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Legislation
Resolution
City Hall
3500 Pan American
Drive
Miami, FL 33133
www.miamigov.com
File Number: 15-00388 Final Action Date:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BYA
FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, PURSUANT TO SECTION 18-92 OF
THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, AFTER AN
ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING, AND CONFIRMING
THE CITY MANAGER'S FINDING OF A SOLE SOURCE; WAIVING THE
REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES, AND
APPROVING THE PURCHASE OF A GRANTS RESEARCH AND MANAGEMENT
SYSTEM FROM ECIVIS, INC., THE SOLE SOURCE PROVIDER, FOR THE OFFICE
OF GRANTS ADMINISTRATION, ON A RECURRING ANNUAL SUBSCRIPTION FEE
BASIS FOR AN INITIAL THREE (3) YEAR TERM WITH THE OPTION TO RENEW
FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS, ALLOCATING FUNDS FROM
THE OFFICE OF GRANTS ADMINISTRATION MEMBERSHIPS AND
SUBSCRIPTIONS FUND, ACCOUNT NO. 00001.371000.554000.0000.0000,
SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT
THE TIME OF NEED; FURTHER AUTHORIZING THE CITY MANAGER TO
EXECUTE A MASTER SUBSCRIPTION AND SERVICE AGREEMENT, IN
SUBSTANTIALLY THE ATTACHED FORM, AND TO NEGOTIATE AND EXECUTE
ANY NECESSARY AMENDMENTS, EXTENSIONS, AND MODIFICATIONS, IN A
FORM ACCEPTABLE TO THE CITYATTORNEY, FOR SAID PURPOSE.
WHEREAS, the Office of Grants Administration seeks to secure a centralized grants research and
management system ("System") that will address both programmatic and fiscal grant funding
requirements throughout the grant life cycle; and
WHEREAS, said System will assist the City of Miami ("City") and the Office of Grants
Administration personnel with the challenges and heavy workload associated with managing grants;
and
WHEREAS, the System offered by eCivis, Inc. ("eCivis"), will also provide access to other City
departments, with the goal of better managing their contracts; and
WHEREAS, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended ("City
Code"), the City's Chief Procurement Officer has adopted a finding that eCivis is the sole source
provider of the System; and
WHEREAS, the findings of the City's Chief Procurement Officer have been approved and adopted
as the findings of the City Manager; and
WHEREAS, the City Manager and the City's Chief Procurement Officer recommend that the
requirements for competitive sealed bidding procedures be waived, and the procurement of the above
goods as specified be approved;
City of Miami
Page 1 of 2 File Id: 15-00388 (Version: 1) Printed On: 4/8/2015
File Number: 15-00388
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 fully set forth in this Section.
Section 2. By a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the City Code,
after an advertised public hearing, the City Manager's finding of a sole source is ratified, approved,
and confirmed, and the requirements for competitive sealed bidding procedures are waived; the
purchase of a grants research and management system from eCivis, Inc., the sole source provider, for
the Office of Grants Administration, on a recurring annual subscription fee basis for an initial three (3)
year term with the option to renew for two (2) additional one (1) year periods is approved, with funds
allocated from the Office of Grants Administration Memberships and Subscriptions Fund, Account No.
00001.371000.554000.0000.0000, subject to the availability of funds and budgetary approval at the
time of need.
Section 3. The City Manager is authorized {1} to execute a Master Subscription and Service
Agreement, in substantially the attached form, and to negotiate and execute any necessary
amendments, extensions, and modifications, in a form acceptable to the City Attorney, for said
purpose.
Section 4. This Resolution shall become effective immediately upon its adoption and signature of
the Mayor. {2}
APR OVED AS TO FORM AN V CORRECTNESS:
G
VIC ORIA NDEZ
CITY ATTORNEY
Footnotes:
{1} The herein authorization is further subject to compliance with all requirements that may be imposed
by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code
provisions.
{2} If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar
days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become
effective immediately upon override of the veto by the City Commission or upon the effective date
stated herein, whichever is later.
City of Miami Page 2 of 2 File Id: 15-00388 (Version: I) Printed On: 4/8/2015