Miami-Dade Legislative Item
File Number: 111738
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File Number: 111738 File Type: Resolution Status: Adopted
Version: 0 Reference: R-735-11 Control: County Commission
File Name: AWARD OF RENTAL OF GOLF CARTS, PERSONNEL CARTS, TURF VEHICLE Introduced: 8/23/2011
Requester: Procurement Management Department Cost: Final Action: 9/20/2011
Agenda Date: 9/20/2011 Agenda Item Number: 8O1E
Notes: Title: RESOLUTION AUTHORIZING THE AWARD OF CONTRACT NO. 5726-0/17 IN THE AMOUNT OF $7,580,000 FOR RENTAL OF GOLF CARTS, PERSONNEL CARTS AND TURF VEHICLES
Indexes: AWARD OF CONTRACT
Sponsors: NONE
Sunset Provision: No Effective Date: Expiration Date:
Registered Lobbyist: None Listed


Legislative History

Acting Body Date Agenda Item Action Sent To Due Date Returned Pass/Fail

Board of County Commissioners 9/20/2011 8O1E Adopted P
REPORT: Commissioner Monestime expressed his concerns for the increased contract price. In response to Commissioner Monestime’s inquiry, Ms. Miriam Singer, Director of the Department of Procurement Management, advised the foregoing resolution established a six (6) year term contract with the current vendor to lease six (6) types of golf carts for rental purposes at the Miami-Dade Parks & Recreation Department (MDPRD). She explained the current vendor submitted a proposal approximately 20% below other bidders during a very competitive bidding process in 2007, and the vendor found it difficult to maintain the quoted prices during the term of the contract. She indicated that the only proposal received for the current procurement process was submitted by the current contractor, and the department was successful in negotiating lower prices than originally offered taking into consideration that the contract required the replacement of the carts every three years. She noted the rental of the golf carts generated $2.4 million in revenues in FY2009-2010 based on a flat fee rental rate. Mr. Jack Kardys, Director of the MDPRD, clarified that the $2.4 million revenue was just for carts rentals, and that the green fees totaled $3.5 million. He advised that the department’s staffing level had been significantly reduced, particularly in the golf courses; therefore, the department had moved towards leasing opportunities to ensure continued services. He advised that the foregoing contract was a good investment because the carts were indispensable to play golf, and maintaining a good fleet of golf carts was necessary to generate additional revenues. He indicated that the contract required the golf cart fleet to be replaced with new carts twice over the six (6) year term of the contract. He noted the condition of the golf carts were in dire need of replacement, and the carts would be delivered in approximately sixty (60) days. Mr. Kardys stressed the importance of receiving the new golf carts by the beginning of the golf season, which coincided with the Thanksgiving Holiday. Pursuant to Commissioner Monestime’s questions in connection with the cost of the contract, Mr. Kardys explained that the purchasing price of the equipment had increased 12 percent, and it was anticipated that the purchase price of the equipment would incur an additional price increase of 12 percent during the course of the next three months. He noted the Consumer Price Index (CPI) was included in the purchase price for the following three (3) years of the six year contract. Commissioner Moss concurred with staff’s opinion regarding the need to replace the fleet of golf carts. In response to Commissioner Souto’s question, Ms. Singer clarified that the contract relating to the foregoing resolution was not single sourced; but there was only one response from the solicitation to bid process. She noted a second vendor submitted a bid with a notation stating that the firm made a business decision not to bid at the present time. Responding to Commissioner Souto’s query regarding the advertisement process of the solicitation to bid, Ms. Singer explained that the administration first posted a draft of the solicitation on their website for two weeks to give the industry the opportunity to comment. Then, they issued a solicitation through e-procurement to allow any interested vendors to submit a bid; and in addition, they posted the information about the contract for three weeks or more on their website. In connection with Commissioner Bovo’s questions, Mr. Kardys advised that the revenues realized were primarily from the rental of golf carts at the golf courses and not from other facilities using this type of equipment. He also noted that Vizcaya Museum and Zoo Miami staff utilized the carts for maintenance purposes and private tours. There being no other comments from the members of the Board or the administration, the Board proceed to vote.

County Mayor 9/15/2011 Scrivener's Errors 9/20/2011
REPORT: On handwritten page two, in the third sentence of the second paragraph, the words “on an hourly basis” are replaced with “for a flat fee”.

Internal Mgmt. & Fiscal Responsibility Committee 9/13/2011 3J Forwarded to the BCC by the BCC Chairperson with a favorable recommendation P
REPORT: Assistant County Attorney Jess McCarty read the foregoing proposed resolution into the record. Chairwoman Bell commented that this was a revenue positive proposal, bringing money to the County. Earlier during today’s meeting, a scrivener’s error existing on handwritten page 2, second paragraph, line 3 of the Mayor’s Memorandum was corrected to replace the phrase “on an hourly basis” with “for a flat fee” (See Report Under Agenda Item 1C) Hearing no further questions or comments, the Committee proceeded to vote on the foregoing proposed resolution as corrected. Following approval of this resolution, Ms. Miriam Singer, Director, Department of Procurement Management, noted this resolution represented a significant amount of revenue. She asked that the Board's Rules of Procedure be waived to allow this resolution to be considered at the September 20, 2011 County Commission meeting. Chairman Martinez subsequently submitted a memorandum dated September 13, 2011 entitled, "Waiver to September 20, 2011 Board of County Commissioners Meeting" in which he waived the Board's Rules of Procedure to allow this proposed resolution to be considered at the September 20, 2011 meeting.

County Mayor 9/12/2011 Scrivener's Errors Internal Mgmt. & Fiscal Responsibility Committee
REPORT: On handwritten page two, in the third sentence of the second paragraph, the words “on an hourly basis” are replaced with “for a flat fee”.

County Attorney 8/24/2011 Assigned Oren Rosenthal 8/29/2011

County Mayor 8/23/2011 Assigned County Attorney 10/4/2011
REPORT: DPM - Oren Rosenthal assisted - no sponsor required - pending cmte - Attachment: none

County Mayor 8/23/2011 Assigned Alina Tejeda-Hudak 8/23/2011

Legislative Text


TITLE
RESOLUTION AUTHORIZING THE AWARD OF CONTRACT NO. 5726-0/17 IN THE AMOUNT OF $7,580,000 FOR RENTAL OF GOLF CARTS, PERSONNEL CARTS AND TURF VEHICLES

BODY
WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board hereby directs the County Mayor or County Mayor’s designee to authorize the award of Contract No. 5726-0/17 in the amount of $7,580,000 for the rental of golf carts, personnel carts and turf vehicles.

HEADER
Date:

To: Honorable Chairman Joe A. Martinez
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Award of Rental of Golf Carts, Personnel Carts and Turf Vehicles.

STAFF RECOMMENDATION
RECOMMENDATION

It is recommended that the Board of County Commissioners approve the award of this contract to Advantage Golf Cars, Inc., to provide rental of golf carts, personnel carts and turf vehicles for various Miami-Dade County departments.

CONTRACT NUMBER: 5726-0/17

CONTRACT TITLE: Rental of Golf Carts, Personnel Carts and Turf Vehicles

TERM: 72 months

APPROVAL TO ADVERTISE: March 25, 2011

METHOD OF AWARD: Award of this contract will be made to the two (2) lowest priced responsive, responsible vendors on a group-by-group basis, exclusive of options.
PREVIOUS CONTRACT
AMOUNT: $3,075,000 for 42 months

CONTRACT AMOUNT: $7,580,000


USING/MANAGING AGENCIES
AND FUNDING SOURCES:

Department Allocation Funding Source Contract Manager
Miami-Dade Park and Recreation Department $7,500,000 Proprietary Funds Jose Ponce
Vizcaya Museum and Gardens $ 80,000 Proprietary Funds Luis Correa
Total $7,580,000

DPM CONTRACTING OFFICER: Thelma L. Rodriguez, Department of Procurement Management


VENDOR(S) RECOMMENDED
FOR AWARD:

Awardee(s) Address Principal Award
Advantage Golf Cars Inc. (Local) 13161 N. W. 43 Ave Opa Locka , Fl 33054 William H. Mercier All Groups

PERFORMANCE DATA: There are no performance issues with the recommended firm.

COMPLIANCE DATA: There are no compliance issues with the recommended firm.

VENDOR(S) NOT
RECOMMENDED FOR AWARD:

Proposer(s) Reason for Not Recommending
Yamaha Golf-Car Company(Non-Local) “No Bid” – The firm made a business decision not to bid at this time.

REVIEW COMMITTEE DATE: September 29, 2010

CONTRACT MEASURES: The Small Business Enterprise Bid Preference was applied in accordance with the Ordinance.

LIVING WAGE: The services being provided are not covered under the Living Wage Ordinance.

USER ACCESS PROGRAM: The User Access Program provision will apply. The 2% program discount will be collected on all purchases.

LOCAL PREFERENCE: The Local Preference was included in accordance with the Ordinance.

ESTIMATED CONTRACT
COMMENCEMENT DATE: Upon approval by the Board of County Commissioners.
BACKGROUND

This solicitation will allow establishment of a contract for rental of golf carts, personnel carts and turf vehicles for various Miami-Dade County departments.

The Park and Recreation Department (MDPR) is the main user of the contract. MDPR facility managers maintain numerous golf course facilities. These include the Briar Bay, Greynolds, Palmetto, Crandon Park and Country Club of Miami Golf Courses. Golf carts are rented on an hourly basis by customers who frequent County golf courses. The rentals provide a source of revenue. In Fiscal Year 2009-2010, rental of the golf carts generated $2.4 million in revenue.

Personnel vehicles are used by Zoo Miami and Deering Estate staff to transport disabled visitors, dignitaries and small groups. Turf vehicles are used for transportation of equipment, and maintenance of Park facilities and golf courses. Vizcaya staff uses two carts for housekeeping and maintenance of the facility, two carts for horticultural landscaping of the gardens, one cart to move garage equipment, and one cart for horicultural and plant relocation at the Greenhouse-Orchidarium.

Rental options for each group include hour meters, headlights, wheel chair lifts, sun shades, tow hitches, power take-off rack, tubular front bumper, tailgate loading ramp, OMC adapter kit, among others. These are rented only on an as needed basis.

The contract requires the vendor to replace the carts every three years. The vendor is responsible for providing maintenance to all rental golf carts, personnel carriers and turf vehicles. This includes providing all parts necessary to keep the vehicles in good working condition. The vendor is responsible for any loss related to fire or theft, for ordinary wear and tear, or for any damage which occurs to the cart fleet. Negotiations with the recommended vendor yielded an average reduction in price of 6 percent.

In the past, Park and Recreation had its own fleet which required staff to maintain the carts in each facility. This required inventory of parts at every facility to replace damaged or malfunctioning cart parts. Carts with significant damage had to be sent to the dealer for repair, or a new cart had to be purchased. In addition, the County carried the full burden of liability for the carts’ maintenance, damages or losses. In the proposed contract, the vendor carries the responsibility for these situations. If a cart cannot be used or is severely damaged, the vendor is required to replace it within 24 hours after notification. The Park and Recreation Department has no capital funds available for the acquisition of carts.

___________________________________________
County Manager/Deputy Mayor



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