2016-29629 Reso RESOLUTION NO, 2016-29629
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AND
AUTHORIZING THE CITY MANAGER TO EXECUTE AN
INTERGOVERNMENTAL AGREEMENT, SUBSTANTIALLY IN THE
FORM ATTACHED TO THIS RESOLUTION, BETWEEN THE CITY
AND THE VILLAGE OF KEY BISCAYNE, FLORIDA (THE VILLAGE),
FOR THE PERFORMANCE OF FLEET MAINTENANCE AND
REPAIR SERVICES BY THE CITY'S FLEET MANAGEMENT
DEPARTMENT ON BEHALF OF THE VILLAGE; SAID AGREEMENT
HAVING AN INITIAL TERM OF FOUR (4) YEARS, WITH TWO (2)
TWO-YEAR RENEWAL OPTIONS, UPON MUTUAL AGREEMENT
OF THE PARTIES.
WHEREAS, the Village recognizes that the Miami Beach Fleet Management
Department has been an efficient and effective resource for the Village to use in
accomplishing its fleet maintenance and repair needs; and
WHEREAS, the Village wishes to continue utilizing the services of Miami Beach's
Fleet Management Department, and Miami Beach agrees to provide, through its Fleet
Management Department, certain fleet maintenance and repair services to the Village;
and
WHEREAS, the Fleet Management Department shall perform the maintenance
and repair services at its Fleet Management Facility, located at 140 Mac Arthur
Causeway, during its normal hours of operation, and at the same rates published by the
Miami Beach Fleet Management Department; and
WHEREAS, the proposed Agreement shall be for a period of four (4) years and
may be renewed by mutual agreement of the parties for an additional two (2) two-year
terms; and
WHEREAS, the Administration recommends that the Mayor and City
Commission approve and authorize the City Manager to execute the Intergovernmental
Agreement for Fleet Maintenance and Repair Services, substantially in the form
attached as Exhibit "A" to this Resolution.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and City
Commission hereby approve and authorize the City Manager to execute an
Intergovernmental Agreement, substantially in the form attached to this Resolution,
between the City and the Village of Key Biscayne, Florida (the Village), for the
performance of fleet maintenance and repair services by the City's Fleet Management
Department on behalf of the Village; said Agreement having an initial term of four (4)
years, with two (2) two-year renewal options, upon mutual agreement of the parties.
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INTERGOVERNMENTAL AGREEMENT
FOR FLEET MAINTENANCE AND REPAIR SERVICES
BETWEEN THE VILLAGE OF KEY BISCAYNE, FLORIDA
AND THE CITY OF MIAMI BEACH, FLORIDA
This Intergovernmental Agreement (the "Agreement") is entered into this day of
, 2016, by and between the City of Miami Beach, a Florida municipal corporation
within Miami-Dade County, Florida, (hereinafter "Miami Beach"), and the Village of Key Biscayne,
a Florida municipal corporation within Miami-Dade County, Florida, (hereinafter "the Village").
WITNESSETH:
WHEREAS, the Village recognizes that the Miami Beach Fleet Management Department has been
an efficient and effective resource for the Village to use in accomplishing its fleet maintenance
and repair needs; and
WHEREAS, the Village wishes to continue utilizing the services of Miami Beach's Fleet
Management Department, and Miami Beach agrees to provide, through its Fleet Management
Department, certain fleet maintenance and repair services to the Village for an agreed upon rate.
SECTION 1-SCOPE OF WORK
Miami Beach, through its Fleet Management Department, shall be the designated provider of
fleet management and repair services for the Village. The Miami Beach Fleet Management
Director, or his designee, will be solely responsible for the scheduling and prioritizing of work to
be performed and will make every effort to timely complete work and minimize downtime.
Miami Beach shall provide the following general administrative and support services:
a) Provide trained qualified technicians, supervision and necessary personnel to perform the
services required by this Agreement.
b) Miami Beach shall perform the services required by this Agreement at its Fleet
Management Facility, located at 140 Mac Arthur Causeway, Miami Beach, and such office
shall be open, generally, from 8:00am to 4:30pm, Monday through Friday, except for legal
holidays.
c) Maintain an automated equipment inventory, history of vehicle repairs, and any reports
of damage or accidents and their associated repairs.
d) Perform all vehicle preventative maintenance and repairs, as it deems necessary. A safety
inspection is included during each visit.
e) Provide a schedule of maintenance for each vehicle.
f) Ensure all work performed is consistent with manufacturer and industry standards.
Page 1 of 5 EXHIBIT
g) Maintain complete and accurate records for any and all work performed on each vehicle.
These records shall be available upon written request by the Village.
h) Provide access to Miami Beach's suppliers and providers of fleet services for vehicle
public safety equipment and automotive parts. This includes, but is not limited to, outside
services for vehicle manufacturer's warranty work.
SECTION 2—TERM OF THE AGREEMENT
The term of this Agreement shall be for a period of four (4) years following the last date of
execution of this Agreement by the Village and Miami Beach, and may be renewed by mutual
agreement of the parties for an additional two (2) two-year terms. Either party may terminate
this Agreement, without cause and for its convenience, upon sixty (60) days prior written notice
to the other party.
SECTION 3—COMPENSATION
a) The Village shall pay Miami Beach for all services provided pursuant to this Agreement as
provided in Exhibit "A" (Rate Schedule), a copy of which is attached hereto.
b) Technician hourly rates, parts, materials and third party (sublet) work are billed at current
rates as published by Miami Beach Fleet Management Department. Rates are reviewed
annually and are subject to change at the sole discretion of Miami Beach.
c) Repairs over$500 will be made only with prior written authorization from the Village.
d) Each month, an invoice will be prepared for all work completed by the last day of the
month and submitted to the Village for payment. Payments shall be made within forty
five (45) days of the date of the invoice.
SECTION 4—MODIFICATIONS
This Agreement may only be amended in writing, through a written document signed by duly
authorized representatives of the signatories to this Agreement.
SECTION 5—NOTICES
All notices, requests, demands, consents, approvals and other communications which are
required to be served or given hereunder, shall be in writing and shall be sent by Registered Mail
or Certified U.S. Mail, Return Receipt Requested, addressed to the partied to receive such notices
as follows:
To the Village: Village of Key Biscayne
Charles R. Press, Chief of Police
88 W. McIntyre Street
Key Biscayne, Florida 33149
Page 2 of 5
To Miami Beach: City of Miami Beach —Fleet Management Dept.
Jorge Cano, Fleet Management Director
140 Mac Arthur Causeway
Miami Beach, Florida 33139
Each notice sent in accordance with the requirements of this section shall be deemed effectively
given upon actual receipt. Each person designated herein to receive any notice or a copy thereof
may change the address at which, or the person to whom notice or a copy thereof is to be
delivered, by notice given in accordance with the requirements of this section.
SECTION 6—VENUE AND WAIVER OF JURY TRIAL PROVISION
This Agreement shall be governed by, and construed in accordance with, the laws of the State of
Florida, both substantive and remedial, without regard to principles of conflict of laws. The
exclusive venue for any litigation arising out of this Agreement shall be Miami-Dade County,
Florida, if in in State court, and the U.S. District Court, Southern District of Florida, if in Federal
court. BY ENTERING INTO THIS AGREEMENT, THE VILLAGE AND CITY OF MIAMI BEACH EXPRESSLY
WAIVE ANY RIGHTS EITHER PARTY MAY HAVE TO A TRIAL BY JURY OF ANY CIVIL LITIGATION
RELATED TO, OR ARISING OUT OF THIS AGREEMENT.
SECTION 7—INDEMNIFICATION/INSURANCE
Subject to the limitations of Section 768.28, Florida Statutes, the village shall defend, indemnify
and hold harmless Miami Beach, its officers, agents, and employees from any and all claims,
losses, liabilities, injuries, damages and causes of action which arise out of the performance of
services pursuant to this Agreement, except for any claim, loss, liability, injury, damages,
demands or causes of action resulting from vehicle maintenance or repair service activities
performed by Miami Beach in bad faith or with malicious purpose or in a manner which exhibits
wanton and willful disregard of human rights, safety or property. The Village further agrees to
name Miami Beach as an additional insured on the Village's Liability program "Garage
Operations" coverage.
Page 3 of 5
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their
respective and duly authorized officers as of the day and year first above written.
AGREED AND ACKNOWLEDGED this day of , 2016.
Village Manager, Village of Key Biscayne City Manager, City of Miami Beach
ATTEST:
Village Clerk, Village of Key Biscayne City Clerk, City of Miami Beach
Page 4 of 5
Exhibit A
City of Miami Beach Fleet Services
INTERAGENCY COOPERATION
Miami Beach and the Village shall cooperate and will recognize the common goals and objectives
of this Agreement. Fleet Management shall work to avoid any duplication of services and, where
appropriate, shall provide for coordination, referral, and assistance to and among any external
vendor or sublet for the betterment and efficiency of the Village.
FACILITIES/EQUIPMENT INVENTORY
Miami Beach shall provide such facilities, equipment, and inventory of supplies as are necessary
to fully provide the required herein. Miami Beach shall maintain all field equipment necessary for
its fleet management functions in good repair and maintain all current licenses and registrations
required by State and County Law. Such equipment shall be available for inspection by the Village
during the term of this Agreement.
Rate Schedule—Sedans and Light Trucks*
Mechanic Labor Rate: $93.00 per hour
Parts at Cost plus: 20%
Sublet mark-up: 10%
*Rates are reviewed annually and are subject to change.
F:\MECH\$ALL\Intergov Agreement for Maint.&Repair-Village of Key Biscayne\Intergovernmental Agreement-VKB.docx
Page 5 of 5
Resolutions -C7 J
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: November 9, 2016
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND• AUTHORIZING THE CITY
MANAGER TO EXECUTE AN INTERGOVERNMENTAL AGREEMENT,
SUBSTANTIALLY IN THE FORM ATTACHED TO THIS RESOLUTION, BETWEEN
THE CITY AND THE VILLAGE OF KEY BISCAYNE, FLORIDA (THE VILLAGE),
FOR THE PERFORMANCE OF FLEET MAINTENANCE AND REPAIR SERVICES
BY THE CITY'S FLEET MANAGEMENT DEPARTMENT ON BEHALF OF THE
VILLAGE; SAID AGREEMENT HAVING AN INITIAL TERM OF FOUR (4) YEARS,
WITH TWO (2) TWO-YEAR RENEWAL OPTIONS, UPON MUTUAL AGREEMENT
OF THE PARTIES.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The City of Miami Beach's Fleet Management Department (Fleet) has been providing fleet
maintenance and repair services to the Village of Key Biscayne, Florida, since 2005, via an
Intergovernmental Agreement. The Agreement has expired and the Village wishes to continue
to receive fleet services from the City's Fleet Management Department.
Fleet maintains and repairs approximately 1,200 vehicles and equipment, including
approximately 56 vehicles for the Village, at its facility located at Terminal Island. Fleet
schedules and prioritizes maintenance and repair services for Village vehicles so as not to
impact its current level of customer service to internal customers nor day-to-day operations. All
maintenance and repair services for the Village will continue to be performed at the Terminal
Island facility during regular operating hours. The additional revenue also helps to offset Fleet
operating expenses.
As part of this Agreement, the Village will pay for all labor and materials provided by the City of
Miami Beach's Fleet Management Department based on the City of Miami Beach-Fleet
Management's current rate schedule. These rates are reviewed annually and are subject to
change at the City's sole discretion.
Attached, please find a copy of the Intergovernmental Agreement for Fleet Maintenance and
Page 161 of 906
Repair Services between the Village of Key Biscayne, Florida, and the City of Miami Beach,
Florida, and a Fleet Management Rate Schedule.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve and authorize the
City Manager to execute an Intergovernmental Agreement, substantially in the form attached to
this resolution, between the City and the Village of Key Biscayne, Florida for the performance of
fleet maintenance and repair services by the City's Fleet Management Department on behalf of
the Village; said Agreement having an initial term of four (4) years, with two (2) two-year renewal
options, upon mutual agreement of the parties.
KEY INTENDED OUTCOMES SUPPORTED
Streamline The Delivery Of Services Through All Departments
Legislative Tracking
Fleet Management
ATTACHMENTS:
Description
❑ Resolution & Draft Agreement
Page 162 of 906