TITLE
RESOLUTION AUTHORIZING ADDITIONAL EXPENDITURE AUTHORITY UP TO $4,343,737.00 FOR A TOTAL MODIFIED CUMULATIVE POOL AMOUNT OF $17,454,937.00 FOR PREQUALIFICATION POOL NO. RTQ-02111, PETROLEUM PRODUCTS, FOR MULTIPLE COUNTY DEPARTMENTS; PROVIDED THAT ANY CONTRACT AWARD UNDER THE POOL EXCEEDING $5,000,000.00 IS RATIFIED BY THE BOARD

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 authorizes additional expenditure authority up to $4,343,737.00 for a total modified cumulative pool amount of $17,454,937.00 for Prequalification Pool No. RTQ-02111, Petroleum Products, for multiple County departments; provided that any contract award under the pool exceeding $5,000,000.00 is ratified by the Board. A copy of the pool documents is on file with and available upon request from the Strategic Procurement Department.

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

From: Daniella Levine Cava
Mayor

Subject: Request for Additional Expenditure Authority to Prequalification Pool for Petroleum Products

STAFF RECOMMENDATION
Executive Summary
This item is for additional expenditure authority for the purchase of petroleum products, including motor oils, coolants, automotive and industrial fluids, greases, diesel exhaust fluid, and lubricants, for multiple County departments. This pool supports continued operational readiness by enabling departments to maintain adequate inventory of products necessary for the ongoing maintenance and operation of automobiles, transit buses, trucks, heavy equipment, and industrial machinery that support County infrastructure and public-facing services. The pool provides access to more than 260 petroleum-related products through spot market competitions. Continued access to these products is essential to prevent service disruptions, ensure proper maintenance of County assets, and sustain the delivery of critical services to residents.

Recommendation
It is recommended that the Board of County Commissioners (Board) approve additional expenditure authority in the amount of $4,343,737 for Prequalification Pool No. RTQ-02111, Petroleum Products, for multiple County departments.

Background
This pool was approved on March 1, 2023, by the Board through Resolution No. R-805-22 for a five-year term and is currently valued at $13,111,200. County departments utilize this pool to purchase petroleum-related products required for the maintenance and repair of County vehicles and machinery. These products are essential to supporting the operation and maintenance of County-owned automobiles, transit buses, trucks, heavy equipment, and industrial machinery used for daily operations and service delivery.

Additional expenditure authority is being requested to meet departmental needs as more specifically stated below:

1. Department of Transportation and Public Works (DTPW) is requesting an additional allocation of $2,269,024 to continue purchasing motor oils, transmission fluids, anti-freeze and coolants, lubricating fluids and greases, and specialty petroleum products that are critical to fleet maintenance operations and preventative maintenance programs that operate 24/7 daily. The allocation request is based on historical utilization, burn rate analysis, and projected operational needs through the remainder of the pool. Since the pool’s inception, DTPW has expended approximately $1,996,116.68, with an average monthly burn rate of approximately $124,757. These purchases support fleet reliability, transit vehicle readiness, and public works equipment functionality, all of which directly impact public service delivery.

2. People and Internal Operations Department (PIOD) is requesting an additional allocation of $1,620,000 to sustain fleet and facility operations that rely on petroleum-related products. Increased usage and inflationary pressures have accelerated the depletion of the original allocation beyond initial projections. The allocation will support continued adherence to preventative maintenance schedules, preserve fleet reliability, and uninterrupted operation of County facilities.

3. Water and Sewer Department (WASD) is requesting an additional allocation of $454,713 to maintain inventory levels and ensure continuity of critical water and wastewater infrastructure. Maintaining adequate on-site reserves of petroleum-related products supports uninterrupted operation of pumps, generators, emergency response vehicles, maintenance fleet vehicles, and industrial equipment, particularly during emergencies. These products are vital to preventative maintenance efforts and emergency-response readiness, helping to minimize downtime and safeguard the County’s ability to deliver essential services when external supply chains are disrupted.

Scope
The impact 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 is subject to ratification by the Board.

Fiscal Impact/Funding Source
The pool expires on February 29, 2028, and has a current cumulative allocation of $13,111,200. If this request is approved, the pool will have a modified cumulative allocation of $17,454,937. The requested increase in expenditure authority is based on anticipated operational needs throughout the remainder of the pool’s term, including the need for additional petroleum-related products that were not anticipated at the time of pool establishment. Approval of this request is necessary to prevent depletion of available allocation and to ensure uninterrupted public transportation and critical infrastructure services.

Department Existing Cumulative Allocation Additional Allocation Requested Modified Cumulative Allocation Funding Source Budgeted Pool Manager
DTPW $3,985,200 $2,269,024 $6,254,224 DTPW Operating FY 2025-26 Adopted Budget, Volume 2, Page 132, Other Operating Alonzo Joseph
PIOD $3,132,000 $1,620,000 $4,752,000 Internal Service Funds FY 2025-26 Adopted
Budget, Volume 3, Page 339, Operating Expenditures, Contractual Services Fernando Robreño
WASD $4,759,000 $454,713 $5,213,713 Proprietary Funds FY 2025-26 Adopted Budget, Volume 3, Page 100, Other Operating Frederick Taylor
Multiple $1,235,000 $0 $1,235,000 Multiple Multiple
Total $13,111,200 $4,343,737 $17,454,937

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

Prequalified Vendors
Vendor Principal Address Local Address Principal
Burck Oil Company, Inc. 1401 53 St West Palm Beach, FL None Jeffrey L. Burck
Cummins Inc. dba Cummins Sales and Service 500 Jackson Street Columbus, IN 6350 NW 167 St Miami Lakes, FL Michael Erlick
Genuine Parts Company 2999 Wildwood Pkwy Atlanta, GA 9250 NW 58 St Doral, FL Jean-Jacques Lafont
Inforca International, LLC 1862 NW 82 Ave Doral, FL Same Yohana Robles
M & J Sunshine, Corp. (SBE) 3200 NW 119 St Miami, FL Same Jose Ochoa
Reladyne Florida, LLC 8280 Montgomery Rd Suite 101 Cincinnati, OH 205 NE 179 St Miami, FL Larry Stoddard

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 are three vendors that have issues with their vendor affidavits; they will not be able to participate until they are fully updated. There were no adverse findings relating to vendor responsibility for the remaining vendors.

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 time of spot market competition where permitted by funding source.
• The Living Wage Ordinance does not apply.



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Jimmy Morales
Chief Operating Officer