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HomeMy WebLinkAboutAgenda Item Summary Form1IV OF Hw `93 AGENDA ITEM SUMMARY FORM File ID: #11545 o..Ryl. Date: 02/17/2022 Requesting Department: Department of Procurement Commission Meeting Date: 04/14/2022 Sponsored By: District Impacted: All Type: Resolution Subject: Auth. Piggyback - Holiday Lighting and Decoration 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 City of Fort Lauderdale ("Fort Lauderdale") Contract No. RFP- 12307-795 for Holiday Lighting and Decoration Services, on an as needed basis, Citywide, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended, with South Florida Lighting Team, LLC d/b/a Miami Christmas Lights ("Miami Christmas Lights"), which was competitively solicited for a term of two (2) years with the option to renew for three (3), additional one (1) year periods, and will expire on October 1, 2022, subject to any renewals, extensions and/or replacement contracts by Fort Lauderdale; allocating funds from City's various sources of funds from the 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 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 ("City") has a need for the provision of Holiday Lighting and Decoration Services, on an as needed basis, Citywide. By accessing the Fort Lauderdale Contract No. RFP- 12307-795 for Holiday Lighting and Decoration Services, will enable the City to have an experienced and licensed company for the installation, maintenance, removal, cleaning, refurbishing, transport and storage of professionally themed holiday decorations for various City end user departments and agencies, on an as needed basis. This contract has a term of two (2) years with the option to renew for three (3), additional one (1) year periods, and will expire on October 1, 2022. The estimated fiscal impact is approximately $60,000.00 in the aggregate for the remaining two (2) options to renew periods. Budget Impact Analysis Item is NOT Related to Revenue Item is NOT funded by Bonds Item is an Expenditure Total Fiscal Impact: Approximately $60,000.00 in the aggregate for the remainder of the OTR period. General Account No.: Various sources of funds from the user Departments and Agencies. Reviewed By Department of Procurement Annie Perez Department Head Review Completed 02/28/2022 9:08 AM Office of Management and Budget Calvin Fifer Budget Analyst Review Completed 02/28/2022 3:14 PM Office of Management and Budget Marie Gouin Budget Review Completed 03/01/2022 11:19 AM City Manager's Office Fernando Casamayor Assistant City Manager Review Completed 03/08/2022 9:39 AM Legislative Division Valentin J Alvarez Legislative Division Review Completed 03/09/2022 10:40 AM City Manager's Office Arthur Noriega V City Manager Review Completed 03/10/2022 11:34 AM Office of the City Attorney Pablo Velez ACA Review Completed 03/25/2022 4:35 PM Office of the City Attorney Barnaby L. Min Deputy City Attorney Review Completed 03/25/2022 4:50 PM Office of the City Attorney Victoria Mendez Approved Form and Correctness Completed 03/28/2022 5:24 PM City Commission Maricarmen Lopez Meeting Completed 04/14/2022 9:00 AM Office of the City Clerk City Clerk's Office Rendered Completed 04/15/2022 7:38 PM of .�f City of Miami CityHall * iM°nr H°TF° * 11 °° Legislation 3500 Pan American Drive g Miami, FL 33133 Resolution www.miamigov.com Enactment Number: R-22-0134 File Number: 11545 Final Action Date:4/14/2022 A RESOLUTION OF THE MIAMI CITY COMMISSION AUTHORIZING THE ACCESSING OF THE CITY OF FORT LAUDERDALE'S ("FORT LAUDERDALE") REQUEST FOR PROPOSALS CONTRACT NO. RFP-12307-795 FOR HOLIDAY LIGHTING AND DECORATION SERVICES, ON AN AS NEEDED BASIS CITYWIDE, PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), WITH THE SOUTH FLORIDA LIGHTING TEAM, LLC D/B/A MIAMI CHRISTMAS LIGHTS, A FLORIDA LIMITED LIABILITY COMPANY, 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 AND IS EFFECTIVE THROUGH OCTOBER 1, 2022, SUBJECT TO ANY RENEWALS, EXTENSIONS, AND/OR REPLACEMENT CONTRACTS BY FORT LAUDERDALE; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS FROM CITY OF MIAMI USER DEPARTMENTS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A SUPPLEMENTAL AGREEMENT WITH MIAMI CHRISTMAS LIGHTS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID PURPOSE; FURTHER AUTHORIZING THE CITY MANAGER 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. WHEREAS, the City of Miami ("City") has a need for the provision of holiday lighting and decoration services on an as needed basis Citywide; and WHEREAS, the City of Fort Lauderdale's ("Fort Lauderdale") Request for Proposals ("RFP") Contract No. RFP-12307-795 for Holiday Lighting and Decoration Services ("Services") will enable the City to have an experienced and licensed company for the installation, maintenance, removal, cleaning, refurbishment, transport, and storage of professionally themed holiday decorations for various City user departments and agencies; 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 the Fort Lauderdale RFP Contract No. RFP-12307-795 was entered into pursuant to a competitive solicitation process in compliance with City 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 Fort Lauderdale RFP Contract No. RFP-12307-795 for the Services on an as needed basis Citywide pursuant to Section 18-111 of the City Code with Miami Christmas Lights, 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 and is effective through October 1, 2022, subject to any renewals, extensions, and/or replacement contracts by Fort Lauderdale, is approved. Section 3. Funds are allocated from the various sources of funds from City 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 negotiate and execute a Supplemental Agreement with Miami Christmas Lights, in a form acceptable to the City Attorney, for said purpose. Section 5. 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 6. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: 1 i ria i "ndez, Cify Attor iey 3/28/2022 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.