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RESOLUTION AUTHORIZING ADDITIONAL TIME OF FIVE YEARS WITH EXPENDITURE AUTHORITY IN THE AMOUNT OF $17,600,000.00 FOR A TOTAL MODIFIED CUMULATIVE POOL AMOUNT OF $36,202,842.00 FOR, PREQUALIFICATION POOL, RTQ-01468, OEM REPAIR AND SERVICE FOR FIRE RESCUE EQUIPMENT, FOR THE MIAMI DADE AVIATION DEPARTMENT AND MIAMI-DADE FIRE RESCUE DEPARTMENT; PROVIDED THAT ANY CONTRACT AWARD UNDER THE POOL EXCEEDING $5,000,000.00, OR $1,500,000.00 FOR MIAMI DADE AVIATION DEPARTMENT, IS RATIFIED BY THE BOARD

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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 authorizes additional time of five years with expenditure authority in the amount of $17,600,000.00 for a total modified cumulative pool amount of $36,202,842.00 for Prequalification Pool No. EVN0043091, OEM Repair and Service for Fire Rescue Equipment, for the Miami Dade Aviation Department and Miami-Dade Fire Rescue Department; provided that any contract award under the pool exceeding $5,000,000.00, or $1,500,000 for Miami Dade Aviation Department, is ratified by the Board. A copy of the pool documents is on file with and available upon request from the Strategic Procurement Department.

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Date:

To: Honorable Chairman Anthony Rodriguez
and Members, Board of County Commissioners

From: Daniella Levine Cava
Mayor

Subject: Request for Additional Time and Expenditure Authority to Prequalification Pool for OEM Repair and Service for Fire Rescue Equipment

STAFF RECOMMENDATION
Executive Summary
This item is for additional time of five years and expenditure authority for the purchase of repair, maintenance, and related services on various types of vehicles for the Miami Dade Aviation Department (MDAD) and Miami-Dade Fire Rescue Department (MDFR). The additional time and expenditure authority will allow the departments to issue spot market competitions for maintenance and repair services for original equipment manufacturer (OEM) components on fire suppression, construction, and heavy-duty motor vehicles. MDFR utilizes this pool to perform repairs and maintenance on its heavy fleet vehicles. MDAD uses this pool to obtain services and purchase OEM parts for fire rescue vehicles assigned to the Miami International Airport (MIA). This pool allows both departments to continue procuring OEM parts and services from qualified vendors capable of providing the necessary labor, parts, materials, tools, equipment, and skilled personnel required to accurately diagnose and repair medium and heavy-duty trucks. By partnering with specialized OEM service providers, MDAD and MDFR can minimize vehicle downtime, maintain manufacturer warranties, and ensure that critical fire rescue apparatus remain fully operational and compliant with applicable standards.

Departments have confirmed that the pool meets their needs, and there is healthy participation from the pre-qualified vendors. The pool requirements have not changed, and it is further anticipated that if the pool was resolicited, the same vendors would prequalify. Additionally, due diligence was performed on all prequalified vendors, and no issues were identified. As this is an open pool, market research and outreach were conducted to identify additional vendors via INFORMS and DemandStar notices; however, no additional vendors responded. This extension will allow existing prequalified vendors to remain in the pool provided they continue to meet the requirements, resulting in greater efficiency for both existing vendors and the County due to a reduction in administrative work. Continuing with the current pool will allow existing vendors to focus on accessing bid opportunities, as opposed to repeating pre-qualification documentation. This pool will remain open and additional qualified vendors may be added at any time. To encourage participation, outreach events are held on an ongoing basis to inform vendors about pool opportunities and the benefits of becoming prequalified. Therefore, a five-year extension is being requested to take advantage of on-going efforts and efficiencies built under the existing pool, ensuring continued growth and effectiveness. Extension of the pool will continue to streamline processes and reduce time to procure these goods and services, saving the County time and money and reducing administrative barriers for our vendors.

Recommendation
It is recommended that the Board of County Commissioners (Board) approve extending Prequalification Pool No. RTQ-01468, OEM Repair and Service for Fire Rescue Equipment, for five years with expenditure authority in the amount of $17,600,000 for MDAD and MDFR.

Background
This pool was established by the Board through Resolution No. R-18-21 on January 20, 2021 in the amount of $6,769,000 for a five-year term. The pool was subsequently modified under delegated authority and by the Board via Resolution No. R-554-25.

County departments use this pool to obtain parts and services for the maintenance and repair of medium/heavy duty trucks, tractors, construction equipment, on/off road equipment, fire equipment and related components. These vehicles and equipment are critical to airport and fire rescue operations, as they provide the power, reliability, and specialized capability required to effectively respond to high-risk emergencies. At MIA, these vehicles are designed to handle extreme conditions, transport large volumes of water, foam, and rescue equipment, and function safely around aircrafts and runways. For fire rescue teams, heavy-duty equipment supports rapid response times, sustained firefighting capacity, and the ability to manage large-scale incidents such as aircraft fires, fuel spills, and structural emergencies.

Scope
The scope of this item is countywide in nature.

Delegated Authority
There is no additional delegation of authority sought in this item as the authority to solicit pricing and award contracts up to an aggregate amount of the allocation authorized by the Board, exercise all provisions of the solicitation documents and any resulting contracts pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38, and add vendors to the pool at any time, subject to ratification by the Board on a bi-annual basis, was granted when the pool was established. Any contract award under the prequalification pool exceeding $5,000,000, or $1,500,000 for MDAD, is subject to ratification by the Board.

Fiscal Impact/Funding Source
The pool expires on September 30, 2026, and has a cumulative allocation of $18,602,842. If this request is approved, the pool will have a modified cumulative allocation of $36,202,842 and will expire on September 30, 2031. The requested allocation is based on historical usage and the departments’ anticipated needs throughout the extension period.

Dept Existing Cumulative Allocation Additional Allocation Requested Modified Cumulative Allocation Funding Source Budgeted Pool Manager
MDAD $737,000 $1,100,000 $1,837,000 Proprietary Funds FY 2025-26 Adopted Budget, Volume 3, Page 203, Contractual Services Sylvia Novela
MDFR $17,865,842 $16,500,000 $34,365,842 Fire District FY 2025-26 Adopted Budget, Volume 2, Page 76, Contractual Services Marianela Betancourt
Total $18,602,842 $17,600,000 $36,202,842
*Note: This contract was established by the Board via Resolution No. R-18-21 with an allocation of $6,769,000 for an initial five-year term. MDSO’s allocation of $105,000 was since removed and transferred to MDSO’s system.

Track Record/Monitor
Robert Mendoza of the Strategic Procurement Department (SPD) is the Procurement Contracting Manager.

Prequalified Vendors
Vendor Principal Address Local Address Principal

Electric Sales and Service, Inc. 340 NE 75 Street Miami, FL Same William York, Jr.

ETR L.L.C. 700 South French Avenue Sanford, FL None Gerald Michaluk

Matheny Motor Truck Company, Incorporated 315 Third and Ann Streets Parkersburg, WV None Tim Matheny
North America Fire Equipment Co., Inc 1515 West Moulton Street Decatur, AL None Jerrell Oaks
Rosenbauer Minnesota, LLC 5181 260 Street PO Box 549 Wyoming, MN None Bob Diem
South Florida Emergency Vehicles, LLC 4655 Cummins Court Fort Myers, FL None David Stonitsch
Ten-8 Fire & Safety, LLC dba Ten-8 Fire Equipment 1112 Manatee Avenue East Bradenton, FL None Keith Chapman

Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with SPD’s Procurement Guidelines to determine vendor responsibility, including verifying corporate status and that there are no performance and compliance issues through various vendor responsibility lists and a keyword internet search. The lists that were referenced included convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to vendor responsibility.

Applicability of Ordinances and Contract Measures
• The two percent User Access Program applies where permitted by funding source.
• Small Business Enterprise measures and Local Preference will be applied at the time of spot market competition where permitted by funding source.
• The Living Wage Ordinance does not apply.




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Arnold Palmer
Chief of Public Safety