The URL can be used to link to this page

Home My WebLink AboutAgenda Item Summary Form1IV OF 3 AGENDA ITEM SUMMARY FORM File ID: #8316 �) ;,moo x i 9 Date: 12/03/2020 Requesting Department: Department of General Services Administration Commission Meeting Date: 01/14/2021 Sponsored By: District Impacted: All Type: Resolution Subject: Accept Bid - M&J Sunshine Corp and Palmdale Oil Company, Inc. Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, accepting the bids received on September 8, 2020, pursuant to Invitation for Bid ("IFB") No. 1222387, from the lowest responsive and responsible Bidders, M & J Sunshine, Corp. ("M & J Sunshine"), and Palmdale Oil Company, Inc. ("Palmdale Oil"), for the purchase of Automotive Oils Lubricants and Greases, on an as needed basis, for the Southeast Florida Governmental Purchasing Co-operative Group ("Co-op"), for an initial term of three (3) years, with the option to renew for two (2) additional one (1) year periods; allocating funds from General Services Administration ("GSA") General Account numbers 05001.246000.546000, 05001.247000.546000, and Fire -Rescue Department ('Fire") General Account number 00001.184010.546000.0000.00000, and other sources of funds, subject to the availability of funds and budgetary approval at the time of need. Authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, and prior budgetary approvals, and in compliance with all applicable provisions of the Code of the City of Miami, Florida, as amended ("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, all 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. Background of Item: On August 12, 2020, the Department of Procurement ("Procurement"), issued IFB No. 1222387, under full and open competition. As required by the Procurement Code, the IFB was advertised and issued online. On September 8, 2020, at the bid closing six (6) bids were received. All bid responses were evaluated and tabulated following the guidelines directed in the IFB. The bids received from Port Consolidated, Inc., Reladyne Florida LLC, Tropic Oil Company, and Ultra Chem, LLC, were deemed non -responsive as the companies failed to submit the Bid Submittal Form as well as the Certification Statement as required by the IFB. Procurement is recommending award to M & J Sunshine, and Palmdale Oil the lowest responsive and responsible Bidders, per bid specifications. The estimated contract amount is $131,000.00 annually (Approximately $655,000.00 for all five (5) years in the aggregate). Budget Impact Analysis Item has NO budget impact Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $131,000.00 annually (Approximately $655,000.00 for all five (5) years in the aggregate). GSA Account No.: 05001.246000.546000 and 05001.247000.546000 Fire Account: 00001.184010.546000.0000.00000 Reviewed By Department of General Services Administration Review Completed 12/03/2020 9:38 AM Department of Procurement Annie Perez Office of Management and Budget Aniska Elliott Office of Management and Budget Leon P Michel City Manager's Office Nzeribe Ihekwaba City Manager's Office Arthur Noriega V Legislative Division Valentin J Alvarez Office of the City Attorney Pablo Velez Office of the City Attorney Barnaby L. Min Office of the City Attorney Victoria Mendez City Commission Nicole Ewan Office of the City Clerk City Clerk's Office Ricardo Falero Department Head Procurement Review Completed 12/03/2020 11:02 AM Budget Analyst Review Completed 12/04/2020 1:44 PM Budget Reiew Completed 12/07/2020 12:20 PM Assistant City Manager Review Completed 12/07/2020 1:30 PM City Manager Review Completed 12/07/2020 1:34 PM Legislative Division Review Completed 12/07/2020 1:34 PM ACA Review Completed 12/09/2020 1:01 PM Deputy City Attorney Review Completed 12/10/2020 4:29 PM Approved Form and Correctness Completed 12/10/2020 5:02 PM Meeting Completed 01/14/2021 9:00 AM Rendered Completed 01/19/2021 3:55 PM �tzY,°v City of Miami City Hall " * `IIL111 IIATtA k ' „ 11 Legislation 3500 Pan American Drive Miami, FL 33133 r R % www.miamigov.com Resolution Enactment Number: R-21-0002 File Number: 8316 Final Action Date:1/14/2021 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BIDS RECEIVED ON SEPTEMBER 8, 2020 PURSUANT TO INVITATION FOR BID NO. 1222387 FROM THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDERS, M & J SUNSHINE, CORP., A FLORIDA PROFIT CORPORATION, AND PALMDALE OIL COMPANY, INC., A FLORIDA PROFIT CORPORATION, FOR THE PURCHASE OF AUTOMOTIVE OILS, LUBRICANTS, AND GREASES, ON AN AS NEEDED BASIS, AS THE LEAD MEMBER AGENCY OF THE SOUTHEAST FLORIDA GOVERNMENTAL PURCHASING CO-OPERATIVE GROUP FOR THIS PROCUREMENT, FOR AN INITIAL TERM OF THREE (3) YEARS WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM THE CITY OF MIAMI'S GENERAL SERVICES ADMINISTRATION GENERAL ACCOUNT NOS. 05001.246000.546000 AND 05001.247000.546000, FIRE -RESCUE DEPARTMENT GENERAL ACCOUNT NO. 00001.184010.546000.0000.00000, AND SUCH OTHER LEGALLY AVAILABLE FUNDING SOURCES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, AND PRIOR BUDGETARY APPROVALS, IN COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), INCLUDING THE CITY'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami's ("City") General Services Administration ("GSA") and Fire -Rescue ("Fire") Departments have a continued need to purchase automotive oils, lubricants, and greases (collectively, "Oil"); and WHEREAS, on August 12, 2020, the City's Procurement Department ("Procurement"), on behalf of GSA and Fire and as the lead member agency of the Southeast Florida Governmental Purchasing Co-operative Group ("Co-op") for this procurement, issued Invitation for Bid ("IFB") No. 1222387 to establish a contract for Oil on an as needed basis for an initial term of three (3) years with the option to renew for two (2) additional one (1) year periods; and WHEREAS, on September 8, 2020, a total of six (6) bids were received in response to the IFB of which M & J Sunshine, Corp., a Florida profit corporation ("M & J Sunshine"), and Palmdale Oil Company, Inc., a Florida profit corporation ("Palmdale Oil"), were deemed the lowest responsive and responsible bidders; 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 bids received on September 8, 2020 pursuant to IFB No. 1222387 from the lowest responsive and responsible bidders, M & J Sunshine and Palmdale Oil, for the purchase of Oil on an as needed basis, as the lead member agency of the Co-op for this procurement, for an initial term of three (3) years with the option to renew for two (2) additional one (1) year periods is hereby accepted. Section 3. Funds are allocated from GSA General Account Nos. 05001.246000.546000 and 05001.247000.546000 and Fire General Account No. 00001.184010.546000.0000.00000, and such other legally available funding sources, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is 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 Code of the City of Miami, Florida, as amended ("City Code"), including the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, as set forth in Chapter 18 of the City Code, in forms acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: 1 . \�J JtAfr--�N,a, ria i : ndez, Cify Attor iey 1211012020 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.