HomeMy Public PortalAboutResolution No. 23-013 - Resolution authorizing RFQ for car wash services for city vehiclesSponsored by: Interim City Manager
RESOLUTION NO. 23-013
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF OPA-LOCKA, FLORIDA, AUTHORIZING ISSUANCE OF
A REQUEST FOR QUOTES ("RFQ") FOR CAR WASH
SERVICES FOR CITY VEHICLES; PROVIDING FOR
INCORPORATION OF RECITALS; PROVIDING FOR AN
EFFECTIVE DATE
WHEREAS, the City of Opa-Locka ("City") desires to obtain quotes from qualified
vendors to provide hand and/or power washing vehicle services for general service fleet
vehicles, marked and unmarked police units, light and medium duty trucks, SUVs and
other specialty use vehicles.
WHEREAS, the City desires to secure a vendor that will ensure that vehicle
exteriors, including windows and windshields will be free of dirt, dust, residue and water
marks after being washed; and
WHEREAS, the City has determined that issuance of a Request for Quotes (RFQ)
for said services and further authorizing spending of up to Three Thousand Dollars
($3,000.00) for advertising purposes, if deemed necessary, is in the best interest of the City
and its residents.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION
OF THE CITY OF OPA-LOCKA, FLORIDA:
Section 1. Adoption of Representations.
The above recitals are true and correct and are incorporated into this Resolution
by reference.
Section 2. Approval for Issuance of RFO for Car Wash Services for City Vehicles.
The City Commission of the City of Opa-Locka hereby approves the issuance of
a Request for Quotes (RFQ) for Car Wash Services for City Vehicles and further
authorizes spending of up to Three Thousand Dollars ($3,000.00) for advertising
purposes, if deemed necessary.
Section 3. Scrivenor's Errors. Sections of this Resolution may be renumbered or re -
lettered and corrections of typographical errors, which do not affect the intent of this
Resolution may be authorized by the Interim City Manager, following review by the City
Attorney, without need of public hearing, by filing a corrected copy of same with the City
Clerk.
Resolution No. 23-013
Section 4. Effective Date.
This Resolution shall take effect immediately upon adoption by the City
Commission of the City of Opa-Locka.
PASSED and ADOPTED this 25th day of January, 2023.
ATTEST:
anna Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
Bur ade. - Norri eeks, P.A.
Ci orney
Moved by: Commissioner Bass
Seconded by: Commissioner Kelley
VOTE: 5-0
Commissioner Bass YES
Commissioner Kelley YES
Commissioner Williams YES
Vice Mayor Ervin YES
Mayor Taylor YES
John Ta f or, ayor
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City off ®pa-➢oclka
Aetada Cover Memo
City
Manager:
Darvin Williams
CM Signature:
� �n t`Vv_'
Commission
Meeting
Date:
01.25,2023
item Type:
(EnterX in box)
Resolution
Ordinance
Other
x
Fiscal
Impact:
(EnterXin box)
Yes
No
Ordinance Reading•
(Enter X in box)
1st Reading
2nd Reading
Est,
$3,000
Public Hearing:
(EnterX in box)
Yes
No
Yes
No
x
X
Funding
Source:
Account# :
(Enter Fund & Dept)
Ex:
Advertising Requirement:
(EnterX in box)
Yes
No
x
Contract/P.O.
Required:
(Enter X in box)
Yes
No
RFP/RFQ/Bid#:
X
Strategic
Plan Related
(EnterX in box)
Yes
No
Strategic Plan Priority Area:
Strategic Plan Obj./Strategy:
(list the specific objective/strategy this
item will address)
Enhance Organizational ED
Bus. & Economic Dev 0
Public Safety El
Quality of Education El
Qual. of Life & City Image 513
Communication NI
Sponsor
Name
City Manager
Departtnent:
City Manager
Short Title:
A resolution authorizing the Interim City Manager to issue an RFQ for Car Wash Services.
Staff Summary:
The City of Opa-locka is requesting quotes from qualified vendors to provide hand and/or power
washing services for general service fleet vehicles, marked and unmarked police units, light and
medium duty trucks, SUVs and other specialty use vehicles. Vehicle exteriors, including windows
and windshields, must be free of dirt, dust, residue, and water marks after being washed.
Financial pnpact
The RFQ will be issued primarily electronically, but may require additional advertising, estimated to
be $3,000.
Proposed Action:
City of Opa-locka
RFQ NO: 23-XXXXXXX
REQUEST FOR QUOTES (RFQ)
CAR WASH SERVICES FOR CITY VEHICLES
CITY OF OPA-LOCKA
REQUEST FOR QUOTES
RFQ NO: 23-XXXXXXX
CAR WASH SERVICES FOR CITY VEHICLES
Sealed Proposals for Car Wash Services for City Vehicles will be received by the City of Opa-locka at the Office of the
City Clerk, 780 Fisherman St, 4th Floor, Opa-locka, Florida 33054, Tuesday, February 28, 2023 by 2:00 p.m. Any RFQ
Package received after the designated closing time will be returned unopened. The City of Opa-locka will be accepting
proposals by mail, however it is your responsibility to submit your proposal by the due date. In addition, proposals
may be submitted via www.demandstar.com (e -bid). The address to submit sealed proposals is listed below:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
An original and six (6) copies for a total of seven (7) plus 1 copy of the Proposal package on USB Flash Drive in PDF
format shall be submitted in sealed envelopes/packages addressed to the City Clerk, City of Opa-locka, Florida, and
marked RFQ for Car Wash Services for City Vehicles.
Proposers desiring information for use in preparing proposals may obtain a set of such documents by visiting the
City's website at www.opalockafl.gov or www.demandstar.com.
The City reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities
therein. The City further reserves the right to award a contract to that proposer whose proposal best complies with
the RFQ NO: 23-XXXXXXX requirements. Proposers may not withdraw their proposal for a period of ninety (90)
days from the date set for the opening thereof.
A pre -bid meeting will be held on Tuesday, February 7, 2023 at 10:00 a.m. at 780 Fisherman Street, 4th Floor, Opa-
locka, FL 33054 and via Microsoft Teams.
To participate via Microsoft Teams, please use the information listed below:
Meeting ID: 234 103 442 337
Passcode: JdPUgB
Download Teams 1 loin on the web
Or call in (audio only)
+1 786-598-2011,,351190175# United States, Miami
Phone Conference ID: 351 190 175#
Find a local number 1 Reset PIN
Joanna Flores, CMC
City Clerk
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RFQ or give information as to the requirements of the RFQ in addition to what is contained in the written
RFQ document.
1-6. Addendum: The City may record its response to inquiries and any supplemental instructions in the
form of written addenda. The CITY may mail written addenda up to three (3) calendar days before the date
fixed for receiving the proposals. Proposers shall contact the City to ascertain whether any addenda have
been issued. Failure to do so could result in an unresponsive proposal. Any oral explanation given before
the RFQ opening will not be binding.
All Proposers are expected to carefully examine the proposal documents. Any ambiguities or
inconsistencies should be brought to the attention of the City's Purchasing Agent through written
communication prior to the opening of the proposals.
1-7. Contract Awards: The City anticipates entering into an Agreement with the Proposer who submits
the proposal judged by the City to be most advantageous.
The Proposer understands that this RFQ does not constitute an offer or an Agreement with the Proposer.
An offer or Agreement shall not be deemed to exist and is not binding until proposals are reviewed,
accepted by appointed staff.
The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re -advertise
for other proposals.
1-8. Contractual Agreement: This RFQ and Consultant/Contractor proposal shall be included and
incorporated in the final award. The order of contractual precedence will be the Contract or Agreement
document, original Terms and Conditions, and Proposer response. Any and all legal action necessary to
enforce the award will be held in Miami -Dade County and the contractual obligations will be interpreted
according to the laws of Florida. Any additional contract or agreement requested for consideration
by the Proposer must be attached and enclosed as part of the proposal.
1-9. Selection Process: The proposals will be evaluated and assigned points. The firm with the highest
number of points will be ranked first; however, nothing herein will prevent the City from assigning work
to any firm deemed responsive and responsible.
The City reserves the right to further negotiate any proposal, including price, with the highest rated
Proposer. If an agreement cannot be reached with the highest rated Proposer, the City reserves the right
to negotiate and recommend award to the next highest Proposer or subsequent Proposers until an
agreement is reached.
1-10. Public Records: Upon award recommendation or ten (10) days after opening, whichever occurs
first, proposals become "public records" and shall be subject to public disclosure consistent with Chapter
119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in the response
to the RFQ and must identify the data or other materials to be protected and must state the reasons why
such exclusion from public disclosure is necessary. Document files may be examined, during normal
working hours.
1-11. News Releases: The Proposer shall obtain the prior approval of the City Manager's Office of all news
releases or other publicity pertaining to this RFQ or the service, study or project to which it relates.
1-12. Insurance: The awarded Proposer(s) shall maintain insurance coverage reflecting at least the
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scheduled bid opening. A detailed explanation of the reason for the protest must be included. Protests of
the award or intended award of the bid or contract must be in writing and received in the City Clerk's Office
within seven (7) working days of the notice of award. A detailed explanation of the protest must be
included.
1-19. Termination for Convenience: A contract may be terminated in whole or in part by the City at any
time and for any reason in accordance with this clause whenever the City shall determine that such
termination is in the best interest of the City. Any such termination shall be affected by the delivery to the
contractor at least five (5) working days before the effective date of a Notice of Termination specifying the
extent to which performance shall be terminated and the date upon which termination becomes effective.
An equitable adjustment in the contract price shall be made for the completed service, but no amount shall
be allowed for anticipated profit on unperformed services.
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3. Cleaning of tires and rims;
4. Tire dressing;
5. Clean/vacuum mats and all carpeted areas;
6. Dashboard cleaning;
7. Cleaning of all windows (inside and out) as well as the windowsills;
8. Removal of all debris/trash from vehicle interior;
9. Spot clean and damp wipe steering wheels, mirrors, dashboards, seats and/or
benches, prisoner partition panels, ceiling panels, doors, handrails, AC/heater
vents and other interior surfaces
c. Hand Wax and Car Wash Services shall include but not be limited to the following:
1. Washing and drying of all vehicles exterior surfaces by hand or machine;
2. Exterior clear coat protection;
3. Cleaning of tires and rims;
4. Tire dressing;
5. Clean/vacuum mats and all carpeted areas;
6. Dashboard cleaning;
7. Cleaning of all windows (inside and out) as well as the windowsills;
8. Removal of all debris/trash from vehicle interior;
9. Spot clean and damp wipe steering wheels, mirrors, dashboards, seats and/or
benches, prisoner partition panels, ceiling panels, doors, handrails, AC/heater
vents and other interior surfaces;
10. Apply wax and buff per manufacturer specifications.
3.2.5 Tab 4 - Project Approach
Describe in detail your proposal to fulfill the requirements of the scope of services listed in section 2.2 of
this RFQ.
3.2.6 Tab 5 - Experience and Qualifications
3.2.6.1 Specify the number of years the Proposer has been in business.
3.2.6.2 Identify the Proposer's qualifications to perform the services identified in this RFQ as listed
in section 2-2 of the Scope of Services.
Include resumes, not exceeding one page each, of all key personnel who will be assigned to the City.
3.2.7 Tab 6 - Schedule
3.2.7.1 Include a timetable that identifies the amount of time required to complete each component
of the Program.
3.2.7.2 Indicate the earliest available start date for your project team.
3.2.7.3 Indicate the project completion date based on the date provided in 3.2.7.1.
3.2.8 Tab 7 - Pricing of Services
3.2.8.1 Fee basis should be an all-inclusive, base fee.
3.2.9 Tab 8 - References
3.2.9.1 List a minimum of three (3) references in Florida for which the proposer has provided
elevator services. Include the name of the organization, brief description of the project, name of
contact person telephone number and email address.
3.2.10 Tab 9 - Additional Forms
Proposers must compete and submit as part of its Proposal all of the following forms and/or
documents
• Proposer Qualifications
• Certification regarding debarment and suspension
• Drug Free workplace certification
FAILURE TO SUBMIT ALL OF THE ABOVE REQUIRED DOCUMENTATION MAY DISQUALIFY
PROPOSER.
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4-3 ORAL PRESENTATIONS
Proposers may be required to make individual presentations to the City Selection Committee in order to
clarify their proposals. Only those firms with the highest rated scores in accordance with the stated criteria
and their weights will be invited to give oral presentations. However, the City has the right to accept the
best proposal as submitted, without discussion or negotiation.
If the City determines that such presentations are needed, a time and place will be scheduled for oral
presentations. Each Proposer shall be prepared to discuss and substantiate any of the areas of the proposal
submitted, and its qualifications to perform the specified services. During the oral presentations, the
Proposers should relate their discussion to the evaluation criteria, which will include (but not be limited
to) their approach to the project. The proposed Project Manager must be in attendance.
The Evaluation Criteria may be changed for the oral presentation evaluation phase. References and site
visits (if completed) shall be included in the final evaluation criteria, along with other criteria and weights
as determined by the Selection Committee. Finalists will be informed as to the revised criteria, if any, prior
to their oral presentation.
Additionally, prior to award of an Agreement pursuant to this RFQ, the City may require Proposers to
submit such additional information bearing upon the Proposer's ability to perform the services in the
Agreement as the City deems appropriate.
4-4 FINAL SELECTION
The City of Opa-locka will select the firm that meets the best interests of the City. The City shall be the sole
judge of its own best interests, the proposals, and the resulting negotiated agreement. The City's decisions
will be final. Following the notification of the selected firm, it is expected that an Agreement will be
executed between both parties. City staff will recommend award to the responsible Proposer whose
Proposal is determined to provide overall best value to the City, considering the evaluation factors in this
RFQ.
4-5 AWARD AND CONTRACT EXECUTION
After review by the Selection Committee of the proposals and oral presentations a recommendation will
be made to the City Manager for submission to the City Commission for final approval. Upon Commission
authorization, contract negotiations will be initiated with the first ranked firm. If those negotiations are
unsuccessful, the City will formally terminate negotiations with the first ranked firm and will commence
contract negotiations with the next ranked firm, etc. Upon successful contract negotiations with the
prevailing firm, the remaining firms will be notified that the process has been completed and that they
were not selected.
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RFQ NO: 23-3000 XXX
QUOTE PROPOSAL
CAR WASH SERVICES FOR CITY VEHICLES
The signature below is a guarantee that the Quoter shall not withdraw, modify, or cancel this quote for a period
of ninety (90) days after the quote due date. Pricing for all items shall include materials, labor, supervision,
equipment and other required services.
The undersigned further certifies that he/she has read the Request for Quotation, Terms and Conditions, and
any other documentation relating to this request, and this quotation is submitted with full knowledge and
understanding of the requirements and time constraints noted herein.
Line
Item
#
Specifications/Item Description/Service
Estimated
Monthly
Quantity
Unit of
Measure
Unit
Price
Total Price
1
Standard Car Wash - Police Sedans
6
Each
$
$
2
Standard Car Wash - Police Pickups
4
Each
$
$
3
Standard Car Wash - Police Medium SUV's (Le. Durango,
Escape, Explorer)
25
Each
$
$
4
Standard Car Wash - Police Large SUV's (i.e. Tahoe,
Expedition)
6
Each
$
$
5
Standard Car Wash - Police Vans
4
Each
$
$
6
Standard Car Wash- Police Motorcycles
1
Each
$
$
7
Standard Car Wash - City owned Pickups
4
Each
$
$
8
Standard Car Wash - City Owned Sedans
6
Each
$
$
9
Standard Car Wash- City owned Medium SUV's (i.e., Tahoe,
Expedition)
15
Each
$
$
10
Standard Car Wash -City owned Large SUV's (Le. Tahoe,
Expedition)
5
Each
$
$
TOTAL MONTHLY COST
$
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CITY OF OPA-LOCKA
CERTIFICATION REGARDING DEBARMENT, SUSPENSION
PROPOSED DEBARMENT AND OTHER MATTERS OF
RESPONSIBILITY
1. The Proposer certifies, to the best of its knowledge and belief, that the Proposer and/or any of its
Principals:
A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the
award of contracts by any Federal agency.
B. Have not, within a three-year period preceding this offer, been convicted of or had a civil
judgment rendered against them for: commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or
subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or
commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making
false statements, tax evasion, or receiving stolen property; and
C. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity
with, commission of any of the offenses enumerated in paragraph 1-B of this provision.
2. The Proposer has not, within a three-year period preceding this offer, had one or more contracts
terminated for default by any City, State or Federal agency.
A. "Principals," for the purposes of this certification, means officers; directors; owners; partners;
and, persons having primary management or supervisory responsibilities within a business entity
(e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and
similar positions). This Certification Concerns a Matter Within the Jurisdiction of an Agency of the
United States and the Making of a False, Fictitious, or Fraudulent Certification May Render the
Maker Subject to Prosecution Under Section 1001, Title 18, United States Code.
B. The Proposer shall provide immediate written notice to the Contracting Officer if, at any time
prior to contract award, the Proposer learns that its certification was erroneous when submitted or
has become erroneous by reason of changed circumstances.
C. A certification that any of the items in paragraph (a) of this provision exists will not necessarily
result in withholding of an award under this solicitation. However, the certification will be
considered in connection with a determination of the Proposer's responsibility. Failure of the
Proposer to furnish a certification or provide such additional information as requested by the
Contracting Officer may render the Proposer non -responsive.
D. Nothing contained in the foregoing shall be construed to require establishment of a system of
records in order to render, in good faith, the certification required by paragraph (a) of this
provision. The knowledge and information of a Proposer is not required to exceed that which is
normally possessed by a prudent person in the ordinary course of business dealings.
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CITY OF OPA-LOCKA
RFQ NO. 23-XXXXXXX
DRUG -FREE WORKPLACE CERTIFICATION FORM
Whenever two (2) or more bids/proposals, which are equal with respect to price, quality, and service, are
received by the CITY OF OPA-LOCKA for the procurement of commodities or contractual services, a
bid/proposal received from a business that certifies that it has implemented a drug -free workplace
program shall be given preference in the award process. In order to have a drug -free workplace program,
a business shall:
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession or use of controlled substances is prohibited in the workplace and specifying the actions
that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3. Give each employee engaged in providing the commodities or contractual services that are under
bid a copy of the statement specified in number (1).
4. In the statement specified in number (1), notify the employees that as a condition for working on
the commodities or contractual services that are under bid, the employee will abide by the terms of
the statement and will notify the employer of any conviction on or plea of guilty or no contest to any
violation of Chapter 893, Florida Statutes or of any controlled substance law of the United States or
any singular state, for a violation occurring in the workplace no later than five (5) days after such
conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community by any employee who is so
convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through implementation of
Section 287.087, Florida Statutes.
This Certification is submitted by the
(Name)
of
(Title/Position) (Company)
who does hereby certify that said Company has implemented a drug -free workplace program, which meets
the requirements of Section 287.087, Florida Statutes, which are identified in numbers (1) through (6)
above.
Date Signature
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NON-DISCRIMINATION AFFIDAVIT
I, the undersigned, hereby duly sworn, depose and say that the organization, business or entity
represented herein shall not discriminate against any person in its operations, activities or delivery of
services under any agreement it enters into with the City of Opa-locka. The same shall affirmatively comply
with all applicable provisions of federal, state and local equal employment laws and shall not engage in or
commit any discriminatory practice against any person based on race, age, religion, color, gender, sexual
orientation, national origin, marital status, physical or mental disability, political affiliation or any other
factor which cannot be lawfully used as a basis for service delivery.
By:
Title:
Sworn and subscribed before this
day of , 20
Notary Public, State of Florida
(Printed Name)
My commission expires:
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E -VERIFY FORM
Definitions:
"Contractor" means a person or entity that has entered or is attempting to enter into a contract with a
public employer to provide labor, supplies, or services to such employer in exchange for salary, wages, or
other remuneration.
"Subcontractor" means a person or entity that provides labor, supplies, or services to or for a contractor or
another subcontractor in exchange for salary, wages, or other remuneration.
Effective January 1, 2021, public and private employers, contractors and subcontractors will begin
required registration with, and use of the E -verify system in order to verify the work authorization status
of all newly hired employees. Vendor/Consultant/Contractor acknowledges and agrees to utilize the U.S.
Department of Homeland Security's E -Verify System to verify the employment eligibility of:
a) All persons employed by Vendor/Consultant/Contractor to perform employment duties within
Florida during the term of the contract; and
b) All persons (including sub-vendors/subcompanies/subcontractors) assigned by
Vendor/Consultant/Contractor to perform work pursuant to the contract with the Department. The
Vendor/Consultant/Contractor acknowledges and agrees that use of the U.S. Department of
Homeland Security's E -Verify System during the term of the contract is a condition of the contract
with the City of Opa-locka; and
Should vendor become successful Contractor awarded for the above -named project, by entering into this
Contract, the Contractor becomes obligated to comply with the provisions of Section 448.095, Fla. Stat.,
"Employment Eligibility," as amended from time to time. This includes but is not limited to utilization of
the E -Verify System to verify the work authorization status of all newly hired employees and requiring all
subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or
subcontract with, an unauthorized alien. The contractor shall maintain a copy of such affidavit for the
duration of the contract. Failure to comply will lead to termination of this Contract, or if a subcontractor
knowingly violates the statute, the subcontract must be terminated immediately. If this contract is
terminated for a violation of the statute by the Contractor, the Contractor may not be awarded a public
contract for a period of 1 year after the date of termination.
Company Name:
Authorized Signature:
Print Name:
Title:
Date:
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