2003-25413 Reso
RESOLUTION NO. 2003-25413
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF
REQUEST FOR PROPOSALS (RFP), FOR THE PURPOSE OF
PURCHASING FUEL (AUTOMOTIVE) AND OTHER VARIOUS
AUTOMOTIVE SERVICES FOR CITY VEHICLES AND EQUIPMENT AT
MULTIPLE LOCATIONS WITHIN THE PRIVATE SECTOR.
WHEREAS, the City of Miami Beach has two sources of fuel which are located on
Terminal and Larry's Chevron, north of Dade Boulevard, to serve its current fleet of
approximately 1100 pieces of rolling stock; and
WHEREAS, the expansion to Larry's Chevron as a fuel source is a success and the
ability of Larry's Chevron to interface with the City's fuel management system; and
WHEREAS, expansion of fuel sources to City vehicles in the private sector north of
63rd Street will reduce travel time to fueling sites and allow vehicles to remain within
assigned service areas; and
WHEREAS, the Administration would herein recommend that the Mayor and City
Commission authorize the issuance of Request for Proposals (RFP), for the purpose of
Purchasing Fuel (automotive) and other various automotive services for City vehicles and
equipment at multiple locations within the private sector.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, authorizes the issuance of
Request for Proposals (RFP), for the purpose purchasing fuel and other automotive
services for City vehicles and equipment at multiple locations within the private sector.
PASSED and ADOPTED this
November ,2003.
~r f();t~
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
Condensed Title:
A resolution of the Mayor and City Commission, authorizing the issuance of request for proposals (RFP),
for purchasing fuel (automotive) and other automotive services for City vehicles and equipment at multiple
locations within the orivate sector.
Issue:
I Whether to adopt the Resolution.
Item Summarv/Recommendation:
Because of the success of the alternate location for fuel at Larry's Chevron, and the accomplishment of
interfacing with City's fuel management system, the City of Miami Beach now proposes to expand the
alternate fueling site(s) within the private sector in the North Beach area (north of 63r<l St.). Expansion of
fueling sites for City vehicles and equipment will reduce travel time to current fueling sites and allow
vehicles and equipment to remain in their assigned areas.
The Administration recommends authorizing the issuance of RFPs for purchasing fuel for City vehicles at
multiple locations.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of
Funds:
Approved
D
Finance Dept.
City Clerk's Office Legislative Tracking:
I Andrew Terpak
AGENDA ITEM C 74
DATE II-J~ ...03
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
COMMISSION MEMORANDUM
To:
Mayor David Dermer and
Members of the City Commission
Date: November 25, 2003
From:
Jorge M. Gonzalez d _ r7f':. ~ ~'I-/..' _ ~....
City Manager ~v:.i? .~/ 7-CA->'
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF
REQUEST FOR PROPOSALS (RFP), FOR THE PURPOSE OF
PURCHASING FUEL (AUTOMOTIVE) AND OTHER VARIOUS
AUTOMOTIVE SERVICES FOR CITY VEHICLES AND EQUIPMENT AT
MULTIPLE LOCATIONS WITHIN THE PRIVATE SECTOR.
Subject:
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
ANALYSIS:
Fleet Management Facility located on Terminal Island and Fire Station 2 were historically
the sole sources of fuel for all City of Miami Beach vehicles and equipment. During
renovations and reconstruction of Fire Station 2, the fuel storage tanks were removed and
there are no plans to install a new fuel island. In an effort to provide an alternate source of
fuel to approximately 1150 pieces of rolling stock which consists of cars, light trucks,
motorcycles, all terrain vehicles and heavy equipment, the City issued an RFP and
subsequently made an award in 2002 to Larry's Chevron based on cost offuel and ability
to interface with the City of Miami Beach Fuel Management System (RNI 2000).
Because of the success of the location at Larry's Chevron, and the accomplishment of
interfacing with City's fuel management system, the City of Miami Beach now proposes to
expand the alternate fueling site(s) within the private sector in the North Beach area.
If successful, the City of Miami Beach vehicles will have at least three sources of fuel
available for city vehicles to access. In addition to reducing travel time for vehicles to get
fuel, the vehicles will be in service more and will remain within their assigned area. In the
event of a disaster, the City will also have some redundancy in sources for fuel.
Scope:
Fleet Management is working to enhance the current level of service to its Customers by
increasing the number of viable and convenient suppliersldistributors of fuel and other
miscellaneous automotive services within the private sector. Potential Fuel and
miscellaneous service providers for this RFP are required to be located within the city limits
of City of Miami Beach and physically located north of 63rd Street.
The goal is to keep city vehicles in service more and reduce the amount of downtime and
travel to get fuel. It is Fleet Managements desire to have multiple providers of fuel
throughout the city.
Reauirements/Specifications:
Special Note to all Bidders
To be a successful bidder, it is not required that your company provides ALL of the
services identified in the bid specifications. The City reserves the right to make multiple
awards for products and services, which will serve the City's best interest.
System Interfacing
In order for the vendor to be qualified and awarded any portion of the fuel contract, the
vendor and distributor must be willing and capable of interfacing software systems with the
City of Miami Beach Fleet Management fuel system.
Reporting Requirements
The local vendor will bill the City on a monthly basis for all approved non-fuel services. In
addition to an original invoice and 2 copies, all supporting documentation must be
submitted to insure prompt payment. The Director of the City of Miami Beach Fleet
Management or his designee must approve all services received prior to receipt. All
invoices must be signed by the employee receiving services and reflect the printed name of
the employee as well as his or her employee ID number.
It is the City's desire to have a direct account with each of the maior fuel suppliers who are
awarded a contract with the City of Miami Beach. This account should be billed on a
monthly basis and reflect all available volume and tax discounts.
The information to be provided to the City will be provided to the bidder at a pre-award
meeting.
Insurance Requirements
The following are the minimum basic requirements as required by the City of Miami
Beach and Risk Management may change or increase the coverage requirements as
necessary:
The Vendor must provide proof of Garage Liability 1 General Liability Insurance
covering garage operations with limits of $1 ,000,000, Worker's Compensation if
required by statute, listing the City as a certificate holder and named as an
additional insured.
Applicable Taxes
The City will provide a summary to the fuel distributors and vendors of all applicable
taxes to be paid by the City of Miami Beach.
Method and Approach
The Distributor and Vendor must submit a method and plan of approach 1 implementation
should they be the successful bidder.
Evaluation Criteria (1 - 5) 5 being the highest score.
WeiclltItem
5 Fuel Distributor (Major Supplier) Discount for volume.
5 Local Vendor discounts for fuel
5 Local Vendor discounts for goods and services (non-fuel)
4 Allocation of fuel from supplier
4 Accessibility for City Vehicles and Equipment
5 Disaster Recovery Program
4 Method of Approach and Implementation
Bid Items
NOTICE - It is not necessary for a vendor to provide all goods or services listed in order to receive a bid award.
The City Of Miami Beach reserves the right to make partial awards.
Product or Service
Availability
Percentage %
or Cost
Per Gallon
Item
YES NO
1 Fuel Unleaded Re ular
1 a - Vendor - Mark u on raw cos
1 b - Distributor volume discounts
2 Fuel Unleaded Mid- rade
2a - Vendor - Mark u on raw cos
2b - Distributor volume discounts
3 Fuel Unleaded Premium
3a - Vendor - Mark u on raw cos
3b - Distributor volume discounts
Fuel Diesel No.2 Und ed
a - Vendor - Mark u on raw cos
b - Distributor volume discounts
5 Water
6 A.ir
7 Car Wash
B Vacuum
9 Labor Rate Repairs
10 Markup on Parts
11 rire Repair - Plug Type*
12 rire Repair - From Inside*
CONCLUSION:
The Administration recommends that the Mayor and Commission authorize the issuance
of the Request for Proposals (RFP) for the purpose of purchasing fuel (automotive) and
other various automotive services for City vehicles and equipment at multiple
locatiol!' h'n the private sector.
JMG/MDB/ /mo
T:\AGENDA 003\nov2503\consent\FueIRFP11.25.03.Memo.doc
General Dealer Information
Please complete the following information.
Name of the service Station
Address of Facility
Owners Name (if different)
Address of Owner (if different)
Name of Contact Person
Phone Number
Station Brand Name
Hours of Operation
Days of the Week
Are you open Holidays and Weekends?
Do you dispense: Regular(87)_ Mid-Grade(89) _ Premium (92) _ Diesel _ Other
On-site storage capacity (thousands of gallons):
Regular(87)_ Mid-Grade(89) _ Premium (92) _ Diesel_ Other
gal. Average total monthly fuel distribution
gal.
Annual Fuel allocation
Are you limited or restricted by your supplier?
How many fuel islands do you have?
Would any of the islands be accessible to large heavy equipment?
If yes, what are the height restrictions?
Do you have a mechanic on duty?
Hours on duty?
Is the mechanic ASE certified?
Does your company promote a drug free workplace?
If yes, describe your program
Do you have a "Disaster Plan"