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HomeMy WebLinkAboutMemo - FOCALCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : FROM : Johnny Martinez City Manager JZaifPascual, Director Department of Parks and Recreation DATE: SUBJECT: REFERENCES: ENCLOSURES: August 5, 2013 FILE : Authorizing an Agreement with Foundation of Community Assistance and Leadership, Inc. a Florida not -for profit Organization (FOCAL) The Department of Parks and Recreation respectfully requests your approval and action of the Miami City Commission by a 4/5ths affirmative vote, after an advertised public hearing, ratifying, approving and confirming the City Manager's recommendation, and finding that competitive negotiation methods are not practicable or advantageous regarding the agreement for educational and park services and activities described below. The long history of cooperation between the City and FOCAL combined with the organization's professional ties with the school system and the community make it not practicable or advantageous for the City to seek other vendors to provide the same service that FOCAL has been successfully providing in this community for many years. The Department respectfully requests such recommendation, finding, and authorization in order to proceed with executing an agreement, in the amount of $94,452.00 with an option to renew for a two (2) year period for the same amount and under the same terms and conditions, to the Foundation of Community Assistance and Leadership, Inc. a Florida not-forprofit corporation (FOCAL), for the provision of after -school tutoring, counseling and computer educational services for at -risk youth at the City's Moore Park. FOCAL has provided such after -school services in previous years pursuant to one-year agreements. The existing agreement with FOCAL expires September 30th, 2013, the normal contract period is from October 1st to September 30t1' of each year. During the previous years, FOCAL has demonstrated its qualifications and capacity to serve the City through the following: 1. The learning and technology program operated by FOCAL assists an average of 75 children monthly. 2. By refining the science and technology program curriculum participants have learned how to develop their own web page and understand the platform to basic science experiments. Johnny Martinez City Manager August 5, 2013 3. While the children assisted by FOCAL range in ages from six to eighteen, this year FOCAL, provided access to college students who are residents of the neighborhood, for access to the internet for the purpose of doing research work after regular program hours. 4. During the summer more than 125 youths took part in the program activities and services daily. 5. During the summer FOCAL sponsored educational/social and environmental field trips to various sites in the state. For the reasons stated above, as required by Section 18-86(a)(3)(c) of the Code of the City of Miami, the Department of Parks and Recreation (1) recommends that an agreement for the 2013-2014 contract year be awarded to FOCAL, which is qualified and has been providing said services described above for many years, and (2) finds that competitive negotiated methods are not practicable or advantageous for obtaining a provider of said educational and park activities and services in Moore Park. If these recommendations and findings meet with your approval, please indicate by signing below. This legislation item will be placed on the agenda for the September 12, 2013, City Commission Meeting. Approval/Disapproy 1 7 `/v- Johnny a i ' ez City Manager� Date: 0 `/ C ) 3 JP/lm Sec. 18-86. Competitive negotiations/competitive sealed proposals. (a) Conditions for use. (1) Competitive negotiations/competitive sealed proposals shall be used in those circumstances in which it is both practicable and advantageous for the city to consider a range of competing plans, specifications, standards, terms and conditions so that adequate competition will result and award be made not principally on the basis of price, but to the respondent whose proposal contains the most advantageous combination of price, quality or other features. All contracts shall be signed by the city manager. (2) A contract may be entered into by use of the competitive negotiation/competitive sealed proposal methods when: a. The chief procurement officer determines that the complex specialized nature or technical details of a particular procurement make the use of competitive sealed bidding either not practicable or reasonable, or not advantageous to the city; or b. Specifications or scope of work cannot be fairly or objectively prepared so as to permit competition in the invitation for bids; or c. Technology, electronic, software, and system applications are available from a limited number of sources; or d. Qualifications and the quality of the service to be delivered can be considered more important than price. (3) Competitive negotiations/competitive sealed proposals shall be used in the procurement of personal and professional services except for: a. Professional services as defined in Florida Statute § 287.055, as amended from time to time. b. Legal services. ervices related to the cultural, educationark,activities i bynon profit organizations within city parks These ser lces may be awarded Without competitive negotiations if th0city manager makes a written finding, .supported by reasons, to the city commission' that competitive a. r negotiation methods are not practicable'oradvantageous Such finding must be ratified and the award approvedby an affirmative vote of',four fifths"of the corrmmission after a properly advertised;;public a eann`g d. Maintenance agreements to support proprietary software applications.