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HomeMy WebLinkAboutAgenda Item Summary Form1IV OF F '93 AGENDA ITEM SUMMARY FORM File ID: #7187 oR ti9 Date: 02/13/2020 Requesting Department: Office of Communications Commission Meeting Date: 04/09/2020 Sponsored By: District Impacted: All Type: Resolution Subject: Execute Supplemental Agreement - Video Closed Captioning Services Purpose of Item: The nature of this item is to establish a Resolution of the Commission of the City of Miami, with attachments, authorizing the accessing of the City and County of Denver ("Denver") Contract No. TECHS 201843887-00 for video closed captioning services ("Captioning Services"), for the Office of Communications ("Communications"), pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), with VITAC Corporation ("VITAC"), which was competitively solicited for an initial period of two (2) years, with the option to renew for three (3) additional one (1) year periods-, subject to any renewals, extensions and/or replacement contracts by Denver-, allocating funds from various sources of funds from the end user departments and agencies, subject to the availability of funds at the time of need-, authorizing the City Manager to execute the Supplemental Agreement, in substantially the attached form-, further authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the City Code, including the City of Miami's Procurement Ordinance, Anti - Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with applicable regulations, as may be necessary for said purpose. Background of Item: On February 27, 2017, Communications accessed Volusia County Contract No. RFP 14-P-521313 under the City Manager's delegated authority, for an amount up to $50,000.00 for the provision of closed captioning services for City Commission meetings. The City is now required to caption all meetings held at City Hall, and the authorized spending limit has been reached. The accessing of Denver Contract No. TECHS 201843887 for video closed captioning services will enable Communications to enter into an agreement for the continuity of services. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: N/A Reviewed By Office of Communications Stephanie Severino Department Head Review Completed 02/26/2020 1:12 PM Department of Procurement Annie Perez Procurement Review Completed 03/09/2020 2:12 PM Office of Management and Budget Aniska Elliott Budget Analyst Review Completed 03/24/2020 5:48 PM Office of Management and Budget Carolina Aguila Budget Analyst Review Skipped 03/24/2020 3:09 PM Office of Management and Budget Aniska Elliott Budget Analyst Review Completed 03/24/2020 5:49 PM Office of Management and Budget Christopher M Rose Budget Review Completed 03/29/2020 3:30 PM Legislative Division Valentin J Alvarez Legislative Division Review Completed 03/29/2020 3:41 PM City Manager's Office Arthur Noriega V City Manager Review Completed 03/30/2020 10:51 AM Office of the City Attorney Pablo Velez ACA Review Completed 03/30/2020 3:46 PM City Manager's Office Denise Lee City Manager Review Skipped 03/13/2020 10:59 AM Office of the City Attorney Barnaby L. Min Deputy Attorney Review Completed 03/30/2020 4:20 PM Office of the City Attorney Victoria Mendez Approved Form and Correctness Completed 03/30/2020 5:59 PM Office of the City Attorney Victoria Mendez Approved Form and Correctness Completed 03/31/2020 10:42 AM City Commission Nicole Ewan Meeting Completed 04/09/2020 9:00 AM Office of the City Clerk City Clerk's Office Rendered Completed 04/13/2020 1:44 PM A RESOLUTION OF THE CITY OF MIAMI COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE ACCESSING OF THE CITY AND COUNTY OF DENVER ("DENVER") CONTRACT NO. TECHS 201843887-00 FOR VIDEO CLOSED CAPTIONING SERVICES ("CAPTIONING SERVICES") FOR THE CITY OF MIAMI'S ("CITY") OFFICE OF COMMUNICATIONS ("COMMUNICATIONS") PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA AS AMENDED ("CITY CODE"), WITH VITAC CORPORATION, A FOREIGN PROFIT CORPORATION AUTHORIZED TO CONDUCT BUSINESS IN THE STATE OF FLORIDA ("VITAC"), WHICH WAS COMPETITIVELY SOLICITED FOR AN INITIAL TERM OF TWO (2) YEARS WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS, SUBJECT TO ANY RENEWALS, EXTENSIONS, AND/OR REPLACEMENT CONTRACTS BY DENVER; ALLOCATING FUNDS FROM VARIOUS SOURCES OF FUNDS OF THE END USER DEPARTMENTS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE THE SUPPLEMENTAL AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE CITY CODE, INCLUDING THE CITY OF MIAMI'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, on February 27, 2017, the City of Miami's ("City") Office of Communications ("Communications") accessed Volusia County Contract No. RFP 14-P-52BB under the City Manager's delegated authority for an amount up to Fifty Thousand Dollars ($50,000.00) for the provision of video closed captioning services ("Captioning Services") for City Commission meetings; and WHEREAS, the City continues requiring Captioning Services at all meetings held at City Hall; and WHEREAS, the City Manager's authorized spending limit has been reached; and WHEREAS, the accessing of the City and County of Denver ("Denver") Contract No. TECHS 201843887-00 for Captioning Services will enable Communications to enter into an agreement for the continued provision of Captioning Services; and -,IV ov . City of Miami City Hall isS ill it A4to � „ ,a Legislation 3500 Pan American Drive r —R �� Miami, FL 33133 Resolution www.miamigov.com Enactment Number: R-20-0091 File Number: 7187 Final Action Date:4/9/2020 A RESOLUTION OF THE CITY OF MIAMI COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE ACCESSING OF THE CITY AND COUNTY OF DENVER ("DENVER") CONTRACT NO. TECHS 201843887-00 FOR VIDEO CLOSED CAPTIONING SERVICES ("CAPTIONING SERVICES") FOR THE CITY OF MIAMI'S ("CITY") OFFICE OF COMMUNICATIONS ("COMMUNICATIONS") PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA AS AMENDED ("CITY CODE"), WITH VITAC CORPORATION, A FOREIGN PROFIT CORPORATION AUTHORIZED TO CONDUCT BUSINESS IN THE STATE OF FLORIDA ("VITAC"), WHICH WAS COMPETITIVELY SOLICITED FOR AN INITIAL TERM OF TWO (2) YEARS WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS, SUBJECT TO ANY RENEWALS, EXTENSIONS, AND/OR REPLACEMENT CONTRACTS BY DENVER; ALLOCATING FUNDS FROM VARIOUS SOURCES OF FUNDS OF THE END USER DEPARTMENTS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE THE SUPPLEMENTAL AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE CITY CODE, INCLUDING THE CITY OF MIAMI'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, on February 27, 2017, the City of Miami's ("City") Office of Communications ("Communications") accessed Volusia County Contract No. RFP 14-P-52BB under the City Manager's delegated authority for an amount up to Fifty Thousand Dollars ($50,000.00) for the provision of video closed captioning services ("Captioning Services") for City Commission meetings; and WHEREAS, the City continues requiring Captioning Services at all meetings held at City Hall; and WHEREAS, the City Manager's authorized spending limit has been reached; and WHEREAS, the accessing of the City and County of Denver ("Denver") Contract No. TECHS 201843887-00 for Captioning Services will enable Communications to enter into an agreement for the continued provision of Captioning Services; and WHEREAS, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer has determined that the awarded contract between Denver and VITAC Corporation, a foreign profit corporation authorized to conduct business in the State of Florida ("VITAC"), was entered into pursuant to a competitive process in compliance with the City's laws, rules, and regulations; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The accessing of Denver Contract No. TECHS 201843887-00 for Captioning Services for Communications pursuant to Section 18-111 of the City Code with VITAC, which was competitively solicited for an initial term of two (2) years with the option to renew for three (3) additional one (1) year periods, subject to any renewals, extensions, and/or replacement contracts by Denver is authorized.' Section 3. Funds shall be allocated from the various sources of funds of the end user departments and agencies, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to execute the Supplemental Agreement, in a form acceptable to the City Attorney. Section 5. The City Manager is further authorized' to negotiate and execute any and all other documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, prior budgetary approvals, compliance with all applicable provisions of the City Code, including the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations as may be deemed necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: 1 i t6ria i ' ndez, City Attor iey 3/31/2020 Pursuant to the resolution, this item became effective immediately upon adoption by the Commission. ' The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited to, those prescribed by applicable City Charter and City Code provisions.