Res. No. 056-09-12865RESOLUTION NO. 56 -09 -12865
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE
CITY MANAGER TO ENTER INTO A TWO (2) YEAR VEHICLE
RENTAL AGREEMENT WITH ENTERPRISE RENT -A -CAR FOR
THE RENTAL VEHICLES USED IN UNDERCOVER POLICE
OPERATIONS BY THE POLICE DEPARTMENT AND
AUTHORIZING THE CITY MANAGER TO DISBURSE UP TO
$30,000.00 PER YEAR OVER A TWO YEAR PERIOD FROM THE
POLICE FEDERAL FORFEITURE RENTAL /LEASE POLICE
VEHICLES ACCOUNT NUMBER 615 - 1910 - 521 -4450 (PURCHASE /
LEASE - POLICE VEHICLES), PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the Police Department engages in certain special undercover investigations
which require the utilization of rental vehicles, and
WHEREAS, these vehicles need to be frequently replaced due to the covert nature of the
investigations and for the safety of the officers; and
WHEREAS, the requested expenditure is a lawful use under the Attorney's General
Guidelines on Federal Forfeitures; and
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
OF THE CITY OF SOUTH MIAMI, FLORIDA THAT:
Section 1: The City Manager is authorized to enter into a two (2) year agreement with
Enterprise Rent -a -Car to provide rental vehicles for undercover police
operations
Section 2: The City Manager is authorized to disburse a sum not to exceed $30,000.00
per year over a two (2) year period from the Federal Forfeiture Fund,
Rental/Lease Police vehicles, account number 615- 1910 -521 -4450 , with a
beginning balance of $30,000.00.
Section 3: That this resolution shall be retroactive to October 1, 2008 upon execution.
PASSED AND ADOPTED this 7 th day of Apr i 1 , 2009.
��I��.�I�i.�, fir►
APPROVED:
MAYOR
5 -0
Commission V
0
Mayor Feliu:
Yea
Vice Mayor Beasley:
Yea
Commissioner Newman:
Yea
Commissioner Palmer:
Yea
Commissioner Beckman:
Yea
South Miami
To: Honorable Mayor, Vice Mayor & City Commission
Via: W. Ajibola Balogun, City Manager Nc�
From: Robert F. Richardson II, Chief of Police / "-
Date: April 7, 2009 Agenda Item No: 14
RE: Vehicle Rental Agreements
Resolution: A RESOLUTION OF THE MAYOR AND CITY OMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY
MANAGER TO ENTER INTO A TWO (2) YEAR VEHICLE RENTAL
AGREEMENT WITH ENTERPRISE RENT -A -CAR FOR THE RENTAL
VEHICLES USED IN UNDERCOVER POLICE OPERATIONS BY THE
POLICE DEPARTMENT AND AUTHORIZING THE CITY MANAGER
TO DISBURSE UP TO $30,000.00 PER YEAR OVER A TWO YEAR
PERIOD FROM THE POLICE FEDERAL FORFEITURE
RENTAL/LEASE POLICE VEHICLES ACCOUNT NUMBER 615 -1910-
521 -4450 (PURCHASE/LEASE — POLICE VEHICLES), PROVIDING FOR.
AN EFFECTIVE DATE.
Request: The Police Department is requesting to use Enterprise Rent -a -Car to supply rental
vehicles for undercover police operations.
Reason/Need: The Police Department engages in various undercover and surveillance operations
through the Special Investigations Unit (SIM using rental vehicles. Street level
crime interdiction and drug enforcement are both preformed by the detectives
assigned to the unit. These are on going criminal investigations, short and long
term. Undercover rental vehicles can be used for only a short period of time
before they are identified by the subjects who are under investigation. Hence, the
Police Department is continuously exchanging these rental vehicles. This allows
the unit to continue operations at optimum levels. Enterprise Rent -a -Car supplies
vehicles to a number of other police departments in Miami -Dade County
that are involved in similar operations. These vehicles need to be frequently
replaced due to the covert nature of the investigations and for the safety of
the officers. We have received bids from Avis, Hertz, and Enterprise Rent -a -Car
companies. Enterprise Rent -a -Car has provided us with the lowest cost for the
types of vehicles that we will be utilizing during the undercover operations.
Continued Reason/Need:
The effective date of this agreement and resolution is retroactive back to October
1, 2008, which was the end date of the previous agreement.
Cost: $ 30,000.00
Backup Documentation:
Q Draft Resolution, Agreement from Enterprise Rent -a -Car
CI Rental Car Comparison of Fees Spreadsheet
CI Proposal from Enterprise Rent -a -Car
CI Proposal from Avis Rent -a -Car
O Proposal from Hertz Rent -a -Car
Mydocuments/Resolustions- Memos- MemoPoliceDept — Rental Vehicle April 2009
to
LO
La
0
)
�
E
{
W
r
Ǥ(\
W
LL
\
LL
\
\
O
7
E
to
�(
Z #
U
0
2
m/
4
u
rD
co
C14
C%j
U
%
LU
Q
(L >
S:
�)7
\
#
)
U
/
®\
«
-
Ci
U
/\)
/
\
\7
ƒ
\7$$
\
Z .
m
W
°
$
m$m$$G
/$2§&&wQ%
}
/
f
)
E
\\
\
\\
;
>
l
W
(D
I«
/
\)i
\/
0,
7
22002
Company: City of South Miami ( "Customer") Company: Enterprise Leasing Company, a Florida Corporation ( "Enterprise ")
Contact: Cpt. Ruben D. Rodriguez Contact: Martyna Beginska
Address: 6130 S.W. 72n' Street, South Miami, FL 33143 Address: 16250 NW 59 Ave, suite 208, Miami Lakes, FL. 33014
Account# FWO342
BASE RENTAL CHARGES
VEHICLE CLASS (See Exhibit A for makes and models) RATES
Car Class I
$759.99 /month
Car Class It
$779.991month
Car Class Ili
$799.99 /month
Car Class IV
$875.001month
EXCLUSIONS: Base Rental Charges de not include applicable taxes, surcharges, refueling, one -way, drop -off, delivery, pickup, youthful
driver or additional driver charges; or, except as set forth below, any optional products or services such as collision damage waiver
CCDW "), supplemental liability protection ("SLP "), personal accident insurance and personal effects coverage ( "Driver Protection
Products ").
DRIVER PROTECTION PRODUCTS: Base Rental Charges include the Driver Protection Product(s) below.
CDW FOR BUSINESS RENTALS. For rentals to Customer's employees ("Employees ") for business use who are 21 years old or older
only, Base Rental Charges include full COW (with a $250 deductible) upon the terms and subject to the limitations set forth in Enterprise's
then standard form of rental contract ( "Rental Contract ").
SLP FOR BUSINESS RENTALS. For rentals to Customer's employees ( "Employees ") for business use who are 21 years old or older only,
Base Rental Charges include SLP providing liability insurance for accidents arising out of the operation or use of the rental vehicle with split
limits of $100,000 bodily injury or death per person, $300,000 bodily injury or death per occurrence and $50,000 property damage per
occurrence, upon the terms and subject to the limitations set forth in Enterprise's then standard form of rental contract ( "Rental Contract ")
and in the insurance policy which provides the SLP (SLP not available in Puerto,Rico). SLP excludes any protection afforded under: first
party benefits; personal injury protection; medical payments; no- fault; and uninsured or underinsured motorist. No coverage is provided for
physical damage to, or theft of, the rental vehicle. Protection is subject to the provisions of the Rental Contract and the SLP policy issued
by Empire Fire and Marine Insurance Company.' A Certificate of Insurance naming Customer as an Insured will be issued by Empire Fire
and Marine Insurance Company upon request. Occasional personal use during business rental period is allowed. In the case of personal
use of the vehicle when rented for business purposes, spouses of current employees of Customer will be considered additional authorized
drivers.]
MILEAGE CHARGES: No vehicle will be driven over 3,000 miles. Any vehicle approaching said mileage limitation will be returned and a
replacement will be issued by Enterprise. If the combined mileage for the original vehicle and any /all replacement vehicles exceed three
thousand (3,000) miles within a thirty (30) day rental cycle, the City will pay a $.17 per mile charge for each mile over three thousand
(3,000) miles.
For rentals originating in Texas, SLP includes Personal Injury Protection Coverage with limits of $2,500 per person, Uninsured / Underinsured Motorist
Coverage with limits of $55,000 per accident. No coverage is provided for physical damage to, or theft of, the rental vehicle. Protection is subject to the
provisions of the Rental Contract, the RU, policy issued by Empire Fire and Marine Insurance Company. For rentals originating in Nebraska, SLP includes
Uninsured/ Underinsured Motorist Bodily Injury Coverage with limits of $25,000 per claimanti$50,000 aggregate. No coverage is provided for physical
damage to, or theft of, the rental vehicle. Protection is subject to the provisions of the Rental Contract, the RLI, and SLI policies issued by Empire Fire and
Marine Insurance Company
Trading Venture Inc.
ADDITIONAL TERMS AND CONDITIONS
1. Term. The term of this Preferred Rate Agreement 7.
("Agreement ") begins April 1, 2009, and ends on April 1,
2010. This Agreement may be extended for two (2)
additional one -year periods upon mutual agreement of the
parties. Either party may terminate this Agreement at any
time by providing the other party with thirty (30) days prior
written notice. 8.
2. Rental Program. Enterprise agrees to make its vehicles
available to Employees for rental from Enterprise's rental
facilities for business use. Employees of Customer must
use the customer number assigned by Enterprise to
Customer (FW0342 for rentals for business use) when
making the reservation for the rental.
3. Rental Contracts. For each vehicle rented, the Employee
must execute Enterprise's Rental Contract in the jurisdiction
in which the vehicle rental occurs. Each Employee (and any
person identified on page 1 of the Rental Contract as an
"Additional Authorized Driver") must possess a valid
driver's license issued by the state in which such person
resides, and must be age 21 or older (unless otherwise
agreed to in writing and 18 or older if required by law; and
25 or older for 12 and 15 passenger vans), and meet
Enterprise's other normal renter qualifications. In the
event of a direct conflict between the terms of this
Agreement and the terms of any Rental Contract, the
terms of this Agreement will govern. However, the specific
terms of each Rental Contract will govern to the extent not
directly in conflict with the terms of this Agreement.
Customer agrees to pay Enterprise upon demand for all
rental and other charges incurred and all indemnity and
other payments owed by an Employee under a Rental
Contract relating to a rental for business use not timely
paid by the Employee.
4. Rental Rates. For the first 12 months following the date of
this Agreement, Enterprise agrees to charge the Base
Rental Charges quoted on the cover page of this
Agreement. in each successive twelve -month period, the
Base Rental Charges are subject to increase in
accordance with the preceding year's Consumer Price
Index (CPI) for All Urban Consumers, All Items (1982-
1984 +100). In no event shall the price adjustment exceed
five percent (5 %) or be less than two percent (2 %). in
determining the length of rental, a day is deemed to be
any 24 -hour period or portion thereof.
5. Preferred Provider Status. Customer agrees to promote
Enterprise as a preferred provider of rental cars, and to
recommend Enterprise as an option to Employees renting
vehicles for business use.
6. Miscellaneous. Except as otherwise required by law,
Customer and Enterprise agree to maintain the
confidentiality of the terms of this Agreement. This
Agreement and any Rental Contract entered into between
Enterprise and an Employee sets forth the entire
understanding between the parties and may only be
amended in a written document signed by each party.
This Agreement shall be governed by the substantive laws
of the state listed as part of Customer's address on Page
1. Rental Contracts shall be governed by the substantive
laws of the state in which they are executed.
Third -Party Beneficiary. The parties intend for each
subsidiary of Enterprise Rent -A -Car Company, a Missouri
corporation, to be accorded the status of third -party
beneficiary under this Agreement, and for all rights
hereunder to inure to the benefit of each such subsidiary.
Maintenance. Enterprise will maintain the vehicles, both
as , to mechanical repairs and routine maintenance.
Customer is responsible to bring the rental vehicle for
regular maintenance every 5,000 miles to the renting
office location. When a Vehicle is out of operation for
service, a replacement or loaner Vehicle will be provided
immediately upon return of said vehicle. In the event of an
accident, a loaner or replacement vehicle will be provided
at no additional charge while the damaged vehicle is
repaired.
9. Vehicle Usage. It is understood and agreed that vehicles
rented under this Agreement are intended for undercover
investigation and surveillance by the Customer. The
vehicles rented under this Agreement are not intended for
use in traffic control and enforcement, nor are they
intended for use in chase and apprehension or
transportation of suspects under arrest.
10. Modification of Vehicle. Enterprise specifically agrees
that the Customer may, at its own expense, apply tinting to
the windows of any vehicle. Subsequently, there will be
no charge to the Customer to remove the tinting if it
becomes necessary. The Customer will maintain the
tinting as to not detract from the value of the vehicle. The
Customer may, at its own expense, install any electronic
equipment it may deem necessary, provided that said
installation causes no permanent damage to the vehicle
(e.g. holes in sheet metal or dash area of vehicle).
11. Billing and Payments. The Customer will issue a
purchase order to cover vehicles under this Agreement.
Enterprise will invoice the Customer on a monthly basis
and expect payment within forty -five (45) days, following
receipt of said invoice by the Customer.
12. Signature on File. As part of any rental transaction in
which Enterprise delivers possession of a rental vehicle to
an Employee or agent of Customer other than the
Employee intended as renter, the transaction will be
subject to the following terms and procedures
supplemental to those provided in the Rental Contract: (a)
Customers name will appear as "renter" on the Rental
Contract; (b) the notation "Signature on File" will substitute
for the signature or initials of the Employee intended as
renter in each applicable part of the Rental Contract; (c)
Customer will be responsible for designating the
Employee intended as renter as authorized to accept
possession of the rental vehicle, and for procuring a
written receipt from such Employee confirming delivery of
possession of the rental vehicle; (d) Customer will not
allow use of the rental vehicle by any Employee under the
age of 21 or as provided by law, or use by any Employee
other than for business use, or use by any Employee not
possessing a valid driver's license issued by the state in
which the Employee resides; (e) Customer will be
responsible for ensuring compliance with any state's law
by assuming Enterprise's responsibility to compare the
Trading Venture Inc
signature of the Employee to whom the vehicle is to be
rented to the signature. of such Employee on his or her
driver's license; (f) if the rental vehicle is a passenger van
with seating for over 10 occupants, Customer will be
responsible for distributing to all Employee drivers copies
of the Large Van Addendum to the Rental Contract; and
(g) Customer agrees to defend and indemnify Enterprise
against all claims, liabilities, costs and expenses (including
reasonable attorneys' fees) arising from the use of any
ENTEER�P SE --
ey
Name: Martvna Baoinska
Title: Business Rental Sales Executive
Date: April 15%
rental vehicle or breach of any Rental Contract term by
any Employee in connection with a "signature -on -file"
rental transaction, including any claim based on an
allegation of negligent entrustment attributable to the
incompetence of such Employee to operate the rental
vehicle, or other allegation of negligence.
Trading Venture Inc.
EXHIBIT A
Here is an overview of the vehicles available through Enterprise Rent -a -Car. There are three categories listed.
With Enterprise having the largest and most diversified fleet in the industry, our inventory is always rotating.
Therefore, specific vehicles may or may not always be available on a given date. Conversely new models are
always being added. Vehicles in each car class subject to change based on model year.
Car Class I
Make
Model
Make
Model
Chevy
Malibu
Pontiac
G6
Ford
Focus
Ford
Fusion
Toyota
Corolla
Dodge
Avenger
Nissan
Sentra
Honda
Civic
Car Class II
Make
Model
Make
Model
Chevy
Impala
Nissan
Altima
Dodge
Charger
Ford
Taurus
Dodge
Journey
Chrysler
Sebring
Mazda
6
Saturn
Aura
Car Class III
Make
Model
Make
Model
Chevy
Silverado
Nissan
Titan
Chevy
Trailblazer
GMC
Envoy
Ford
Explorer
Dodge
Caravan
Ford
F150
Kia
Sedona
Car Class IV
Make
Model
Make
Model
Infiniti
G37
Chevy
Tahoe
Chevy
Surburban
Mileage Limit. 3000 miles per month, each additional mile at $.17 per mile.
Trading Venture Inc.
a
We try harder®
Bello Captain Rodriguez,
Avis Rent A Car
System, Inv.
WORLD WIDE RESERVATION
CENTER
4500 South 129th East Avenue
P.O. Box 6903s0
Use, Oklahoma 741690366
Telephones (9181624 -4009
I am happy to introduce myself and personally provide assistance for all of your Avis Mini Lease
needs.
Avis Mini tease, offers extra savings, added convenience and prat benefits for rentals of 30 days
and longer. So, if you're taking an extended. vacation or your job is moving you across the
country, and you need a car for two months or more consider the benefits of an Avis Mini Lease.
Here is a brief description for 30 day or longer vehicle reservations:
• special low rates for rentals of 30 days to I I months — the longer you rent the more you
save
• 'Travel Agents may use then IATA and Club Rcd numbers on all reservations
• All billing, customer service, and extension issues handle by a single point of contact
• No return or contract renewal for the rental period - all your monthly agreements are
filled out when you pick up your car. You don't have to return each month to renew your
agreement and charges are automatically billed each month
• Wide selection of vehicles, from Compacts to Luxury to Minivans
• 24 Hour Roadside !assistance - Day or night, Avis is at your call in an emergency. Simply
dial our hotline at 1- 800 -354 -2847 for prompt assistance,
• Special request I face upgrades an added benefit when available
Please feel free to call me for any quotes, reservations, customer service issues you may have I
am here to service any car leasing needs you may have.
I appreciate your business I
Francetta Mays
Avis Mini Lease Sales
800 -524- 900003297
VelNtle must he serviced every 7.900 miles
— Frequent Flyer surcharge of 3.50 /daY or max, s2 per monthly aental in most domestic alviloe programs may opply and Is extra.
Valid on quallrylnq rontala. Subject to tgv.•s and condhlonc.
"IS MINI LEASE: South Miami Police Department Rate Quotes; All rates w/ 5600 fr
Pre Tax
Economy similar to Chevy Aveo
Compact similar to Chevy Cobalt
Midsize similar to Pontiac G6
Full Size similar to Chevy Impala
Standard similar to Ford Mustang
Mini Van similar to Chevy Uplander
Luxury similar to Lincoln Towncar
Luxury - NOT ON STATE OF FLORIDA RATE
687.4
744.24
810.6 t
913.36 G55 VetifliCt2.
913.36 1ck55iLC Y2�i�lQ
1032.92 Q—,kQ 5S
30 day = 1599.99 total = 1813.10
UNLIMITED MILES
'ee miles additional mileage fee .05 per mile. 30 -60 -11 monthly remains the same rate
Taxes included
819.94
880.76
951.77
1061.72
1061.72
1189.65
60 day = 1469.99 total = 1657.31 90 DAY up to 11 months = 1444.99 total = $1630.56
The Hertz Corporation
April 1, 2009
City of South Miami Police Department
RE: Proposal:
Dear Mr. Rodriguez,
Per our discussion our proposal is based on 3 vehicles with options to increase that number. The terms or
conditions of our proposal are as follows:
Terms
I. City of South Miami assumes damage responsibility for the rental cars. Optional insurance is not
available.
2. Cars are all rented from our Coral Gables Location.
3. Outstanding invoices can remain unpaid for no more than 45 days.
4. Open rental contracts can not exceed 30 days.
5. Vehicles can not be altered for example window tinting.
6. Additional conditions can be added prior to signing agreement.
Proposed Agreement Terms:
This agreement is for a period of twelve (12) months, or one (1) years, commencing on or about April 15,
2009 and ending April 15, 2010. After six (6) months, Hertz may terminate this agreement at any time
without cause or penalty whatsoever upon 90 days prior written notice to City of South Miami Police
Department. Additionally, City of South Miami Police Department may also terminate this agreement
after twelve (12) months upon a 90 -day written notice given the 'following.
Rates:
• See previous proposed rates attachment
If you should have any questions, please feel free to contact me or any of our team members at your
convenience. Thank you again for your time and sincere consideration. I look forward to a mutually
rewarding relationship.
Sincerely,
Peter Trummel
It is understood and acknowledged by the parties that this letter does not constitute and should not be construed as, a
binding commitment or agreement; rather, it is intended to serve as the basis for negotiation.
This proposal is subject to approval by Hertz Corporation Senior Management and no contract between the parties will
arise or be enforceable, other than landlord's agreement to withdraw this property from the market for the aforementioned
30 day period, prior to the execution by an authorized officer of the Hertz Corporation of a formal written and approved
contract.
4/1/2009 Page I of 2
CAR CLASS CAR TYPE MONTHLY RATE
WEEKLY RATE
Sub Compact
Focus
$490.00
$150.00
Compact
Corolla
$540.00
$160.00
Compact
Saturn
$570.00
$170.00
Midsize 4DOOR
Camry
$650,00
$185.00
Fulisize
Crown Victoria
$820.00
$230.00
Fulisize Luxury
Cadillac
$1,200.00
$340.00
Mini -Van
Caravan
$950.00
$270.00
Small Suv
Escape
$950.00
$270.00
Medium Suv
Explorer
$950.00
$270.00
Luxury Suv
Escalade
$1,200.00
$340.00
Pickup Truck
F150
$850.00
$260.00
Q,kcdss �w-
d
�.tass a i Vie.
G \a Ss � ye hi
c le- --
DAILY RATE
$31.00
$34.00
$37.00
$36.00
$49.00
$72.00
$60.00
$60.00
$50.00
$72.00
$55.00