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Home My WebLink About2012-109-1704 - Change Order to Bull Motors LLC 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 25, 2012 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading:(Enter X in box) 1 st Reading 2 nd Reading X Public Hearing:(Enter X in box) Yes No Yes No Funding Source: General Fund Advertising Requirement:(Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: City of Miami contract #34018(12) X Strategic Plan Related (Enter X in box) Yes No x Strategic Plan Priority Area: Enhance Organizational __ Bus. & Economic Dev __ Public Safety __ Quality of education __ Quality of life & City Image __ Communication __ Strategic Plan Obj./Strategy: (list the specific objective/strategy this itme will address) N/A Sponsor Name Dr. Danny O. Crew, City Manager Department: Fleet Division Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE ISSUANCE OF A CHANGE ORDER TO BULL MOTORS, LLC D/B/A MAROONE FORD OF MIAMI, IN AN AMOUNT NOT TO EXCEED THIRTY THOUSAND DOLLARS ($30,000.00) FOR PARTS AND REPAIRS IN ACCORDANCE WITH CITY OF MIAMI CONTRACT NO. 34018(12 ); PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: Background The City of Miami competitively bid and awarded contract #34018912) for Original Equipment Manufactured (OEM) Parts and Repairs, on July 21, 2008, to Maroone Ford of Miami. The contract allowed for a two (2) year initial term with a two (2) year renewal option, presently expiring July 20, 2012. ITEM K-2) CONSENT AGENDA RESOLUTION Change Order to Bull Motors, LLC 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 On June 25, 2012 the City of Miami extended its contract with Maroone Ford of Miami for 120 days, through November 17, 2012. Current Situation The City of Miami Gardens currently utilizes the City of Miami’s contract with Maroone Ford of Miami. The City of Miami Gardens requires the vehicle repair services of a factory authorized and trained Ford Dealership to perform mechanical repairs on the Ford Motor Company vehicles in the City’s Fleet that are not covered by the new vehicle warranty or any extended warranty. The contract provides for a discounted labor rate of $68 per flat rate hour and a parts markup of 15% over the published dealer net price. The following are examples of repairs performed by Maroone Ford of Miami on City of Miami Gardens vehicles; air bag systems, antilock brakes, powertrain controls, internal powertrain components, climate control, and electrical systems. The City’s staff is very satisfied with the services being provided by Maroone Ford of Miami. Rather than putting this service out to bid, Staff recommends that the current purchase order with Maroone Ford of Miami be increased/extended to run commensurate with the City of Miami’s contract extension thru November 17, 2012. The current purchase order amount of $175,000 will not be sufficient to cover the cost of expected repairs. Staff therefore recommends Council’s approval to authorize the City Manager to issue a change order, increasing the current purchase order by $30,000. Proposed Action: That the City Council approve the attached resolution. Attachment: The City of Miami Contract Extension ALL DEPARTMENT DIRECTORS June 25, 2012 and CONTRACT LIAISONS OEM Parts and Repairs, Citywide Kenneth Robertson, Director Bid No. 34018(12) Department of Purchasing C ontract Extension – 120 Days Please be advised that Bid N o. 34018(12) for the provision of OEM Parts and Repairs will expire on July 20, 2012. Therefore, in accordance with the General Terms and Conditions, Section 1.10(E), Award of Contract, “The City reserves the right to autom atically extend this contract for up to one hundred twenty (120) calendar days beyond th e stated contract term in order to provide City departments with continual service and s upplies while a new contract is being solicited, evaluated, and/or awarded.” The City is exerci sing the right to use S ection 1.10(E), Award of Contract, to extend the current contract through N ovember 17, 2012 with all the vendors/contractors listed on the contract at the same price, terms and conditions, beyond the stated contract term, in order to provide City departments with continual service and supplies while a new contract is being solicite d, evaluated and awarded. It shall be the responsib ility of the using department to proper ly administer the contract to ensure that the contractor and the City perform all contractual obligations. In the execution of this responsibility, departments should monitor vendor performance, inspect goods at time of delivery and check for accuracy in billing. Should any using department experience any difficu lties with the contractor, please document the matter and immediately advise Terry Byrnes, C PPB, Procurement Supervisor, at (305) 416-1917 for assistance. Copy: Bid file CONTRACT EXTENSION – 120 DAYS BID NO: 34018(12) DESCRIPTION: OEM PARTS AND REPAIRS, CITYWIDE TERM OF CONTRACT: TWO (2) YEARS, WITH OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE-YEAR PERIODS CONTRACT PERIOD: JULY 21, 2008 THROUGH JULY 20, 2010 1 st RENEWAL PERIOD: JULY 21, 2010 THROUGH JULY 20, 2011 2 nd RENEWAL PERIOD: JULY 21, 2011 THROUGH JULY 20, 2012 120-DAY EXTENSION PERIOD: JULY 21, 2012 THROUGH NOVEMBER 17, 2012 COMMODITY CODE: 06071-00 SECTION #1 – VENDOR AWARD Kendall Chevrolet Bull Motors, LLC d/b/a Maroone Ford of Miami 8455 South Dixie Highway 16800 NW 57 th Avenue Miami, FL 33143 Miami, FL 33015 Contact: Mr. Luis Pesante Contact: Mr. Jack Kelly Phone: (305) 669-0587 Phone: (305) 557-6500 Fax: (305) 740-8275 Fax: (305) 557-4310 E-mail Address: van@kendallchevy.com E-mail Address: kellyj@autonation.com AN Imports on Westin Road, Inc. d/b/a Maroone Toyota Autonation Dodge of Pembroke Pines, Inc. 4050 Westin Road 13601 Pines Boulevard Davie, FL 33331 Pembroke Pines, FL 33027 Contact: Mr. Jose Rivera Contact: Mr. Robert Winfree/Mr. Ramon Chavez Phone: (954) 257-6497 Phone: (305) 970-1093/(954) 441-2189 Fax: (954) 659-1853 Fax: (954) 441-2093 E-mail Address: jmr_toyota@yahoo.com E-mail Address: winfreer@autonation.com Palmetto Ford Truck Sales, Inc. d/b/a Palmetto Truck Center Abraham Chevrolet Miami d/b/a Maroone Chevrolet of Miami 7245 NW 36 th Street 4181 SW 8 th Street Miami, FL 33166 Miami, FL 33142 Contact: Mr. Dan Yglesias Contact: Mr. Alan E. Jacobs Phone: (305) 592-3673 Phone: (305) 442-1000 Fax: (305) 470-1366 Fax: (305) 448-2670 E-mail Address: info@palmettotruck.com E-mail Address: N/A Beacon Motors, Inc. d/b/a Maroone Chevrolet of West Dade Fort Lauderdale Harley Davidson 1201 NW 89 th Court 2871 North Federal Highway Miami, FL 33172 Fort Lauderdale, FL 33306 Contact: Mr. Alex Delval Contact: Mr. Barry Kuhnly Phone: (786) 331-3800 Phone: (954) 491-0814 Fax: (786) 331-3822 Fax: (954) 491-4607 E-mail Address: delvala@autonation.com E-mail Address: bkuhnly@brucerossmeyer.com Gus Machado Ford, Inc. Gus Machado Ford of Kendall, LLC 1200 W 49 th Street 15551 South Dixie Highway Hialeah, FL 33012 Miami, FL 33157 Contact: Mr. Juan Fernandez Contact: Mr. Juan Fernandez Phone: (305) 820-2596 Phone: (305) 820-2596 Fax: (305) 819-5427 Fax: (305) 819-5427 E-mail Address: service@machadoford.com E-mail Address: service@machadoford.com Atlantic Coast Automotive, Inc. d/b/a Ford Midway Mall, Inc. University Dodge 8155 West Flagler Street 5455 South University Drive Miami, FL 33144 Davie, FL 33328 Contact: Mr. Christian Ugarte Contact: Mr. David Lee Phone: (305) 266-3000 Phone: (954) 434-5995 Fax: (305) 262-0279 Fax: (954) 680-4206 E-mail Address: cugarte@midwayfordmiami.com E-mail Address: david.lee@southfloridadodge.com Peterson’s Harley-Davidson of Miami, LLC 19400 NW 2 nd Avenue Miami, FL 33169 Contact: Mr. Ace Armstrong Phone: (305) 651-4811 Fax: (305) 653-8006 E-mail Address: ace@miamiharley.com SECTION #2 – AWARD/BACKGROUND INFORMATION/APPLICABLE ORDINANCES/NOTES CC AWARD DATE: JULY 10, 2008 AMENDED AMOUNT: N/A RESOLUTION NO: R-08-0405 INSURANCE REQUIREMENTS: YES TOTAL CONTRACT AMOUNT: SEE BELOW PERFORMANCE BOND: N/A Note: Funds allocated from the various funding APPLICABLE ORDINANCES: N/A sources are subject to availability and budgetary approval at the time of need. In accordance with the General Terms and Conditions, Section 1.10(E), Award of Contract, the City is extending the contract through November 17, 2012. SECTION #3 - REQUESTING DEPARTMENT DEPARTMENT OF GENERAL SERVICES ADMINISTRATION Contract Administrator: John Babos Phone: (305) 329-4874 Fax: (305) 329-4875 SECTION #4 - PROCURING AGENCY CITY OF MIAMI, DEPARTMENT OF PURCHASING Sr. Buyer: Terry Byrnes, CPPB Phone: (305) 416-1917 Fax: (305) 416-1925 Prepared By: Max Sagesse, 6/25/2012 A CONTRACT AWARD SHEET INSTRUCTIONAL GUID E TO ASSIST YOU WITH THE INFORMATION CONTAINED HEREIN IS AVAILABLE IN THE ISUPPLIER INFORMATION SECTION OF OUR WEBPAGE AT : www.miamigov.com/procurement