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2012-109-1704 - 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