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HomeMy WebLinkAboutAgenda Item Summary FormC of p" ­�* AGENDA ITEM SUMMARY FORM File ID: #11375 Date: 01/19/2022 Requesting Department: Department of Finance Commission Meeting Date: 03/10/2022 Sponsored By: District Impacted: All Type: Resolution Subject: Approve - Bernalillo County RFP-18-20-EM Customer Portal and Merchant Services Purpose of Item: The nature of this item is to establish a resolution of the City of Miami Commission, with attachments, authorizing the piggyback of the Bernalillo County Contract No. RFP-18- 20-EM for Customer Portal and Merchant Services, for City of Miami's Department of Finance ("Finance"), pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended, with Point and Pay, LLC ("Point and Pay"), which was competitively solicited for a term of four (4) years with the option to renew for two (2) additional one (1) year periods and will expire on September 15, 2024, subject to any renewals, extensions and/or replacement contracts by Bernalillo County; allocating funds from Finance's Project No. 40-13223103 and Award 1426 and other sources of funds, 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 documents, including any amendments, renewals, and extensions subject to all allocations, appropriations and budgetary approvals having been previously made, compliance with 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, 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: The City of Miami's ("City") Department of Finance ("Finance") has a need for a payment processing solution that consolidates a variety of payment methods and interfaces with existing Finance applications and systems. By accessing the Bernalillo County Contract No. RFP-18-20-EM for Customer Portal and Merchant Services, it will enable the City to simplify the payments processes, efficiently reconcile the City Departments' transactions and provide effective accountability and control of all receivables. This contract has a term of four (4) years with the option to renew for two (2) additional one (1) year periods and will expire on September 15, 2024. The estimated fiscal impact is approximately $1,803,561.00 in the aggregate for the remainder of the contract and options to renew periods. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: Approximately $1,803,561.00 in the aggregate for the remainder of the OTR period. Department of Finance Account No.: Project 40-13223103 and Award 1426 This is a four (4) year term contract with option to renew for two (2) additional one (1) year terms. No lease or loan obligations will result from this contract. Reviewed By Department of Finance Erica T Paschal Department Head Review Completed 01/20/2022 11:59 AM Office of Management and Budget Donovan Dawson Budget Analyst Review Completed 02/24/2022 11:52 AM Office of Management and Budget Marie Gouin Budget Review Completed 02/25/2022 5:05 PM Department of Procurement Annie Perez Procurement Review Completed 02/25/2022 5:23 PM City Manager's Office Fernando Casamayor Assistant City Manager Review Completed 02/25/2022 10:35 PM City Manager's Office Arthur Noriega V City Manager Review Completed 02/26/2022 6:50 AM Legislative Division Valentin J Alvarez Legislative Division Review Completed 02/26/2022 7:15 AM Office of the City Attorney Pablo Velez ACA Review Completed 02/28/2022 11:06 AM Office of the City Attorney Valentin J Alvarez Deputy City Attorney Review Skipped 02/28/2022 11:41 AM Office of the City Attorney Victoria Mendez Approved Form and Correctness Completed 02/28/2022 6:13 PM City Commission Maricarmen Lopez Meeting Completed 03/10/2022 9:00 AM Office of the City Clerk City Clerk's Office Rendered Completed 03/17/2022 6:34 PM GSY v City of Miami *� iso,u 1„Tto City Hall LeLegislation 3500 Pan American Drive g Miami, FL 33133 R Resolution www.miamigov.com Enactment Number: R-22-0103 File Number: 11375 Final Action Date:3/10/2022 A RESOLUTION OF THE MIAMI CITY COMMISSION, AUTHORIZING THE ACCESSING OF THE BERNALILLO COUNTY, NEW MEXICO CONTRACT NO. RFP- 18-20-EM FOR CUSTOMER PORTAL AND MERCHANT SERVICES, FOR THE CITY OF MIAMI ("CITY") DEPARTMENT OF FINANCE ("FINANCE"), PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), WITH POINT AND PAY, LLC, A FOREIGN LIMITED LIABILITY COMPANY AUTHORIZED TO CONDUCT BUSINESS IN FLORIDA ("POINT AND PAY"), WHICH WAS COMPETITIVELY SOLICITED FOR AN INITIAL TERM OF FOUR (4) YEARS WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS AND IS EFFECTIVE THROUGH SEPTEMBER 15, 2024, SUBJECT TO ANY RENEWALS, EXTENSIONS, AND/OR REPLACEMENT CONTRACTS BY BERNALILLO COUNTY; ALLOCATING FUNDS FROM FINANCE PROJECT NO. 40- B223103 AND AWARD NO. 1426, AND SUCH OTHER SOURCES OF FUNDS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE A SUPPLEMENTAL AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL NECESSARY 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 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, City of Miami ("City") Department of Finance ("Finance") has a need for a payment processing solution that consolidates a variety of payment methods and interfaces with existing Finance applications and systems; and WHEREAS, the Bernalillo County, New Mexico Contract No. RFP-18-20-EM for Customer Portal and Merchant Services with Point and Pay, LLC, a foreign limited liability company authorized to conduct business in Florida ("Point and Pay"), will enable the City to simplify the payments operation, efficiently reconcile the City Department transactions, and provide effective accountability and control of all receivables; and WHEREAS, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer determined that said Bernalillo County Contract was entered into pursuant to a competitive process in compliance with the City's laws, policies, and procedures; 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 the Bernalillo County, New Mexico Contract No. RFP-18- 20-EM for Customer Portal and Merchant Services, for Finance, pursuant to Section 18-111 of the City Code, with Point and Pay, which was competitively solicited for an initial term of four (4) years with the option to renew for two (2) additional one (1) year periods and is effective through September 15, 2024, subject to any renewals, extensions, and/or replacement contracts by Bernalillo County, New Mexico is authorized.' Section 3. Funds shall be allocated from Finance Project No. 40-13223103 and Award No. 1426, and such other sources of funds, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is further authorized' to negotiate and execute any and all 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 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 Un ndez, City Httvr ey 2/28/2022 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.