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2011-117-1510 - Midtown Towing of Miami City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 13, 2011 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading Public Hearing: (Enter X in box) Yes No Yes No X X Funding Source: Fleet Department, General Fund Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X RFP#10‐11‐047 Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) N/A X Sponsor Name Danny O. Crew, City Manager Department: Fleet Department/Police Department/Code Compliance Department Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING A BID TO MIDTOWN TOWING OF MIAMI, INC., FOR TOWING AND STORAGE SERVICES; AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AND ATTEST RESPECTIVELY THAT CERTAIN AGREEMENT FOR THIS PURPOSE, ATTACHED HERETO AS EXHIBIT “A”; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: Background The Code Enforcement Department and the Police Department require services for the towing, storage and disposal of abandoned, unregistered and junked vehicles, trailers and boats that are in the public rights‐of‐way, streets, highways, and public or private property throughout the City on an as needed basis. Additionally, the ITEM K-9) CONSENT AGENDA RESOLUTION Awarding a bid to Midtown Towing of Miami Inc. 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 police department utilizes tow services during arrest situations, recovery of stolen vehicles and for seizure and storage of vehicles related to forfeitures. The City of Miami Gardens actively utilizes 411 city vehicles. During the course of operation, the need arises for vehicles that are unsafe or inoperable to drive to be towed to repair facilities. In addition, the city may require jump start or lock out services as well. The City awarded a towing contract to Kauff’s Transportation Systems on July 28, 2008 for three years. The company agreed to pay the City 10% of the gross value of all tows. Kauff’s has performed the contract successfully. The City received $41,864.50 last fiscal year. The current contract expires July 29, 2011. Current Situation In preparation for issuing the new bid specifications, Staff inquired with other municipalities in the area, requesting information to ascertain how towing revenues were being collected. A majority of the municipalities contacted required a flat fixed annual fee to be paid either monthly or quarterly by the municipal towing contractor. Most of the municipalities receive $100,000 or more annually. Specifications were prepared by City staff for the towing and storage of vehicles plus towing, storage and disposal of abandoned vehicles and advertised RFP #10‐11‐047 on April 28, 2011. A broadcast notice was sent to 149 vendors. Eleven proposal packages were requested. The proposals were opened on May 26, 2011. Three proposals were received from Midtown Towing of Miami, located in Miami, FL; Kauff’s Transportation Systems, located in Opa‐Locka, FL; Downtown Towing Company, located in Miami, FL. Proposals were evaluated for compliance with the specifications and their ability to perform the work. Staff checked references for past performances, finances, and insurances. All of the references were favorable, the companies’ finances were in order, and insurances were sufficient. An evaluation committee consisting of Roderick Potter, Code Compliance Division Director; Steve List, Police Major; David Motola, Fleet Supervisor evaluated the proposals in accordance with the criteria. The committee met and directed the Procurement Manager to obtain clarifications and answer concerns regarding the proposal submitted by Midtown Towing. Midtown Towing responded to the clarifications. A site visit was conducted to inspect the facilities, towing vehicles and equipment of the companies for compliance with the City’s requirements. Each company met the minimum requirements. The evaluation committee submitted an evaluation sheet after visiting the sites. The committee is recommending award of the City’s towing contract to Midtown Towing of Miami, Inc. Midtown’s North Miami Beach facility will be responsible for handling the City’s contract. Midtown has agreed to pay the City an annual flat fixed fee of $150,000.00, which equates in an additional $108,000 in revenue to the City. They will charge the City be a flat fee of $60.00 for vehicles over ¾ ton and $25.00 for vehicles less than ¾ ton. There will be no mileage fee. It is estimated that it will cost the City $2,000 per year based on the estimated 15‐20 vehicles per month that will require towing services. A copy of the proposal document and proposal submittals are available at the assistant to the Mayor and Council’s office for review. 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Proposed Action: That the City Council approve the attached resolution authorizing the City Manager to execute the contract with Midtown Towing of Miami, Inc .located in Miami, FL. for the term contract of three years for Towing & Storage of Vehicles plus Towing, Storage & Disposal of Abandoned Vehicles. Attachment: Attachment A –Price Proposal Attachment B – Evaluation Sheet CITY OF MIAMI GARDENS PROCUREMENT DEPARTMENT EVALUATION RANKING SHEET RFP# 10-11-047 Towing and Storage of Vehicles plus Towing, Storage, & Disposal of Abandoned Vehicles May 26, 2011 @2:00 p.m. By signing this form as an Evaluator, I certify that I have no conflict of interest Signed______________________________ Dated:_____________________ Company Evidence of ability & finances (max 60 pts) Evidence of Equipment, vehicles & storage facility (max 75 pts) Guarantee annual flat fee (max 60 pts) Cost of towing city vehicles (max 45 pts) Responses of References ( max 15 pts) Firm(s) located in CMG (max. 30 pts.) Firm donate local schools (max. 15 pts) Total (max. 300 pts.) Midtown Towing of Miami, Inc. Miami, FL 50 67 60 40 15 00 232 Kauff’s Transportation Systems, Opa Locka, FL 58 73 40 40 15 00 226 Downtown Towing Company, Miami, FL 37 66 43 30 15 00 191 Comments: City of Miami Gardens 1515 N.W. 167th Street: Bldg. 5 Suite 200 Miami Gardens, Florida 33169 Procurement Department Tabulation Sheet RFP#10-11-047 Towing & Storage of Vehicles plus Towing, Storage & Disposal of Abandoned Vehicles May 26, 2011 @2:00 p.m. Bidder: Midtown Towing of Miami, Inc. GUARANTEE ANNAUL FLAT FEE $ 150,000.00__ CLASS City owned vehicles TOWING after first 10 miles TOWING outside City limits RATE Vehicles over ¾ ton $ .00 /mile $ .00 /mile $ 60.00 Vehicles up to ¾ ton N/A $ .00 /mile $ 25.00 Additional Requirements CLASS HOURLY wait time Class “A” Wrecker $ 40.00 Class “B” Wrecker $ 60.00 Bidder: Kauff’s Transportation Systems GUARANTEE ANNAUL FLAT FEE $ 48,275.00 guarantee plus 10% gross revenue in excess of $450,000.00 CLASS City owned vehicles TOWING after first 10 miles TOWING outside City limits RATE Vehicles over ¾ ton $ 0 /mile $ 0 /mile $ 0 Vehicles up to ¾ ton N/A $ 0 /mile $ 0 Additional Requirements CLASS HOURLY wait time Class “A” Wrecker $ 0 Class “B” Wrecker $ 0 Bidder: Downtown Towing Company GUARANTEE ANNAUL FLAT FEE $60,000.00 or 15%if there are 2 towers CLASS City owned vehicles TOWING after first 10 miles TOWING outside City limits RATE Vehicles over ¾ ton $ free in City /mile $ 3.00 /mile $ 100.00 Vehicles up to ¾ ton N/A $ 1.50 /mile $ 40.00 Additional Requirements CLASS HOURLY wait time Class “A” Wrecker $ 0 Class “B” Wrecker $ 0