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HomeMy WebLinkAboutAgenda Item Summary FormC of p" �* AGENDA ITEM SUMMARY FORM File ID: #10662 Date: 09/07/2021 Requesting Department: Office of Grants Administration Commission Meeting Date: 10/14/2021 Sponsored By: District Impacted: All Type: Resolution Subject: Bid Waiver - Families First Parenting Trust Purpose of Item: A Resolution authorizing City Manager after finding competitive negotiation methods are not practicable or advantageous and pursuant to section 18-85 (A) of the Code of the City of Miami, Florida; to execute an agreement, in substantially the attached form, with Exceptional Consulting for Educational Leaders, Inc., for a period commencing August 1, 2021 through September 30, 2022, in an amount not to exceed $80,000.00, with the option to renew for one (1) additional one-year periods; with funds allocated for Fiscal Year 2021-2022, with future Fiscal Years' funding, subject to budgetary approval. Background of Item: The Department of Grants Administration, Education Initiatives recommends that the City of Miami enter into agreements with Exceptional Consulting for Educational Leaders, Inc., Florida For -Profit corporation to provide services for the Parenting "Families First" program as part of a grant from The Children's Trust. Approval of the resolution authorizes the City Manager to execute the agreement with this organization. The Children's Trust has recommended the City of Miami for a grant totaling $202,032.00 for the Families First Parenting Program. The Children's Trust has changed its fiscal year to commence on October 1, 2022. In this transition year, the Trust has extended the term of this contract from August 1, 2021 through September 30, 2022, and allocated funds for the 14 months transition year. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $80.000.00 Special Revenue Account No: 15500.371005 Various Reviewed By Office of Grants Administration Lillian P Blondet Department Head Review Completed 09/16/2021 9:25 AM Office of Management and Budget Jacques Joseph Budget Analyst Review Completed 09/16/2021 2:11 PM Office of Management and Budget Leon P Michel Budget Review Completed 09/21/2021 10:18 AM City Manager's Office Fernando Casamayor Assistant City Manager Review Completed 09/21/2021 2:23 PM Legislative Division Valentin J Alvarez Legislative Division Review Completed 09/21/2021 2:50 PM City Manager's Office Arthur Noriega V City Manager Review Completed 09/22/2021 1:53 PM Office of the City Attorney Domini J. Gibbs ACA Review Completed 10/01/2021 10:04 AM Office of the City Attorney Barnaby L. Min Deputy City Attorney Review Completed 10/01/2021 10:31 AM City Commission Maricarmen Lopez Meeting Completed 10/14/2021 9:00 AM Legislative Division Valentin J Alvarez Legislative Division Review Completed 11/01/2021 12:27 PM Office of the City Attorney Domini J. Gibbs ACA Review Completed 11/01/2021 12:53 PM Office of the City Attorney Barnaby L. Min Deputy Attorney Review Completed 11/01/2021 1:08 PM Office of the City Attorney Victoria Mendez Approved Form and Correctness with Modification(s) Completed Office of the City Clerk City Clerk's Office Rendered Completed 11/08/2021 10:52 AM GSY v City of Miami City Hall LeLegislation 3500 Pan American Drive g Miami, FL 33133 R Resolution www.miamigov.com Enactment Number: R-21-0425 File Number: 10662 Final Action Date:10/14/2021 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S RECOMMENDATIONS AND FINDINGS, ATTACHED AND INCORPORATED AS EXHIBIT "A", THAT COMPETITIVE NEGOTIATION METHODS AND PROCEDURES ARE NOT PRACTICABLE OR ADVANTAGEOUS PURSUANT TO SECTION 18-85(A) OF THE CODE OF THE CITY OF MIAMI, FLORIDA AS AMENDED; WAIVING THE REQUIREMENTS FOR SAID PROCEDURES; APPROVING THE RECOMMENDATIONS AND FINDINGS OF THE CITY OF MIAMI'S ("CITY'S") DEPARTMENT OF GRANTS ADMINISTRATION'S EDUCATION INITIATIVES THAT EXCEPTIONAL CONSULTING FOR EDUCATIONAL LEADERS, INC., A FLORIDA FOR -PROFIT CORPORATION ("SERVICE PROVIDER"), IS THE MOST QUALIFIED ORGANIZATION TO PROVIDE INSTRUCTION, FAMILY ACTIVITIES, MENTORING, COMMUNITY WORKSHOPS, AND OTHER SUCH ACTIVITIES IN CONJUNCTION WITH PARENTING SERVICES AT VARIOUS CHILDCARE CENTERS WITHIN THE CITY FOR THE FAMILIES FIRST PARENTING PROGRAM ("PROGRAM"); AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND TO EXECUTE AN AGREEMENT IN AN AMOUNT NOT TO EXCEED EIGHTY THOUSAND DOLLARS ($80,000.00) WITH THE SERVICE PROVIDER, INCLUDING ANY AND ALL NECESSARY DOCUMENTS, AMENDMENTS, RENEWALS, EXTENSIONS AND MODIFICATIONS IN COMPLIANCE WITH THE RELATED CHILDREN'S TRUST CONTRACT, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, FOR A PERIOD COMMENCING AUGUST 1, 2021 AND ENDING SEPTEMBER 30, 2022, WITH THE OPTION TO RENEW FOR UP TO ONE (1) ADDITIONAL SIMILAR PERIOD AT THE SAME NOT TO EXCEED AMOUNT, UNDER THE SAME TERMS AND CONDITIONS FOR COMPLIANCE, WITH THE PROGRAM SUBJECT TO BUDGETARY APPROVAL AT THE TIME OF NEED. WHEREAS, the City of Miami's ("City's") Department of Grants Administration's ("Department's") Education Initiatives has been awarded one (1) reimbursement grant from The Children's Trust ("Trust") for the City's Families First Parenting Program ("Program") in an amount not to exceed two hundred two thousand thirty-two dollars ($202,032.00) ("Grant') commencing August 1, 2021 and ending September 30, 2022 at various day care centers within the City; and WHEREAS, the Trust has changed its fiscal year to commence on October 1, 2022 and in this transition year, the Trust has extended the term of the contract from August 1, 2021 through September 30, 2022 and allocated funds for the fourteen (14) month transition period; and WHEREAS, pursuant to Resolution No. R-21-0420 adopted on October 14, 2021, the City Commission accepted the Grant, authorized the negotiation and execution of the Trust Contract, and authorized related appropriations, allocations, and creation of the related Special Revenue Project for "The Children's Trust Grant for Education Initiatives 2021-2022 Families First Parenting Program" to fund the Program; and WHEREAS, the Program is comprised of a cooperative effort between the City's Department and one (1) for -profit organization, Exceptional Consulting for Educational Leaders, Inc. ("Service Provider'), for the Program's successful implementation; and WHEREAS, the goals of the Program are to improve literacy skills, parent -child activities, strengthen oral language development, give parents a venue to share concerns, learn new behavior strategies, and connect parents to a variety of support family stability; and WHEREAS, the 2018-2019 Children's Trust Notice of Funding Application required that the City have established a relationship with the Service Provider identified in the application and this contract is a continuation of said services; and WHEREAS, the Service Provider was determined to be the most advantageous for -profit organization, in the City's best interest, to provide programmatic instruction at various day-care centers within the City; and WHEREAS, the City Manager has approved the recommendations and findings of the Department and has made findings pursuant to Section 18-85(a) of the Code of the City of Miami, Florida, as amended ("City Code"), that competitive negotiation methods and procedures are not practicable or advantageous for obtaining the services and has recommended to the City Commission that the recommendations and findings be adopted and that competitive bidding methods and procedures be waived for the Program; and WHEREAS, the City Manager and the Department are requesting for the City Commission to authorize the City Manager to negotiate and to execute an agreement in an amount not to exceed eighty thousand dollars ($80,000.00) with the Service Provider, including any and all necessary documents, amendments, renewals, extensions, and modifications in compliance with the related Children's Trust Contract, all in forms acceptable to the City Attorney, for the period commencing August 1, 2021 and ending September 30, 2022 with the option to renew for one (1) additional similar period at the same not to exceed amount under the same terms and conditions; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble of this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four -fifths (4/5ths) affirmative vote, after an advertised public hearing, the City Manager's finding and recommendations, attached and incorporated as Exhibit "A", that competitive negotiation methods and procedures are not practicable or advantageous pursuant to Section 1 8-85(a) of the City Code and waiving the requirements for said procedures is ratified, approved, and confirmed and the Department's recommendations and findings that the Service Provider is the most qualified firm to provide instruction, family activities, mentoring, community workshops, and other such activities in conjunction with educational services at various day- care centers within the City for the Program are approved. Section 3. The City Manager is authorized' to negotiate and to execute an agreement in an amount not to exceed eighty thousand dollars ($80,000.00) with the Service Provider including any and all necessary documents, amendments, renewals, extensions, and modifications in compliance with the related Children's Trust Contract, all in forms acceptable to the City Attorney, for the period commencing August 1, 2021 and ending September 30, 2022 with the option to renew for up to one (1) additional similar period at the same not to exceed amounts under the same terms and conditions with the Program subject to budgetary approval at the time of need. Section 4. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: 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.