HomeMy Public PortalAbout2006-47 Miami-Dade County/Fleet Management ServicesRESOLUTION NO. 2006-47
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, APPROVING
FLEET MANAGEMENT SERVICES AGREEMENT
BETWEEN THE VILLAGE OF KEY BISCAYNE AND
MIAMI-DADE COUNTY FOR MAINTENANCE AND
FUELING OF VILLAGE VEHICLES; PROVIDING FOR
IMPLEMENTATION; PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the Village Council, pursuant to the recommendation of the Village Manager,
desires to enter into an agreement for fleet management services (the "Agreement") with Miami -
Dade County ("County"); and
WHEREAS, the Village Council finds that it is impractical to apply the competitive bidding
procedures for the procurement of the services provided by County pursuant to the Agreement and
hereby waives such competitive bidding procedures pursuant to Village Code Section 2-85; and
WHEREAS, the Village Council finds that the approval of the Agreement is in the best
interest of the Village.
NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE VILLAGE COUNCIL
OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. That each of the recitals stated above is hereby adopted
and confirmed.
Section 2. Agreement Approved. That the Agreement between County and Village is
hereby approved and the Village Manager is hereby authorized to execute the Agreement, attached
hereto as Exhibit "A", on behalf of the Village, once approved by the Village Attorney as to form
and legal sufficiency.
Section 3. Implementation. That the Village Manager is hereby authorized to take any
and all action which is necessary to implement the Resolution and Agreement. Funding for the
Agreement shall be provided as indicated in the Village Manager's Memorandum which
accompanies this Resolution.
Section 4. Effective Date. That this Resolution shall be effective immediately upon
adoption hereof.
PASSED AND ADOPTED this 14th day of November , 2006.
MAYOR ROBERT L. VERNON
CONCHITA H. ALVAREZ, CMC, VILLAGE CLERK
APPROVED AS TO FORM AND LEGAL SUFFICIEN
103.001\Resolutions\Approving Service Agreement With Miami -Dade County GSA for Fleet Maintenance.doc
2
EXHIBIT "A"
VILLAGE OF KEY BISCAYNE
Office of the Village Manager
Village Council
;obert Oldakowski, Mayor
)bert L Vernon, Vice Mayor
Enrique Garcia
Steve Liedman
Jorge E Mendia
Thomas Thornton
Patricia Weinman
Village Manager
Jacqueline R Menendez
October 30, 2006
To: Honorable yor bers of the Village Council
From: Jfic u R. M'enende Village Manager
Re:
Recommendation:
Request for approval of Agreement between the Miami -Dade County
General Services Administration Fleet Management Division and the Village
of Key Biscayne.
The Miami -Dade County General Services Administration Fleet Management Division operates
and manages the County's vehicle maintenance and fueling facilities and has extensive
experience in the fleet management industry.
The Village of Key Biscayne has been utilizing these services since its inception and through
experience and research has found this entity to be the most effective and efficient method to
provide fuel and other services for the Village's fleet.
It is therefore respectfully requested that the attached agreement be approved in order to continue
the Village's relationship with the Miami -Dade County General Services Administration, Fleet
Management Division.
West McIntyre Street, Suite 210 • Key Biscayne, Florida 33149 • (305) 365-5500 • Fax (305) 365-8936
MISSION STATEMENT "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT"
www keybiscaynefl gov
AUG/27/2007/MON 10:54 AM P. 001
M I A M I•DAD
COUNTY
ADA Coordination
Agenda Coadmauon
Animal Services
Art in Publie Places
Audit and Management Services
Aviation
Budding
Budding Code Compliance
Business Development
Ceplal Improvement
Cldzens' IndependentTransrporption Trull
Commission on Ethics and Public Trim
Communications
Community Action Agency
Community 6 Economic Development
Community Relations
Consumer Servkei
Corrections 6 Rehab.gtabon
Cultural Again
Election
Emergency Management
Employee Relations
Empowerment ]rust
Enterprise Technology Services
Environmental Resources Management
Fair Employment Precbces
Finance
fire Rescue
General gervioes Adminislralien
Government Informal ion Center
HIStOtIC Preservation
HomeIels Trust
Housing Agency
Housing Finenne Authority
Human Services
Independent Review Panel
IMernaional Trade Coneonium
Juvenile Services
Medical Examiner
Maim -Miami Action Pion
Metropolitan Planning Organlzauor
Park and Recreation
Planning and Zoning
Police
Procurement Management
Property Appraisal
Public Library System
Public Wink,
Safe Neighborhood Parks
Seaport
Solid Waste Management
Slreteg.c Business Management
'Ream Metro
nenni
Task force on Urban Economic Revitalization
vizcays Museum And Cullen,
Water & Sewer
General Services Administration
Fleet Management Division
111 NW 1st Street • Suite 2450
Miami, Florida 33128-1979
T 305-375-5139 F 305-375-2296
miamidade.gov
March 1, 2007
Charles Press, Chief of Police
Village of Key Biscayne
88 West McIntyre Street
Key Biscayne, FL 33149
RE: Miami -Dade County, GSA, Fleet Management Division - Service Agreement
Dear Chief Charles Press,
On behalf of Mlami-Dade County's GSA Fleet Management Division (FMD),
would like to thank you for being our valued customer.
Please find enclosed, the Village of Key Biscayne's Finalized Service Agreement
with Miami -Dade County's GSA, Fleet Management Division.
If you have any questions, please contact Angelica Suarez at (305) 375-2414 or
Olga Diaz at (305) 375-2295.
Sincerely,
Ana B. Gutierrez, Director
Fleet Management Division
General Services Administration
Miami -Dade County
Attachments: Finalized Village of Key Biscayne Service Agreement
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A G R E E M E N T B E T W E E N M I A M I - D A D E C O U N T Y
G E N E R A L S E R V I C E S A D M I N I S T R A T I O N
F L E E T M A N A G E M E N T D I V I S I O N
A N D
V I L L A G E O F K E Y B I S C A Y N E
T H I S A G R E E M E N T i s e n t e r e d i n t o t h i s 3 d a y o f ' e 6 2 0 0 0 , b y a n d b e t w e e n
M i a m i - D a d e C o u n t y , a p o l i t i c a l s u b d i v i s i o n o f t h e S t a t e o f F 4 o r i d a , t h r o u g h i t s
G e n e r a l S e r v i c e s A d m i n i s t r a t i o n , F l e e t M a n a g e m e n t D i v i s i o n ( " C o u n t y " ) a n d
V i l l a g e o f K e y B i s c a y n e ( " C u s t o m e r A g e n c y o r A g e n c y " )
I . R E C I T A L S
W H E R E A S , t h e C O U N T Y , G S A F l e e t M a n a g e m e n t D i v i s i o n o p e r a t e s a n d
m a n a g e s M i a m i - D a d e ' s v e h i c l e m a i n t e n a n c e a n d f u e l i n g f a c i l i t i e s a n d h a s
e x p e r i e n c e i n t h e f l e e t m a n a g e m e n t i n d u s t r y ;
W H E R E A S , V i l l a g e o f K e y B i s c a y n e h a s r e q u e s t e d t h a t t h e F l e e t M a n a g e m e n t
D i v i s i o n p r o v i d e t h e m w i t h v e h i c l e m a i n t e n a n c e a n d / o r f u e l i n g s e r v i c e s ; a n d
W H E R E A S , t h e p u r p o s e o f t h i s A g r e e m e n t i s t o f o r m a l i z e a n a r r a n g e m e n t
b e t w e e n t h e C o u n t y a n d t h e C u s t o m e r A g e n c y , t o d e l i v e r s p e c i f i c f l e e t
m a n a g e m e n t s e r v i c e s a s a g r e e d u p o n a n d s e t f o r t h i n A r t i c l e I I I b e l o w .
T H E R E F O R E , t h e p a r t i e s a g r e e a s f o l l o w s .
I I . T E R M
T h i s A g r e e m e n t s h a l l c o m m e n c e o n F e / a . . 3 , 2 0 0 a n d
c o n t i n u e i n d e f i n i t e l y , s u b j e c t t o t h e r i g h t o f e i t h e r p a r t y t o t e r m i n a t e a s s e t f o r t h i n
A r t i c l e V I b e l o w .
I I I . S C O P E
U n d e r t h i s a g r e e m e n t , t h e C o u n t y w i l l p r o v i d e t h e C u s t o m e r A g e n c y w i t h t h o s e
s e r v i c e s t h a t t h e V i l l a g e o f K e y B i s c a y n e h a s r e q u e s t e d a n d i n i t i a l e d b e l o w :
S e r v i c e s A v a i l a b l e U n d e r T h i s A g r e e m e n t
S e r v i c e s p r o v i d e d b y t h e C o u n t y i n c l u d e v e h i c l e m a i n t e n a n c e , p o o l / l o a n e r
v e h i c l e s , a n d f u e l i n g s e r v i c e s . T h e f o l l o w i n g p a r a g r a p h s p r o v i d e a b r i e f
d e s c r i p t i o n o f t h e s e s e r v i c e s . T h e C o u n t y a g r e e s t o p e r f o r m s e r v i c e s u n d e r t h i s
a g r e e m e n t i n a r e a s o n a b l y c o m p e t e n t a n d p r o f e s s i o n a l m a n n e r . T h e A g e n c y ' s
i n i t i a l s n e x t t o e a c h n u m b e r i n d i c a t e t h e i r a g r e e m e n t t o h a v e t h e C o u n t y p r o v i d e
t h e s p e c i f i c s e r v i c e s s t a t e d
E x t e r n a l / 2 0 0 6
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1 . V e h i c l e M a i n t e n a n c e
" P r o v i d e p e r i o d i c m a i n t e n a n c e s e r v i c e s a s n e e d e d f o r t h e
v e h i c l e i n a c c o r d a n c e w i t h t h e v e h i c l e ' s m a n u f a c t u r e r ' s
r e c o m m e n d a t i o n s .
P r o v i d e r e p a i r s e r v i c e s a s n e e d e d f o r t h e v e h i c l e i n
a c c o r d a n c e w i t h t h e v e h i c l e ' s m a n u f a c t u r e r ' s
r e c o m m e n d a t i o n s a t o n e o f t h e C o u n t y ' s r e p a i r f a c i l i t i e s
t h r o u g h o u t M i a m i - D a d e C o u n t y o r t h r o u g h o n e o f t h e
C o u n t y ' s c o n t r a c t e d v e n d o r s
2 . P o o l a n d L o a n e r V e h i c l e s ( S t a t e / C o u n t y H e a l t h , S F E T C
a n d J M H o n l y )
P r o v i d e p o o l a n d / o r l o a n e r v e h i c l e s a s n e e d e d . P o o l
v e h i c l e s a r e C o u n t y v e h i c l e s r e n t e d f o r a s h o r t t e r m
b a s i s , n o r m a l l y 8 h o u r s o r l e s s . L o a n e r v e h i c l e s a r e
i s s u e d w h e n a G S A o w n e d C o u n t y v e h i c l e i s a t t h e s h o p
f o r r e p a i r s . T h e l o a n e r i s i s s u e d f o r t h e d u r a t i o n o f t h e
r e p a i r p e r i o d a n d m u s t b e r e t u r n e d t o t h e s h o p u p o n
p i c k u p o f t h e r e p a i r e d v e h i c l e .
3 . V e h i c l e P u r c h a s e a n d R e p l a c e m e n t ( S t a t e / C o u n t y H e a l t h ,
S F E T C a n d J M H o n l y )
P u r c h a s e v e h i c l e ( s ) t h r o u g h t h e u s e o f a c o n t r a c t a s p a r t
o f t h e a n n u a l b u y o f t h e C o u n t y ' s T i g h t e q u i p m e n t f l e e t
v e h i c l e s .
P r o v i d e e n d o f l i f e c y c l e s h o p a n a l y s i s f o r r e p l a c e m e n t
s c h e d u l i n g .
R e p l a c e v e h i c l e w i t h a n e w o n e o n c e i t h a s m e t t h e
r e p l a c e m e n t c r i t e r i a .
E x t e r n a l / 2 0 0 6
F u e l i n g a n d F u e l S i t e M a i n t e n a n c e S e r v i c e s
P r o v i d e u n l e a d e d a n d / o r d i e s e l f u e l i n g s e r v i c e t o t h e
v e h i c l e ( s ) a t a n y o n e o f i t s f u e l i n g f a c i l i t i e s t h r o u g h o u t
M i a m i - D a d e C o u n t y .
M o n i t o r f u e l i n g a c t i v i t y b y v e h i c l e . D e a c t i v a t i o n o f f u e l
c a r d s f r o m t h e f u e l i n g s y s t e m f o r a n y v e h i c l e t h a t h a s n o t
o b t a i n e d f u e l f r o m a C o u n t y f u e l i n g f a c i l i t y f o r a
c o n s e c u t i v e t h r e e m o n t h p e r i o d .
I n t h e e v e n t o f a n e m e r g e n c y s i t u a t i o n , t h e C o u n t y s h a l l
n o t b e r e q u i r e d t o p r o v i d e f u e l i n g s e r v i c e s t o t h e A g e n c y
i f f u e l i s n o t a v a i l a b l e t o t h e C o u n t y f r o m i t s s u p p l i e r s o r
v e n d o r s , o r i f t h e C o u n t y ' s f u e l i n g f a c i l i t i e s a r e n o t
o p e r a t i o n a l . D u r i n g t h i s t i m e , e m e r g e n c y r e s p o n s e
v e h i c l e s b e l o n g i n g t o t h e A g e n c y w i l l h a v e f u e l i n g p r i o r i t y
a s d e t e r m i n e d s o l e l y b y t h e C o u n t y . A l l n o n - e m e r g e n c y
" "
r e s p o n s e v e h i c l e s w i l l h a v e a l o w e r f u e l p r i o r i t y d u r i n g
e m e r g e n c y s i t u a t i o n s
I V . I N D E M N I F I C A T I O N
S u b j e c t t o t h e l i m i t a t i o n s s e t f o r t h i n S e c t i o n 7 6 8 . 2 8 , F l o r i d a S t a t u t e s , a n d w i t h o u t
w a i v i n g a n y d e f e n s e o f s o v e r e i g n i m m u n i t y , t h e A g e n c y s h a l l i n d e m n i f y a n d h o l d
h a r m l e s s t h e C o u n t y a n d i t s o f f i c e r s , e m p l o y e e s , a g e n t s , a n d i n s t r u m e n t a l i t i e s
f r o m a n y a n d a l l l i a b i l i t y , l o s s e s o r d a m a g e s , i n c l u d i n g a t t o r n e y s ' f e e s a n d c o s t s
o f d e f e n s e , w h i c h t h e C o u n t y o r i t s o f f i c e r s , a g e n t s , a n d i n s t r u m e n t a l i t i e s m a y
i n c u r a s a r e s u l t o f c l a i m s , d e m a n d s , s u i t s , c a u s e s o f a c t i o n s o r p r o c e e d i n g s o f
a n y k i n d a r i s i n g o u t o f , r e l a t i n g t o o r r e s u l t i n g f r o m t h i s A g r e e m e n t , t o t h e e x t e n t
c a u s e d b y t h e A g e n c y ' s o w n n e g l i g e n c e . T h e A g e n c y s h a l l p a y a l l c l a i m s a n d
l o s s e s i n c o n n e c t i o n t h e r e w i t h a n d s h a l l i n v e s t i g a t e a n d d e f e n d a l l c l a i m s , s u i t s
o r a c t i o n s o f a n y k i n d o r n a t u r e i n t h e n a m e o f t h e C o u n t y , w h e r e a p p l i c a b l e ,
i n c l u d i n g a p p e l l a t e p r o c e e d i n g s a n d s h a l l p a y a l l c o s t s , j u d g m e n t s a n d a t t o r n e y ' s
f e e s w h i c h m a y i s s u e t h e r e o n , t o t h e e x t e n t c a u s e d b y t h e A g e n c y ' s o w n
n e g l i g e n c e . P r o v i d e d , h o w e v e r , t h i s i n d e m n i f i c a t i o n s h a l l o n l y b e t o t h e e x t e n t
a n d w i t h i n t h e l i m i t a t i o n s o f S e c t i o n 7 6 8 . 2 8 F l a . S t a t . , i n c l u d i n g a n y c l a i m s a n d
b i l l s , a n d s u b j e c t t o t h e p r o v i s i o n s o f t h a t S t a t u t e w h e r e b y t h e A g e n c y s h a l l n o t
b e h e l d l i a b l e t o p a y p e r s o n a l i n j u r y o r p r o p e r t y d a m a g e c l a i m o r j u d g m e n t b y
a n y o n e p e r s o n w h i c h e x c e e d s t h e s u m o f $ 1 0 0 , 0 0 0 o r a n y c l a i m o r j u d g m e n t o r
p o r t i o n s t h e r e o f , w h i c h w h e n t o t a l e d w i t h a l l o t h e r c l a i m s o r j u d g m e n t p a i d b y t h e
A g e n c y a r i s i n g o u t o f t h e s a m e i n c i d e n t o r o c c u r r e n c e , e x c e e d t h e s u m o f
$ 2 0 0 , 0 0 0 , f r o m a n y a n d a l l p e r s o n a l i n j u r y o r p r o p e r t y d a m a g e c l a i m s , l i a b i l i t i e s ,
l o s s e s o r c a u s e s o f a c t i o n w h i c h m a y a r i s e a s a r e s u l t o f t h e n e g l i g e n c e o f t h e
A g e n c y .
V . B I L L I N G A N D R A T E S
A . T h e C o u n t y w i l l b i l l t h e A g e n c y o n a m o n t h l y b a s i s f o r a l l s e r v i c e s
r e n d e r e d p u r s u a n t t o t h i s A g r e e m e n t . C o s t d a t a w i l l b e r e f l e c t e d i n
t h e m o n t h l y b i l l a g a i n s t t h e s p e c i f i c v e h i c l e n u m b e r s . T h e b i l l w i l l b e
m a i l e d t o .
M a d e l i n e L o p e z
V i l l a g e o f K e y B i s c a y n e
8 8 W e s t M c I n t y r e S t r e e t
K e y B i s c a y n e , F L 3 3 1 4 9
B . W i t h i n t h i r t y ( 3 0 ) d a y s o f r e c e i p t o f t h e C o u n t y ' s i n v o i c e , t h e A g e n c y
s h a l l p a y t h e o u t s t a n d i n g i n v o i c e v i a c h e c k m a d e p a y a b l e t o t h e
B O A R D O F C O U N T Y C O M M I S S I O N E R S a n d m a i l e d t o : M i a m i -
D a d e C o u n t y , G S A D i r e c t o r ' s O f f i c e , A c c o u n t i n g S e c t i o n , 1 1 1 N . W .
1 s t S t r e e t , S u i t e 2 4 1 0 , M i a m i , F L , 3 3 1 2 8 . F a i l u r e t o s u b m i t p a y m e n t
o n a t i m e l y b a s i s m a y r e s u l t i n t h e a s s e s s m e n t o f l a t e f e e s .
E x t e r n a l / 2 0 0 6
" "
C . T h e A g e n c y a g r e e s t o r a i s e a n y b i l l i n g d i s p u t e s o r d i s c r e p a n c i e s
w i t h i n 3 0 d a y s o f b i l l r e c e i p t . I n t h e e v e n t t h e C o u n t y a g r e e s t h a t a n
a d j u s t m e n t i s r e q u i r e d , t h e C o u n t y a g r e e s t o m a k e a n y s u c h
a d j u s t m e n t w i t h i n 6 0 d a y s o f h a v i n g r e c e i v e d t h e r e q u e s t .
D . T h e A g e n c y a g r e e s t o p a y f o r s e r v i c e s p r o v i d e d u n d e r t h i s
a g r e e m e n t a t t h e r a t e s s e t f o r t h i n t h e r a t e s s h e e t a t t a c h e d h e r e t o a s
E x h i b i t 1 . T h e C u s t o m e r A g e n c y a g r e e s t h a t t h e s e r a t e s a r e s u b j e c t
t o c h a n g e a t a n y t i m e a n d w i t h o u t p r i o r n o t i f i c a t i o n . A n y r a t e c h a n g e s
w i l l b e c o m m u n i c a t e d t o t h e C u s t o m e r A g e n c y i n a n e x p e d i t i o u s
m a n n e r .
V I . T E R M I N A T I O N F O R C O N V E N I E N C E
E i t h e r p a r t y m a y , a t i t s o p t i o n a n d d i s c r e t i o n , c a n c e l t h i s a g r e e m e n t a t a n y t i m e
w i t h o u t a n y d e f a u l t o n t h e p a r t o f e i t h e r p a r t y b y w r i t t e n n o t i c e o f c a n c e l l a t i o n a t
l e a s t t e n ( 1 0 ) d a y s p r i o r t o t h e e f f e c t i v e d a t e o f s u c h t e r m i n a t i o n . I n t h e e v e n t o f
c a n c e l l a t i o n b y t h e C o u n t y , t h e A g e n c y a g r e e s t o p a y a l l o u t s t a n d i n g i n v o i c e d f o r
s e r v i c e s p r o v i d e d t o t h e A g e n c y p r i o r t o t h e d a t e o f c a n c e l l a t i o n .
V I I . E N T I R E A G R E E M E N T
T h i s A g r e e m e n t c o n t a i n s t h e e n t i r e u n d e r s t a n d i n g b e t w e e n t h e p a r t i e s . T h i s
A g r e e m e n t m a y o n l y b e a m e n d e d i n w r i t i n g b y j o i n t a g r e e m e n t o f t h e p a r t i e s .
M I A M I - D A D E C O U N T Y A G E N C Y N A M E
B y :
W e n d i f . - - W r r i s D i r e c t o r
D a t e :
J a c q u e l i n e M e e z , M a n a g e r
G e n e r a l S e r v i c e s A d m i n i s t r a t i o n V i l l a g e o f K e y B i s c a y n e
E x t e r n a U 2 0 0 6
D a t e .