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e islation
esolution
City Hall
3500 Pan American
Drive
Miami, FL 33133
www.miamigov.com
File Number: 15-00630 Final Action Date:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BYA
FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, PURSUANT TO SECTION 18-85 OF
THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, AFTER AN
ADVERTISED PUBLIC HEARING, CONFIRMING, APPROVING AND RATIFYING
THE CITY MANAGER'S WRITTEN FINDINGS AND RECOMMENDATIONS;
WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING
METHODS AS NOT PRACTICABLE OR ADVANTAGEOUS TO THE CITY OF MIAMI
("CITY") FOR THE PROVISION OF ONLINE CANDIDATE FINANCIAL REPORTING
SERVICES FROM VR SYSTEMS, INC. ("VRS"), A FLORIDA PROFIT
CORPORATION, FOR THE OFFICE OF THE CITY CLERK; IN AN AMOUNT NOT TO
EXCEED $5,000.00 FOR THE INITIAL YEAR IMPLEMENTATION, TRAINING AND
SERVICES; ALLOCATING FUNDS FROM ACCOUNT CODE NO.
00001.121000.534000.0000.00000 FOR SAID PURPOSE, WITH FUNDING FOR
FUTURE ANNUAL RENEWALS TO BE ALLOCATED FROM THE VARIOUS
SOURCES OF FUNDS FROM THE OFFICE OF THE CITY CLERK, SUBJECT TO
THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF
NEED; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE A SERVICE,
LICENSE, MAINTENANCE AND SUPPORT AGREEMENT, IN SUBSTANTIALLY THE
ATTACHED FORM, AND TO NEGOTIATE AND EXECUTE ANY RENEWALS,
AMENDMENTS, EXTENSIONS AND MODIFICATIONS TO THE SAME, AFTER
CONSULTATION WITH THE CITY ATTORNEY.
WHEREAS, it is desirable to provide candidates for City of Miami ("City") elected office, political
committees ("PCs"), and electioneering communication organizations ("ECOs"), with an efficient and
modern way of filing campaign finance reports as mandated by Florida Statutes; and
WHEREAS, an online electronic filing system will provide the following functions including, but
not limited to: the automatic auditing of campaign finance reports for completeness and timeliness;
user access to all campaign forms required by Florida Statutes; complete paperless registration and
reporting capabilities; user notifications via email concerning reports submitted online; direct data entry
or the capability of uploading data from third party vendor software; and Internet web -based search
capability for the public, the media, candidates, PCs and ECOs regarding reported campaign finance
data; and
WHEREAS, VR Systems, Inc. ("VRS"), a Tallahassee based company providing
state-of-the-art elections software since 1992, currently provides services to sixty-four (64) Florida
counties and the Florida Division of Elections, which utilize some or all of the company's key products
which include, but are not limited to, Voter Focus, Web Focus, the ELM System and Electronic Voter
Identification; and
WHEREAS, the Miami -Dade County Elections Department and such other municipalities as the
City of Doral and the Town of Miami Lakes all use the VRS online campaign finance reporting service
for their candidates, PCs and ECOs; and
Ciq' of Mian,
Page I of 2 File Id: 15-00630 (Version: 1) Printed On: 5/20/2015
File Number: /5-0NO3O
WHEREAS, waiving competitive sealed bidding methods will aUOv» for the immediate
implementation of the electronic filing service providing candid@teS. PCs, and EC[>S the ability to use
the VR8online system during the City'Scurrent election cycle; and
WHEREAS, Section 105.07. Florida Statutes, aUOVvS municipalities to require electronic filing
for its officers and candidates, and states that expenditures of public funds for this purpose are
deemed tob8for 8valid purpose;
NOW, THEREFORE, BE|TRESOLVED BYTHE COMMISSION DFTHE CITY OFK4IAM|'
FLORIDA:
SeCUOO 1. The n8Cit8|S and findings contained in the Preamble to this R8SOlUtiOO are adopted
by reference and incorporated as if fully set forth in this Section.
SeCtiOO2. By a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-85 of the Code of
the City of K4i3nli, Florida, as 8mended, 8ft8[3O advertised public hearing, the City Manager's written
findings and recommendations are confirmed, approved and ratified, the requirements for competitive
sealed bidding methods are waived, and a contract for the provision of online candidate financial
reporting services from VFl 8ySt8Ole` Inc. for the Office of the City Clerk is approved, in an amount not
to exceed $5'000.OUfor the initial year irOp|e08nt8tiOO' training and services; allocating funds from
Account Code No. 00001.121000.534000.0000.00000 for said purpose, with funding for future annual
renewals to be allocated from the various sources of funds from the Office of the City Clerk, subject to
the availability of funds and budgetary approval at the time of need.
Section 3. The City Manager is authorized to execute o service, license, maintenance and
support agreement, in substantially the attached forrn, and to negotiate and execute any nan8vv8|S'
anlendrnents, extensions and modifications to the S8rOe. after consultation with the City Attorney.
Section 4. This Resolution shall become effective immediately upon its adoption and signature
of the Mayor. Il I
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A���OVBDA8TO���RqA06 ECTNESS:
`
/
VICTORIA MENDEZ
QTYATTORNEY ~
Footnotes: ~ =°
Ill 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 BppUQ]Ne City Charter and Code
provisions.
(2l|fthe Mayor does not sign this Resolution, itshall become effective atthe end often (1O)calendar
days from the date it was passed and adopted. If the Mayor vetoes this RosD|utiDn, it shall b8COnne
effective i0nl8di@t8|y UpOO override of the veto by the City Commission.
City vyMiami
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