, entl Prescription Drug coverage is ofleretl es e mckapetl bemfit only. Employees arb Muir covered dapentlems must Business Ethles Hotline enroll k me came plan - eitMr PPO]g0, PFO800 or EPO. Matlksl ProY1My UnhetlHmMlmre Choom uom PPO30q, PP0e00, w EPO covmape. Cos! Tobacco entl non-kmaorates Pmnluma prylM tlatlutlee praRs Elleethro Dab iM tlry of ma 9m manln btlowinpEM daY alwoA _ as a blWme amproyaa. - +~~ PPOEW UnketlHetlmcra'a PPO b a netlanel MMrork of wledetl hmplftls, tlocawa arse otlror haMm can provken who eprm k supply hwlm ems asrvkes M reducetl meb. Olflm COpry Pnmery Cma: E2q (m-NalwoM1J SpabYy Care: E95 (IIFNenrolk) Wellness 3350 mazimum per person, par mbndm yam Bane/I[ DaducMdm IrvNetwmk:SaNMrgivMFW per mbnOm ymr ~ W Hamiry par ealmMar yam 'Gnat minps happen omen Out#Nelwmk m001mOIvltluM per cderlMryem we esters m our cuabmen E1206Memiry PmcslanOer ywr entl to earn omm" Pbn Pays hFNeasOrb: gD96eMrtletlurlible Oul#Nebvxk: 87% efler datluotlde ONafgsoebt In-Network El2~mMitlml par c~entlar year tJmlb Rgpmlmniry percNmMar yam Out-of-NetwoN: Epg0pfintliNdml per mbntlmymr E98W/famlry per misn0ar yam PPOEW UnlbtlHplmcma's PPO b a nelbnal rmbork or ealsgeO lgsplWe, dcGpre en0 bWr balm oars provkan wM spree m supply haeah wo sarvlcp at retluraa msb. Olllm COpry Pdmery Can: E20 (IrvNebwk) Spatlety Care:fg0 gnNetwwk) W~I~ E9E0 mmlmum perperson, per mknem yam De0uetl01p InNalwak:mWarWividualpm mlenOm year E120Mantly Pm mbntlsr Yev Dui-ot-Nebwtlc: E120011rdINduM per oabMer yam E2gOMemily per mlarltlm year Plan Ptye IrvNMwrk: e0%aMres0uctlda OutroaNelwmk: MpW char eedumde OWar-Pmket http://eracpeople.enterprise.com/us/bene£ts overview/index.asp 8/28/2009 You Drive -Benefits Overview Page 2 of 4 Lfmib In-Nehmtlc EfEDQrmtllVMa9l pm caentlar year E3E(IDRemilY Par NleMer Ysar OW-Bf-Nemork E35~ntllvkuel par ubntlar year EY20rehmlly per ONen0eryeer EPO UnitetlHNOhcme'a EPO V a local rwtwak d hNOh ma pmAtlara Mdutlino Primary Gre Phyeltlale (PCPs), epadetlsta, IpsplWe ntl endllery eervleee, orbs alter pratlklebls aM Iwror Wt#packm heats Nis meN. Primary Care Physidan (PCP) bpovn mn Ntl na ieferrels ere riscassery tp see a epxhpN b me EPO rnlwak GRIN GPM Primary Gre: E25 (EPO Network) SpedBM Can: E50 (EPO Nelwak) We11MN unlimhetl Bsnallt DatluNUW rots Phn Pays p0%eRar mpeye entl atlmiubnhN oma4PNket aflwormtliweual per Nl.merye.r umib f2000llamity percaleMmyear Sack to Top PnrvlMr Deraal Della Omaal of MleaauH (Dells pwtml Femlm Plpp CNI kdutletl in th am of m09N1 mvsrape ERactlN Deb lst tlaY dtlne 9rd manb lOlbwiip tlrst tlaydvrak N lul4tlma ampbyM OatluetlEla IMivkum: E50 Femlty: Elan (mmMMtl far beak sM rruQn nabre5ve Nle) Mazlmum E1000yNtly mmtlmum per paprun br mveretl tlwVal 9ervlal6 eM suppliN E1600 Matlme mmtlmrm fm Mhatrmtle rme (far tleparkam WMnn tluauYh p018) Plan Pays 111096 dtlhpnoetie eritlpmrerNVa care(no tlxlumds) eo96 d aaNC resWatlve wa; orel suryary lOr Impedetl sib uNmpadetl Deem (sugad m atluc00h) 50%d major rNbreWa ems (tubed to tletludbh) &ri6 maMOtlodla Nre w h E1500Ilfetlme maximum for Oepereferrl ddlGSn tlsouph spa 1E (M b0uN01e) Back to Tom Prneelptlon Orep ProWMr ExpreN SctlPts Cosl Iniutletl In tlra Oust al metlkal mvenpe ERBO11N Deb 1setlM OitM 3b mmm btlmvlrp MitlaYdwork u fuu-0me ampbyae CopMr Rulmaey Ei0 Npb36tley wPPN) Dtl10„a HOm0 D0tlvery. EEO (upnpbtlsy wpply) Copeys- PhaMacyfEO (uPb E6tlM SUpWY) Formulary Home Gpwry:EEO lup h B0.tlay supply) Capays- Phemucy E15 (up m 90.Ny supply) NNFwmmary Hama Delivery: Epp (up f0 p0-0aY supply) Vision Benefib Vlslon Prevlhr EyeMSO VNion Can Cost PMnluma pMnll rhtludatl Prelmc Effaeavs Osh t~taay Of me Ertl marts fdlawkpflretOMdwak ae ful4Eme ampby0e BaM/lt Memper peyc mpM ar tliccoulHe0 aelanN br pMNaionel eYOCan services aM protluON when vitltinp In~nahoA provken Beth t0 Top Life and Disability Insurance 9aale Life IPBUnnN and gDED ProvlMr McWla Cost No metk empigN ERamM DSh tattlMdtln AO mmm bllwnrp SnttlM mvrotlc N blltlme ampbyae aerwnt Beek LHa IMennN ~ 1.5 z previous Nlmtlm year wepea (E]5,000 mklmum, E950,000 maumum) ADED 8eneh = Douaks Oeek IMe InwreMa aeMtlb for amkedal tlNm a pays permnWjs br 3ememtwMant httD://eracneoole.enterorise.com/us/benefits overview/index.asn R/2A/2009 You llrive -Benefits Overview Page 3 of 4 Beck m Top 8upplemaram life Imunnce Employee Dptlpllal Lila Insurence ProvMer MaWfe Cml Calalabtl u4np ape. labacm/nori-bbeao aM ennuM foul pry BeMnt FM-lime plan anmy Mows empbyee m pucheae aENtlorel IAe bsuerce et ix, 2x, 9x, 4z, 6x, orBz annwl pay (Basic and Optiorid file carr&Iretl mmol excwtl 81,500.000 mswmum) Future plan emry Amibtl b 1x emuml pry Future hluaesm IImtlW ro rezY covereps lavm SpousalCM1E Dapentlenl LAe Iroumre ProvlEer MsWle Cmt Spoum:325.00018.53 per blwssklY DM pxllM 550,000151.08 per bkveeky pey pMptl CMb:f10.00018.e0 per biweeby pry period Ro,00W5.B2 Der bbroeWy pay peMC 6emOt FHe-tlme plmremry elbwe mmployseblxxmMSa IAS bwumrcs ror apouae a 325,000 ar 150,000; tltAO m f10,000 or 520,000 FuNro Dhn anbY AmlteO ro firetopvere0e level Fuure bvenm Amtletl tp nezl oovere0e buts lanp-Term DImbI1My ProvlOar Unum Cast Fmpbyam ere bxeD on ble LTD premium, antl woulG, Illerarore, larelw LTD bensMa tm fine Enaaweom 1Ma.ymme ad mamblonopanf nre rbymwmk m NlFfime ampbyx Elisimilly rmM ab.nAity ror eb WeriEarage BeneM 80%mprevbus nbn3er YeewaBSs @pSkl9 TOo Flexible Spending Accounts Flazibb SpaMinp AeoourN HCSI1 Xmtlh Cee SpeMinp Aomiml TMN Party ADP BereN Bemkee Atlmlmatramr Elhetlve Dab 1st 0ey mtlte 9nl monm blbwhp fiml tley mvmm m NIWme empbym Bamfx Pry ror m+eIAYIM Omllh rma exparwa wNl pretm Oollere Mingnum 8190 Comrlbueon Maximum 55000 Crrmribulbn DCSA DapanOett Care Spermbp Avqum ThIN Party ADP Bane51 SeMCes Atlmlrtlatralol ERaotM Date 1sl OaY m81e 3rrlmmm rolbMmifirol CeY mvrak m NIWme ampbyee Bsmnt Par ror wmlMm Oepezl.m w axpansm wtlb Ixelm aolbre Minhnum f190 Conblbu0on Maximum 55000 (E25001t marriM Nbp mperebty) Comeibutlon Back tp Tpp Retirement Sevin®s Plan Applicable m non-anon ampleyma enyi 5o11k1 era Prmx BMrtnB Plan FlaelAylmeabnems wnw d0lk.mm Rseordkaepe _ EIIAIbAby s01(k)-tm deYmme 3m momh folMxMmfimt aey mvrork (NIp3m0 aria pet-5me employees) ProN Blwirq -1st say m marts totloein0 complatlon m are ree m contlnuam nervin vmkb iritlWea 1,0001ivers mmrviu Enrollment 401(k) - EIIBIble smpbyem cen amoll m vMw,901h44m or by nlllrp FitlelAy et 800.895 5088 ProN BlMrirp - Elipime empbyem aro aulpmatlGAly httn://eracpeople.entemrise.coxn/us/benefits overview/index.asp 8/28/2009 You llrive - rienefits Overview enralgd ComHONlons d01(k)-EmproyN Preto defarrels: i-10D%ol wmpenxeon, limlbtl m 518.600 in ZOOB; wmpemr meth: 100%ot emgoyee dfenel W ro 3%ot wmpenxkon; mlbver eom proviouc empioyafe owOfietl plan; uttl+lq wntributlon for peklppenla e0e 60 end owr limitetl m E6,SOO In 2008 Pre8[ ShMrp -Dlecrotlonery, bxetl an comperry po6bbld7 dloxletl 1o wr6olpwLL amployetl w me Ixtdr aplen rear beeetl w e Pnwntepe a Y~e6 VeeOnp Yaen of Bervix 1 2 3 4 5 8 Vestetl 0 20 d0 80 w 100 Peroentape Loans (a01(k)) tAlnlmum El,000,Mmlmum: 50%otemployae conhibutlpna uP l0 560.000 Back to Top Cfiolce Time GwlwTlme b prevldtl to allplbb Wrt-8me emDloywa DeM1-lime employees beeome allplblefw CIIOIOaTime eMr one yawl wmuWlve eervip. Earnlrlp 9glbb pen-tlme em~oyaes eem we tiphbhan CholeaTma CRPiceTlma tley Mevery 400 hova vmrke0 tlunnp the payrdl urelender yam up m e mekimum of roar dye per Year. UsMp Employxa era ermlxpeE ro vee CtdcaTlme tleye ClrolosTms ro tlw ~endu ypr in vfiidl 8roy aro eemed. In the eventthere.re em dye remelnne rn tn. entl orme nbMx rear, en employee la rogdretl m uw Owee tlaya Derore January 31 o18ro rolbwinp year. More Beneflta LIye5lenalr- Stepel4n HerYN exllcea, 800-number, 24tnur mark Proprem ew6dn0el FAP wunedbq end vmrklliro roeplllpe9 ror amployeea end NgIW dgxntlwb Adptlon Nadnnenxmcuaememaan,ooDroroudlntd Axlehrrm Atlpplbn Evpenxa CerRnyal Fld rme orpamekapeo8 rotall tliecoume evaYeble Dbwurd Mampbyax, epww,tlglble dorrixtie pertnere, tllldren, Paronb, Drontlperode, slbOnps, NJaev and Mtrer nbdvx 11nnw I eenaeb owmpw I eenspb En~ebrent PaDN I nma on lHSLnenplnp Evams EmpkryeelFeMN Mbwtlon Reswmw I HxM mtl VVellxu I Rwrament &evhpa Pbn ills a gxgky Inwrenx pewume and Rewede lCOmpany Newe FOmelnuxtlwe eM AxeenltWU M~pl COmeG Uv Disclaimer QA009 Enterpnee HObinps, inc. http://eracpeople.enterprise.com/us/benefits overview/index.asn Page 4 of 4 8/28/2Q09 You Drive -Time Off Page 1 of 2 Home Forms Duestions antl Answers Sire Mep Conroct Us Benente FOr UB Employees Death in the Family Benefits Ovorviow qg fug-sma and pal-ame employees ere enatbtl ro bereavement leave far a Oeam in me employee's immetliare family. Employees may ba graMeO up to mree wnsecueve wlerro'ar Oays oR An adNgonal two wnseatlva wlantlar tlays may be grenretl wirer loop tlisranw navel is requiretl. Employees arhatluletl to BeneRis Enrollment wont tlunn0 roe leave panotl will rewNe pay for lush achedule0 time. Payroll Time Ott Halare Vacetlen CholeaTlma ShM-Tmm Dlublliry Mtlemlry Wva Atloptlon Leave PMmiry law ~,, PheerBeok Psdod ~, DeeN In Famlly Jury Dury MIIRary laaw p~ Ilv ~ NaElael I.aava Lifo-Changing Events Employee/Famlly Ralocetlon Resources Healm antl Wellness Retirement Savings Plan Life 8 Disability Insurance Discounts antl Rewards Company News Cricie Response Enterprise Holtlings Fountlation Business Emica Hotline ~I /~.~' / _~~ ~ `- °CUatomar aerdda Is our way of life' An employee's immetliera family is tlefinetl es his or bar epousa, eligible came-sex or opposae-sex tlomeatic partner, dlilQ tamer, mother, bromer, mater, bmerinkw, momar-in-law, peranr6 a same-sax or opposlre-sex tlamaeac paMer, grentlperenta, grantldldmen, crepmomeq arepfemer antl stapollldren. Bereavement leave u irnandetl to compensam employees who must be absent In omer to ertenge or asentl ew lurreral of an immediate hmily member. In ma event a miuamaga occure tluring megwncy, bereavement leave Ic available ro empbyees woo read time oR lollewing the loss a Nair child. Need ror en axrentled panotl a time, or leave for any relagan Omer than ma immealae family member maMionad above, should ba directed b the employee's manager br canaitlereaon. htto://eracueonle.enterorise.com/us/time off/deathInFamily.asn R/2R/2009 You llnve -'l'one U13 Home ~ esneMa overview I Bemme Enrobnem I Peymo I nme on I ~a-cnmpiM Evmb EmpMyeeFmtlM Rabullon Reaoutta ~ HaaM end Welbw I Retlnmem 6ernpe Pbn Ule b gmWXy Ineunnp gecowb mtl RaweNa ~ CempenY Nsrn ~ Fomb ~ tlwvepna m0 Pnewen ~ Blb Map ~ CoMaH W ~iacbimee 03888 ENerynae HOMl~pa.Inc. Page 2 of 2 httn://eracneonle.enterorise.com/us/time off/deathInFamilv.asn g/zg/2009 You Drive -'1'hne ()13 Yage 1 of L Home Forms Ouesliona entl Answers Slta Map Contact Ue eeaeab For US Employees I Maternity, Adoption, and Paternity Leaves; Phase-Back Period MatemkyLeave 8an¢fits Overview Adoption Leave Phase-Back PeH9tl paternky Leave Benefits Enrollment Maternity Leave Payroll Certain empbyeea who lake time oR ether tlalivedng a child maybe m¢fkd to be gab tore pMion of Meir leave basetl upon IengM of service end emdoymanl status. Emplgaes vAM less Men Nro wmula¢va years of service ehoub refer b unlsatl leaves d abaenw. Time OH Malankry issue will run concunentty tort any FML4 bow to whits an employee may be enWad, end cannot be combined wits any berrefila afbMed under Me wremiry leave or edwapn leave wliq. Hogtla» Vepetlon Matamlty L¢ew/Full-Time Emplo»ea) Full-tlme emdoyaes wM Mro or more years d wmuleliw service are eligide to receive up b 40 waking CIrolwTime tlaye at 100 percent of Meir pay bllowin0 a five-woking-tley waling period eher lha blM d Me child. Short-Tent DISWIIiry BTp/ktatege7 Le9Ye_Teale Matxdly Laaw Atl°ptl°n L¢aw To ba eli0ible br Ma mezimum malemlry leave of 40 days ffi 1g0 percent pay, an amploYae must haw at PWmily LNw Ieas140 days remaining in Malr STD bank. l(Me scoria»e M1as u01¢ad STD in Me 12 mariRis prior to Me bits d Me child, the number of paitl tlays avaiieble fm maternity leave may be retluwtl. Phsssasek PMotl Deetlr M Femlry If a paitl hditley occurs tlutlng en emplgee'a meterniy leave, it will be wb as a holbay entl will not court bwar0 her maximum maemiry leave aMtlemeM. in elates where finenual benefits era govidetl tq Jury Duty emdoYees for mabmlry have caber Oisabillry Msurenw or abler pragrems, to avd0 tludicatlon d benafiLV, MIINary Leave emplowas may be required b ethane Meir chant from Ma stale b the company for any payments rewivatl tludnp wriatlE of paitl leave or olnerwise azwuM rot Ma reuld d dupliraia Wnda. FemllY entl Mstlleal leave y Ad fl MlA) The first five days of maemiry leave will Da gab fiom available ChdwTime tlaye. If no ChoiwTime days remain, an emDlo»e wn tinter take Mesa five days unpaid or use evallade paid vacation dayc (unbss Life-Changing Evant6 prohibited q amts law). Ii Me memrniy leave elan qualifies br FMU kava, Me scoria»a will be requiretl W Eubntitule end azneusi ChDI[eTime ant vawfion for Meae five Oa» Par Me FMLA wtlDY. Employee/Femlly If an emplgee requires erltliEOne1 lime off tlue b a sedws healM wntliEOn, she may ba regdretl to provitla Relocation Resources madicM wNfiraEw par Me FMIA. This adtlilbnel sme may bB available with pay m tlebMined M Me STD poliq. Please waled »ur Humm Raawrwa tlawrtmeM it you have any gwalidna. Health entl Welln¢s8 Natamiry Law (Part-Time Employees) part-Erne emplo»as wlMtvro ar more»are o/wmul¢yve service wlil receive one paitl week ofl eher the tint d a eMtl. Payment is tlererminatl by cdcdetirrp Nre emptayee'.s avenge )wars worked per week based w Me 12 weeks poor to canmennmem o/Me leave. Retirement Savings Plan EliOibla pert-Erne empb»es ere entltletl W pna paitl week d leave in a rolling 12-mprM perbtl measure0 backward Irom Me data Ma have Rral begins. Life 8 Disablllty Insurance @agkM Ta¢ Discounlc and Rewards Atloptlon Leave Company News Paitl adoption leave is available for emdoyaea wIM Mro or more years d wmdeave serviw wHO will ba Ma primary caregiver. If a husband end wile ere hart company emdoyees, only one wn recelw Me ben¢flls of Mls poliq far e9rM etlopgon. Atlopkon leave will run wncurrenq wah arty ewlkeble or evallade FMLA leave entl cannot Ee combined wIM eq banefiLL eROMetl antler the paternity a matamlry leave polities. Crisis Rosponse Empbyees who lake time oR W atlopl a drib may ba enEtlaO M be paid b e portion of MeR leave bawtl upon their IengM d service entl employment status. Emplo»ea wlih bas than Iwo wmulaliva years d Enterprise Holdings service ahwld rerorm unwi0leaves dabaence. Fountlation Atloptlon Leew /Full-Time Empigaea) Elglbla WII-tlma employees have up l0 20 workng tlaw al edwfipn leave per roII1n0 Year el 100 pemenl 6usln¢ss Ethics HoHine PeY idbwin0 efive-working-day wading period. if a paid twlitlay occurs tluring m employee's eaowon leave, It will ba pent es a hallGey erb will nd wont towam Melr maximum edOdian leave arNtlemapl. The fircl Rve tleys doe have will be geld horn eveilada ChoiwTima days. It no ChoiwTime tlaye ere il ava able, an emdoyea can eMm take theca five days unpaid or use eveilebb paid varakw ds» lunleu prohibited Dy state law). Ii lire adwEm leave also qualifies for FMLA leave, Ma employee will be required b subakNre and exhaust ChdcaTme ant vHCatlan for blase five days per Ma FMIA pdiq. Adoption leave (Pert-Tlma Employees) Pert-Gme emdoyees wits two or mere years dcumelaliw sarvire will fewive One pdtl wwk off br the adopbon d a child Payment is determined by calwlafing Ma employee's average hours worked per week besetl an Ma 12 weeks odor to commenwmenl d Ma leave. Esplok pan-time employees are enli0e0 to one paitl week of leave in a rolling 12+nonM wood measure0 baticwartl ham Me tlela Ma lean first begins Back to Toy Pha9e•Back Perlotl •puf ddDrc are open' Maternity end edolatlon leaves elan indutle a phase-bark pariptl permlWng a gretlual realm b work. All W11- 4ma amplgeea, reparraesa d IengM of saMw, who era rebmirr0 horn matemiry or etloWon leave eM ere pnmery wregiverc, ere eligible for the phase-back Period Employees who are not eligida for paid matemiry or etlepliw leave ere eligiEle for phase-DeG as long as ha or she is iha pnmery wredwc Emplgees receive 100 Derwnl wY tlutlng Me phasebeQ paripd. The advantage of Me phase-Eack Daripd is Mat employees are provided fdl pay upon return horn matemiry or etlopliw leave wdhaut having to wqk a NII weak. The phase-back provitles an emdgee reNmirp Rom maemiry ar e0optlan leave with a lull week's wY li.e., 40 hours d pay or more depending on Ma employee's normal aMetlda) for working a raduwtl atlretlda during weeks arse Mroupn four, wvM a realm W regular hours, as apprwnete for Me waitron, httD://eracneonle.enterorise.com/us/time off/matertutvLeave.asp 8/28/2009 You Urive -'l'ime Uit during weak five. These eMancetl benedn apply unless letlarat or local laws require oNemtlae. Bask to Tqp Phase-Beek Perlotl Tables Exempt l: Employee woeMn0 a8 boon grwwk Wank Ores BOx o/ovenge noun •21.5 boon Weak Two 70%0/ avenge boon . N.B boon WeakThm egxdavangs boon •BB.2 hour Week FOUr 11O1.dewnlp hour •N.l hour Week Fiw ~ Bad b evanps hour • 1B hours Exempla II: Empbyee woMng b boon parwad Week (MS fiOx o/svanga hours •2O boon Week Two TO%oyavaraga boon • 28 boon Weak Thras Boxdsyenpa hours •32 hour Week FOUr 9Olb o/rvarepa bean •BB boon Week Fhn* Bad to avanpa hour •bhours Beph W TBP Paternity Leave The pererttlry have proBrem grenn up W five tlaye of paid penmiry leave for all eligible full-Ume employees, erW a pro rata equivalent for ell peaAme employees, basetl on average boon wameO per week. Petamiry leave will mn wnwnendy with any FML4leave W whittt an employee may ba enadeQ if any, anO aannM ba combined wiM any benefits agortletl untlarme Mmernity Leave m Adoption Leave Policy. In omer to Da eligible for penmiry beve, en employee must. • Have wmplentl Mro yearn of cumulative service, whether part-time or ful4dme, by eidmr Ma expattaO or actual tltla of biM ar Oate al adoption', • Ba gdhar Ma bblopieal or atlopGVe father m Me MIId, or Vw same-sex peMer of Ne primary caregiver m Ue mild; antl • Be expeuetl ro beer reapogalbility for Me diil8s upbnnOMg. EUgible fuibtime empbyeaa are endued up to five woadnB tlaye IN pain leave in a ro111nB tvrelve monM paned measured be[kwaN from the tlan the leave fiat begin. EIIBibla pea-time employees are endued ro paltl leave in Me aama rolling twelve momm pedotl basetl on boon waked tlunrg an average workweek. An avenge workweek is tletanninatl by calwlating Ma employee's evaaBe boon vrorkatl per week dunrg Me Nrelve-w9ek penotl poor to commancamam d leave. Leave may be When on Ma data of WM or adoption ar wiNin Me 3ptlay period folbwing Me date m biM or adoption. Leave may be taken on sepamta days ar on a consewtiva besie. Empbyeea wishing to nke soave are requested to Inform Nair manager as soon es possible W Ma Ilkaly Oates of Men absence. Employees must provide 30 days' wmten notice of Ma leave request to Melr manager aM the Human Reswrcm deparbnent, or as much natlce as pndigeble u Me leave is not roreseeable, to ensure the timely wmpleUOn of Me ner»saery roims. upon nodfiratlon ro management antl Human Resources, en employee requesting leave must mmplen e Regaeat ror Peterniry.Leava form. In eddhron, the empbyea shell provide Me Human Rewurces Eepeament wnden tlocumenntion mdrming Me expected Gate m MudbiM or adoption. Such tlocumenndon shall be lasuetl by a reOisteretl prattitloner ar atlopUOn aOmcY and inGUde confrmakon of Me expettatl tlme a delivery or placement. Beck to Tap Home I e.n.w awaMw I e.n.nrs Enioamem I PewoA I nma oB I ale-chenpre Ev.nn EmDlmeeRemly Rebntlon Rasourcea HaM aM VMlneee Rstlnmwa 8rvlres PMn I Las 6 o1xMAry Imuranw Memunp sm RewerM I Company slaws I Fame I guseaom ad Amwam Blm Map Gomm Ue Psdame~ 02088 Enlemdee HOtlbps.Inc. http://eracpeople.enterprise.com/us/time ofF/matemityLeave.asp Yage '1 of "L 8/28/2009 You Ihive - Congratulations on your relocation with !/nterprtse Holdings! rage t of 1 Home Forms Ouealions antl Answan Site Map Contact Us senerrta For lA5 Employees Boneflts Ovorviaw Benoflts Enrollment Payroll EMPLOYEE/FAMILY AELOCRTIOR RESDURCES k NrEHPH15Ei OLOINOS Time On Ellgiblllty Before the Move During the Move Afar the Mova Llfo-ChanBing Events EmployealFamlly Rolocetion Rosources EII9iplllry RNOUgm Program EA11dM Lsavklp lMarutlom!/ Before the Mow Rebotlan Atahbua Mwhp Cnaddd HouuhoM Grwas elq Noll- Agwndo Faintly. Pao antl P4me Imrtlpmtlu ens 114slnetloml Moves ImpgtleM %qn antl RxNpb NM pica IMPmIWu During the Move Mavl~p Day AtMel Dry Aker the Move gMMwtiq Health antl Wellness Retirement Savings Plan Congratulations on your relocation with Enterprise Holdings) This may be your firs) move or one d many as an emproyae or employee spouse w Opnestic pmNar wIN EMemnae Holtlinpa. Our Raloudon Prpprem is tlespnetl ro assist you antl your family in melting a amooN trensamn b your rlew location. Tha Rebution Web rile will assist you with many of Ne details d your relocation. We hope you antl it useful This ails Ia Mtmtletl ro be a umpreMnsive ovemew d relocatioMMwmapon. There will be sections Nat may not pertain ro your irbivitlual sih+elian. It is Our intention b intlutla a vutle rorga Of infoimetion to asaiM you wIN your particular reloulian needs. To help you complete your relocation as eMdengy arM pleasantly as posNb4, ErMamnse Haltlinps is providing you wIN the professional semius of SIRVA Relocation, a 0lobel relocation orpenvation. Vat SIRVA RMOUgm Counselor (RC) will canted you m explain Nea seMUS m tleldl agtl answer arty questions you may nave. WE RECOMMEND THAT VOU DO NOT CONTACT A REAL ESTATE RRORER DIRECTLY WITHOUT HAVING SPOKEN TO YOUR SIRVq RELOCATION CLIENT SERVICE MANAGER SIRVA RMOcatian tma tlevalopa0 a relocation website spetlficelly for pro transrerrinp emproyees antl families d Enterynce Hddnps. We eircnurepa you to take atlveMape of Nis easy-ro-use an0 camprehenslve resource. The webslM, (waw.A~s_ExaccanJ AcmasExec®, anms 241nur access ro various resources Ntludnp: • Access ro your relocation policy antl other necessary documents • AGiiry N creme, submA, arM trerk relocaaon expense repons • Helpful hints on home merketlrp, name pulW se, aM broker selection • New area inlormebon (housin8, schoda, visibrs guitl0 news, weMer, spons, amJ • ARelocatlon Checklist ror quick uptlarea • Unks t0 monpepe pmvitlers antl imppnant resource sties • Oirett a-mail access to your Coen[ Service Menpar Aak your SIRVA Relocagon Counselor abom Nis helpful resource. tzL-l.'y77r~:~~ 6ee'.Divaunteaatl.Rewarda necliak-fwa d'6mutR one GPS 8yblerll LIFE EVENT RESOURCES AND REFERRAL PROGRAMS Aa a pan d Ne Emgoyee Benefid package, EnMrynu HdtlinBs provides Ne serviua d a collflMngd personal unsulmtion program, free d theme. If available ro your uunuy, ell full-trine employees, as well ea their families, ere MiBide for Nis benefit. Laem Mors. ••'TO coMad an Inlemational Employee Asslatance Program provider prior to yourtrenafer date, please conmd Gretchen Spelt at ]14513.393fi or vla email et OrQtyhSn.L,SgaI~81DCS2m. We hope your move with Ememnaa Hdtlirps will ba an extltinB new etlveMUre in your career. If you have Life 8 Disability Insurence any questions regaining your relocation procass, please tlo not nesitem ro tooted us. ReBares, Discounts antl Rawartls Donne Vepen Marde saltier Company Nawa Corporate Muman Resources Comorete Human Resources Atlminiatretoc Relocation alM lmmipreticn Human Resources Manager (314)512.3148 (314)512-3974 Crisis Response (314) 512-4428 (fax) (;14) 512-4426 (fax) Donna M,Vager~e_regcom Marue,[Kislnerr~ere<sym Enterprise Holdings Foundation Sack to TOp Business Ethics Hotline Home I eanema owmew 19ansMe Emmamm %yma time on I WsLMnplm Evenb EmpNYewTeMM WMxatlon Raeourua HuM antl WNlmae RMhamant SeHpa Pon D4 a D4edury Imurenu D4wlm4 am Rewema I wmwnv Nawa I Famm I olranom am gnewan I aria MeP I Gen4d tro Oizdeime~ OZUBB Ememnw HpMlnq, Inc. http://eracpeople.enterprise.rein/us/relocation/index.asp 8/28/2009 lliscounts and Kewazds Hmme Folms huasllmsanO Answers Sne Map COnbCI Us OheouMa end Rewards ecnolita Owrvlew fiom/its Enrollment Payroll Time OR Employee Dlaeounta and Rewards Empbyaea anO bmYy rrwmners un uM atlvanupe of Olemums hom our IeMly of Wnneaes, ea weA moor nmpnal Cnmunk. We eM new Eewrel qupram9 M Meao b 14wem emppyo¢s mr eoMm m our abmllMra aM om mmmm- DlaeouM$ tram the Company Family of Buelneafiea Mnl a Crt-lne new emgoyea ronlBl pmDmm ilwlutlm a cnoice Oelween Mo nla plem'.IM - ParmMepe-0Ir Relay Pkn artM F4l Rme Pbn; haN nmmeiml-me br mgalm bmpa waiver. Them reMel tlkWM pm2relm wYl m ewMnm m mYLme vp pM-hlm a Ilw elrmbyeea anp Net 4mN nlnman Oepnnve on enphyee Me~ol-M1Se. ReselMwns mud m hootM w Ne Gnmle Cantor - VlP tlmd1-000-WP-ERAC(t~eoD~e/)-))}?). FOr more bbmmlpnpbse rolerb Ne Orsmunl Pparem FAOs Llie-Cnan01n0 Events Rent a Truch-EMelgise GmmemJal Trucks o0are Enlemnsa, Nalwnal aM gbmo empmeas eM hmty mamMn Ne adky b rem wnltlm el rlkmunletl reba M1om panlgpeWp Enbryrke TmG EmployeMFamily bmllons.TM ewlbhb wnitlesd TmQ bmlbre lnWOe; Mavy0dy mmo wm.neam ~~ly pol-up Relocation R9aaurms Wtlb,15'mmweY wm,lB red MShucFaaM 2/-Z6 bol ma mrYS. Tlgae renlm nkmum prparelm wN M awbOb to hgLlre old mrwrro etlba enwbyem em tMt renal' nnmMn hapwnmp on errybyoe Ode-m-nha. For compels tlkcouM OWm IMama dick Ne mlow Ilnt. END.bym-Femuy Renlel Dismunl mLTrvcks (PDF) Heeltn entl Wellness auy a Gr- VMIdO PurdWe PMn A wnYYe Wlmeu psn k awbW m na~Nre aM pMibrb ampoyees. aM bmyy memnem. Depbmte Raaremem Sevlnas PMn on lM tlale olMro. AY wnrlmwY mEheryrkwsnrcno pbrb sebaeM mM wa ne sob Mnpro i2 moMN12,1103-mm glom pmarlreN wamrey. Eem bb ae Ntlum a )4ey/1,000-mm remmnma pmprem and 121reMM untlmlletl mueapa Emerplse Rm05be Assktenm. M eMRP SeMm ydnerrem Llla 8 DISa0111ty Insurance en0 eY olnar eMr-msrkd opbna (cuanntaee Aasd Pmladbn ILAP). IeeNec romme slen, Oro entl wneel. LoJeG, elc.) un M puwnme0 H 20 mmenl OU rdall plims. bee gpt4mp@eFa391ggmm br more tldelb. NAwn 6renme'rs erreye0 hY EMemrlse, Ne OuY rely wq m Oiwn to Na ampoym ar bMN Discourns and RewaMS memcer. MIIpYI pepWm PlOpfem I Emppyee PUdlue Pbn lna ampbwe purtnme pan a ewbhb to erlployees M wrem Emerpw auMMbries, m we0 m Nmr emusm mtl NVwrW emusm, dMlde come-sea Mmemlc mOners. cnlltlron, entl mrenk. Tne sere mm wYlM 51,000 loco then the mdetl sere pnu br InwMOnatl wnldBS. CommnY News Famy Pumlmaa Pbn Toe bmey mllmem pan k awbmp to peMmreMS,'n-bwa, aroYles, w am poor rehliw. TM ado Crisis Renponse pnm wgce 5100 bas own Na poste eab pace brimsnlNletl ventem. Enterprise Holtlinpe Fountlrtion auslneas Etblce NoUine /•-~~ -I ~.~ '% 6eMU ApreemeMa 6 goer Merkel Items lne prprem ebo Inclu0m a Zo mmanl tlismunt o6 Ne reutl pore of EMemnae Mlwnenlrel Remlr Pmprem (eMRP) eeMm ellrealrenb aM aY eMrmarbl ppbns. Tnom alnlons kldutle cuerenbetl AEBd Proledbn (Wpl. baNer nmMe, IMMO mrdNen. tlroa aM wnrob. LDJefA ed eeGntly eydems am mwe. LoIMd your Car Gab loam br mom IMOmblbn. Form Oare MOM, empbyem eM ImmeWb NmIIY memmrs ppmm, mlbren, entl empowe morns) may puwneae awmodb d e M000tlbcaum. 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Abp awbpa are lame. m6m mekma, •DrenWngenappenw118n erdanwa sel6plyM al lcotwear ror atl apes_CMmoam lprmw pptlutla altl spedal eaWlm albrs.M wa ldenmom CUabmem emppyees may omd hom Ne Cenmc NOre. od Mora meymanmmtl anN come U.s. mtlto aeon Olna, OIMr Employee OhcouMS AveMMe-Omer Emplowe DlemuMa gw@sde-A candy of pla0ud mm mMpe tlumunb ue in pbm Ica ourempmwm aM hMbs. Fm nromMlbn on now b Mw rtlvaMapa o1Ne 0gowrea Dome hum old b loam amm ommtlrsmun pm0rerm (e00ka. Musk. CbNmp. Gllwleers, Ebrwonws, Oqa. Fbwers. Tdemmnlnbmpns) peme camatl ymr recd NR mpanmam. ObcauM praprems ere wgetl ro dlenpe eltl meY nor M mb61e in W mamek. Vbw 1M IM v evelMMe.Mmum ptmrama a@cF1p Top Nor. e.wtls adYlw ewrmb EIeWIxY I Perwtl Tbw on I kYeapmnpnp Erub Fin[b/esFwMy Rnoman Rmww.l Ibean.Mwegw I RMmeM 6eYem Pam I u. a Obdgry INWNb o.rawbrm lbuwh I raen.m Nww l Form. I humYdwmdAmwn I abEbp I Cwartl w Ducismei 01mBEnlaMne NtlgnN,IM Yage t of 1 http://eracpeople.enterprise.com/us/discounts/discounts rewazds.asp 8/28/2009 Note: If you can not offer a benefit in a nondiscriminatory manner because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent, submit a completed Reasonable MeasuresAppliption with all necessary atlachments, and have yourapplication approved by the City Manager, or his designee. Section 3. Required Documentation YOU MUST SUBMIT SUPPORTING DOCUMENTATION to verify each benefit marked in Question 2C. Without proper documentation, yourcompany canhot be certified as complying with the City's Equal Benefits Requirement for Domestic Partner Ordinance. For example, to document medical insurance submit a statement from your insurance provider or a copy ofthe eligibility section of your plan document to documentleave programs, submit a copy of your company's employee handbook If documentation for a particular benefit does not exist, atFach an explanation. Have you submitted supporting documentation for each benefit offered? ~~Yes No Section 4. Exewting the Document I dedare under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized m bind this entity contractually. iw Execwted this ~ day of ~ , in the year Q~ , at H) ~N ( , City State `` ~i9~fi5 ~ ~yo `(Q2rZ gnature Mailing Address Marzritr~A~ ~a ~ r~s~~ N~a+m~e,of~Signatory (please print) ,./ ~Jl~ ~S ~~F~.VTt V l~. Title ~tIFtM)I ~,. ~~igr City, State, Zip Code ~i3orzoos Ciry of Miami Beach fiB 51 0&09 39 of 43 _, i CITY OF MIAMI BEACH REASONABLE MEASURES APPLICATION Declaration: Nondiscrimination in Contracts and Benefits Submit this form and supporting documentation to the City's Procurement Division ONLY IF you: a. Have taken all reasonable measures to end discrimination in benefits; and b. Are unable to do so; and c. Intend to offer a cash equivalent to employees for whom equal benefits are not available. You must submit the following information with this form: t. The names, contact persons and telephone numbers of benefits providers contacted for the purpose of acquiring nondiscriminatory benefits; 2. The dates on which such benefits providers were contacted; 3. Copies of any written response(s) you received from such benefits providers, and if written responses are unavailable, summaries of oral responses; and 4. Any other information you feel is relevant to documenting your inability to end discrimination in benefits, including, but not limited to, reference to federal or state laws which preclude the ending of discrimination in benefits. I declare (or certify) under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized to bind this entity contractualry. Name of ompany (please print) _ t~' Mailing Address of Company Signature ~ ~ ~ ~I~ Name of Signatory (please print) Title rr3orzoos Ciry of Miami Beach _ al~- City, State, Zip Telephone Numbe~~ Date ire si-oe-os 40 of 43 Definition of Terms A. REASONABLE MEASURES The City of Miami Beach will determine whether a City Contractor has taken all reasonable measures provided bythe City Contractorthat demonstrates that it is not possible forthe City Contractorto end discrimination in benefits. A determination that R is not possible for the City Contractor to end discrimination in benefits shall be based upon a consideration of such factors as: (t) The number of benefits providers identified and contacted, in wrRing, by the City Contractor, and written documentation from these providers that they will not provide equal benefits; (2) The existence of benefits providers willing to offer equal benefRs to the City Contractor; and (3) The existence of federal or state laws which preclude the City Contractor from ending discrimination in benefits. B. CASH EQUIVALENT "Cash Equivalent" means the amount of money paid to an employee with a Domestic Partner (or spouse, if applicable) in lieu of providing Benefits to the employees' Domestic partner (or spouse, if applicable). The Cash Equivalent is equal to the employer's direct expense of providing Benefits to an employee for his or her spouse. Cash Equivalent. The cash equivalent of the following benefits apply: a. For bereavement leave, cash payment for the number of days that would be allowed as paid time off for death of a spouse. Cash payment would be in the form of wages of the domestic partner employee for the number of days allowed. b. For health benefRs, the cost to the Contractor of the Contractor's share of the single monthly premiums that are being paid for the domestic partner employee, to be paid on a regular basis while the domestic partner employee maintains the such insurance in force for himself or herself. c. For family medical leave, cash payments forthe number of days that would be allowed as time off for an employee to care for a spouse that has a serious health condition. Cash payment would be in the form of wages of the domestic partner employee for the number of days allowed. 7/302009 17851-OB-09 Ciry of Miami Beach 41 of 43 fv'1iA~~I~EA~H CITY OF MIAMI BEACH REASONABLE MEASURES APPLICATION Declaration: Nondiscrimination in Contracts and Benefds Submit this form and supporting documentation to the City's Procurement Division ONLY IF you: a. Have taken all reasonable measures to end discrimination in benefits; and b. Are unable to do so; and c. Intend to offer a cash equivalent to employees for whom equal benefits are not available. You must submit the following information with this form: 1. The names, contact persons and telephone numbers of benefits providers contacted for the purpose of acquiring nondiscriminatory benefits; 2. The dates on which such benefits providers were contacted; 3. Copies of any written response(s) you received from such benefits providers, and if written responses are unavailable, summaries of oral responses; and 4. Any other information you feel is relevant to documenting your inability to end discrimination in benefits, including, but not limited to, reference to federal or state laws which preclude the ending of discrimination in benefits. I declare (or certify) under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct, and that I am authorized to bind this entity contractually. Name of Company (please print) Mailing Address of Company Signature City, State, Zip Name of Signatory (please print) Title 7/30/2009 City IN Miaml Beech Telephone Number Date ITB 57-0&09 40 of 13 Definition of Terms A. REASONABLE MEASURES The City of Miami Beach will determine whether a City Contractor has taken all reasonable measures provided by the City Contractor that demonstrates that it is not possible for the City Contractor to end discrimination in benefits. A determination that it is not possible for the City Contractor to end discrimination in benefits shall be based upon a consideration of such factors as: (1) The number of benefits providers identified and contacted, in writing, by the City Contractor, and written documentation from these providers that they will not provide equal benefits; (2) The existence of benefits providers willing to offer equal benefits to the City Contractor; and (3) The existence of federal or state laws which preclude the City Contractor from ending discrimination in benefds. B. CASH EQUIVALENT "Cash Equivalent" means the amount of money paid to an employee with a Domestic Partner (or spouse, if applicable) in lieu of providing Benefits to the employees' Domestic partner (or spouse, if applicable). The Cash Equivalent is equal to the employer's direct expense of providing Benefts to an employee for his or her spouse. Cash Equivalent. The cash equivalent of the following benefits apply: a. For bereavement leave, cash payment for the number of days that would be allowed as paid time off for death of a spouse. Cash payment would be in the form of wages of the domestic partner employee for the number of days allowed. b. For health benefits, the cost to the Contractor of the Contractor's share of the single monthly premiums that are being paid for the domestic partner employee, to be paid on a regular basis while the domestic partner employee maintains the such insurance in force for himself or herself. c. For family medical leave, cash payments forthe number of days that would be allowed as time off for an employee to care for a spouse that has a serious health condition. Cash payment would be in the form of wages of the domestic partner employee for the number of days allowed. 7/d0/2009 RB 51-08-09 City of Mlaml Beech 41 0/43 ® ~n~r~t Y 11 ~~~`.r! 1 QUICK REFERENCE GUIDE TO EQUAL BENEFITS COMPLIANCE STEP 1: UNDERSTANDING THE LAW What dose fhe low roquiro2 The proposed Ordinance will require certain contracton doing busineu with the Ciy of Miami Beach, who are awarded a conhaa p«want to competitive bids, ro provide "Equal BeneBn" ro theft employees with domestic partners, as they provide ro employees with spouses. Who is wvsrod by this Ord'mance7 Competitively bid Cily mnhaas valued at over E100,000 whose conhacrors maintain 51 « more full time employees on tlxir payrolls during 20 « more calendar work weeks. F« m«® information, see Equal Benafin Ordinance Summary. What bensfita aro covered? The Ordinance applies Io all benefits offered by a contractor ro Its employees who hwe spouses « domestic partners and all benefits offered directly to ouch spouses or domestic partners, even when the employee pays the entire cost d the bandit This includes but fs trot limited ro: sick lease, bereavement leave, family medical leave, and health benefits. YYhat is a Domestic Partner? A `Domestic Parhser' shall mean arty two )2) adults of the same « different sex who have registered as domestic partners with a government body pursuant to state and local law authorizing such reglshation, or with an internal registry maintained by the emplayer of at least one d the domestic partners. What if a eenhacrer is unable ro offer banefMs equally? Some contra~«s are unable ro Brad an insurance comparry willing ro offer domestic partner coverage. When a contractor takes all reasormble measures to stop disuiminatlng, but mn't for reasoru outside fts coned, it can comply with the Equal Bendin Ordinance if it agrees ro pay a cash equivalent. A cash equivalent is the amount of money paid by an employer for the spousal benefit that is unavoihbb for domestic pamsas, or vice versa. F« m«e tnf«mafion, see Reasonable Measures Application. What if a aamperrry will comply but needs time ro do it? Once a mmroctar makes it cbar that it will comply with the Declaration, in certain situations ending diurimirsation in benefits may be delayed, For instance, offering medical insurance may ba delayed until the contraaor's next enrollment period; other benefits, such as bereavemem leave, may ba delayed until the conhaclors personnel pdicies can ba revised. For m«e information, see Rules of Procedure d the Substantial Compliance Form. STEP 2: HOW TO COMPLETE THE DECLARATION: NON-DISCRIMINATION IN CONTRACTS AND BENEFITS FORM on 1 asks for information about your company. H fhe company empbys 50 a bsa empbyees in the U.S., skip ro Section 4, daro and sign. Section 2. Question f A asks whetlser your comparry prohibin disaiminaHon against people bored on the categoric listed. • Answer "YES" if your company does have wch a polzy. • Answer 'NO" if your company does not fwve such a pdiry. Question 1 B asks whether your company agrees ro Include a nondiscrimination clause in all subcontracts entered into for the pedormance of a substantid portion ~ the any conhacls you have with the Cty. This clause must irrclude all d the catagwic listed in question IA. You must answer this question even 8 your company will not ba entering into any subcontraas aswcfated with w«k pad«med for the Ciy. • Answer `YES" if you will agree ro Incude a nondiscrimination clauw in subconha<b. • Answer "NO" If you will not agree ro include a nondiscrimination clause in subrnnhacn. Question 2A asks whether your comparry offers bendBa )such as medical icumnce) to amployeei spouse or to employees bewusa they are monied (such as bereavement leave which can be taken because of the death of a spouse, or family medical leave which can be roken bemuse d a spouse having a serious medcal conditon). • Answer WES` IF you offer arty such benefits. • Answer'NO" If you do not offer arty such 6endRs. NO1F. Vou are considered as offering a benefit assn if you don't pay f« it I(accass Po the fsenefll is offered, bur the cost muss be paid in whale « in parr by the employee, you should still answer WES'. Question 26 asks whether you company offan bandits (such as medical inwrance) to employees' domestic partnen or to employees because they are in a domestic partnership (wch m bereavement leave which can be roken because of the death of o domctic partner, « family medical leave which can be taken because d a domestic partner having a serious medical condition). • Answer "YES" if you offer any such benefits. • Answer "NO" if you do not offer arty such benelin 7/308009 Cey «Maori Seem ITB 57-0&09 42 «63 NOTE: To comply, your answers so questions 2A and 29 should be the same. (n wry limrred circumsronces, you may comply without offering benaHts equally. See Reasonobla Measures (icmion Form. Onnsslnn 9C should be filled out ONLY 1F you haw answered "YES" to gwnion 2A ardlor 2B. It asks you ro indicate whkh benefits you offer ro spouses (or employees because they are marrledf, which 6aneNts you offer to domestic partners (or employees because they are in a domestic partnershipj, and which benafin you do not offer. Please indicae only (hose 6enefia offered. H you offer 6eneNts not already listed, write them in where It says "othel'. Remember, o(fenng «tess ro a berreht is still mns(dered a berreNt, even if your comparry does not pay fa it, Nae: If you canh oRer all beneNs in a nondiacriminarory manner bemuse of reasons ouhide yarr control, fe.g, there ate no inwmnce providem willing ro offer domestic Parma coverage) you may be eligible for Reasonable Measures compfiarrce. To compfy on this basis, You must agree ro pay a cash equiwfenr, submit a completed Reasonable Measwes Application Form with all necessary aHachmena amt haw your application approved by she Procurement A'vision oI the City of Miami Beach. Step 3: AITACH THE NECESSARY DOCUMENTATION Section 3 states that you must submit documentation that ver$les all beneflls marked tn your answer Io Question 2C are offered to o nondiacriminarory manner. When possible, it is best if you submit this d«umenbtion alorg with your Dedoration form. For polities thM are umvritten, wbmit a lettm ro the Procurement Division indicating this. Use dsa list 6ebw as a guide for the type of documentation needed. Medical fnsuran<e A statement Nom your medical Insurance provider Ihat confirms xpouses and domestic portrsers (m defined under this Ordlnonce) receive equal coverage In your medical plan. This may be In a latter Nom your insurance provider, or reflected in the eliglbiliry section of your oNkial insurance plan d«ument. Similar documentation is needed for other types of insurance plans. Reflrement Plans (including 401 k & pensan plans) The sections of your pension plan detailing how employees receive benefih. This should cover joint annuity options and pre retirement death beneNts. Documentation should (ndhafe that employees with domestic partners and employees with spouses receive the same 6eriefih and payment options. Bereasrcment Leave Your bereavement leave of furreral leave pol'sy irdimHng the benefit is offered equally. II year polity allows empfoysses rime oN from work because of lfra deed, of o spouse, it should also allow for time off bbcnuae of the death of a domestic partner. R the policy allows for lima off due to the death of o parent irsfaw or aher relative of a spouse, it must include time off for the death of o domestic panner's equivalent relative. 780/2008 Ctty of Miami Beach Family lases Your company's Family and M~ical Leave Act policy. All companies with SO a mae employees must offer skis benefi7. Your policy thoufd indicate that employees may take leave because of the serious medical condition of drab spouse or domestic partner. Parental leave Your company's polity Indicating that empbyees may take leave for the birth or adoption of a child, to care for a child who is III, and/a to attend achod appointments. E kaw is available fa stepchildren (the spouse's child( then leave also should be aviilable Fw the child of a domestic panner. Employee Assistance Program Your company's employee nsaislanca program policy confirming that spouses, domestic partners and their parses and children are equally eligible (a inaligibbj for such benefih. Rebcation & Travel Your company's polity cordirming that expanses for travel or rel«afion will be paid on the same basis fa spouses and domesl(c partners of employees. D'a<ounts, Fad6twe 8 Evenh Your company's pdiry confrming that dirounh, f«Ilities (e.g. gym) and evenh (e.g. holiday party] are equally available to spouses and domestk partners of empoyees. Credit Union D«umemafon from Hre tredit union indicating that spouses and domestic partners have equal «cess ro credit union services. Child Care Documentation that the children of spouses (srep<hildren) and chlklren of domestic partners hove equal «ceas to child care urvices. Other Benafifs DocumenlMion of mry other benefits listed ro indicate that Ilsey ore offered equally. For medkal insura«e companies providing domestic panner coverage in the State of fbrida, refer to the 1'~lani< Partner Insurance Coverage Search available online al: www.miam'beachfl aov under Business, Procurement drop down list. For arty question> on the City of Miami Beach Equal Benefits Ordinance a how to complem the applkable forms, please contod: CrssKrso Dior. CaMVCes Compliance 5p«ielisr PROCUREMENT DIVISION 1700 Comronsion Center Dew, Miami Beach, Fl 33130 TeF. 305473-7496 / Fox: 7R6394d00D/ criainodiaz0m~rnibeachR aw Wa are ounmitlad ro prcrvidiry7 esuUem public service and sakfy m all who kw, work and ploy in our s+brom4 o-o{imf hiporic oammuniy. IlB 51-09-09 43 os 43