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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #2166 Date: 04/20/2017 Commission Meeting Date: 05/25/2017 Requesting Department: Department of Parks and Recreation Sponsored By: District Impacted: All Type: Resolution Subject: Sole Source - Soofa Solar Powered Smart Benches Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, by a 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 request to make multiple purchases on an as needed basis with Changing Environments, Inc, DBA Soofa, for the purchase of Soofa Solar Powered Smart Benches (Smart Benches) and its components, for the Parks and Recreation Department (Parks), for an initial purchase amount of $28,100, with $10,000 from the Miami Foundation Smart Benches FT 2016 grant, with the balance being provided by matching Contribution from General Fund of $18,100; all future purchases are subject to the availability of funds and budgetary approval at the time of need. Background of Item: Parks has been tasked with locating a viable resource to purchase smart benches for the City of Miami (City's) parks facilities. The smart benches would provide Wi-Fi, act as cellular charging stations, track patron park usage, in addition to, tracking atmospheric measures within 150 feet. Parks was the recipient of a $10,000 Public Space Challenge Grant, with the remaining $18,100 balance being provided by general fund, and would like to initiate a pilot program to introduce the smart benches to its park patrons. Parks plans to launch the pilot program within the five (5) City district park locations. Each district would receive one (1) smart bench in a district park for approximately twelve (12) months. After the initial twelve (12) months, Parks will evaluate the feedback from residents and data collected from the smart benches to determine if the program was a success, and if additional purchases should be made. If successful, applications for additional grant funding will be sought, or future purchases will be incorporated into the annual budget request. Market research was conducted by the Procurement Department (Procurement), and it was determined that the Soofa Solar Powered Smart Benches is a sole source, due to its proprietary algorithm system. Pursuant to Section 18.92 (a) (2)(3), Sole Source Contracts of the City's Procurement Code; a sole source is recommended for the above mentioned reasons. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: $28,100.00 (initial purchase) General Account No: Project 29-114016H, Award 2258 $10,000; Award 2245 18,100, account # 11550.295999.534000. Department of Parks and Recreation Office of Management and Budget Office of Management and Budget Department of Procurement City Manager's Office Legislative Division City Manager's Office Office of the City Attorney Office of the City Attorney Legislative Division Office of the City Attorney Office of the City Attorney City Commission Office of the Mayor Office of the City Clerk Reviewed B Kevin M Kirwin Pedro Lacret Christopher M Rose Annie Perez Nzeribe Ihekwaba Valentin J Alvarez Daniel J. Alfonso Barnaby L. Min Victoria Mendez Valentin J Alvarez Barnaby L. Min Victoria Mendez Nicole Ewan Mayor's Office City Clerk's Office Department Head Review Completed Budget Analyst Review Completed Budget Review Completed Procurement Review Completed Assistant City Manager Review Completed Legislative Division Review Completed City Manager Review Completed Deputy City Attorney Review Completed Approved Form and Correctness Completed Legislative Division Review (RSR) Completed Deputy Attorney Review Completed Approved Form and Correctness with Modification(s) Meeting Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed 04/26/2017 2:33 PM 05/15/2017 11:05 AM 05/15/2017 3:57 PM 05/15/2017 4:19 PM 05/15/2017 5:23 PM 05/15/2017 5:34 PM 05/15/2017 6:26 PM 05/16/2017 3:43 PM 05/16/2017 5:34 PM 05/23/2017 3:15 PM 05/23/2017 5:05 PM Completed 05/25/2017 9:00 AM 06/02/2017 3:36 PM 06/02/2017 4:01 PM City of Miami Legislation Resolution Enactment Number: R-17-0260 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 2166 Final Action Date:5/25/2017 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A 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 PROCUREMENT OF SOOFA SMART BENCHES AND COMPONENTS FOR THE PARKS AND RECREATION DEPARTMENT FROM CHANGING ENVIRONMENTS, INC. DBA SOOFA, THE SOLE PROVIDER FOR SOOFA SMART BENCHES AND COMPONENTS, ALLOCATING FUNDS IN THE TOTAL AMOUNT OF $28,100.00 FOR THE INITIAL PURCHASE, WITH $10,000.00 ALLOCATED FROM THE MIAMI FOUNDATION SMART BENCHES FT 2016 GRANT AND THE BALANCE PROVIDED BY CONTRIBUTION FROM THE GENERAL FUND OF $18,100.00; ALLOCATING IN - KIND FUNDS FROM THE USER DEPARTMENT FOR ALL FUTURE PURCHASES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY MODIFICATIONS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer has adopted a finding that Changing Environments, Inc. DBA Soofa is the sole provider for Soofa smart benches and components ("Smart Benches"); and WHEREAS, the finding of the Chief Procurement Officer has been approved and adopted as the City Manager's finding, attached and incorporated as Attachment "A"; and WHEREAS, the City Manager and the Chief Procurement Officer recommend that the requirements for competitive sealed bidding procedures be waived and that the procurement of the above services, as specified, be approved; 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. 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, attached and incorporated as Attachment "A," is ratified, approved and confirmed; the requirements for competitive sealed bidding procedures are waived; and the procurement of Smart Benches for the Parks and Recreation Department, from Soofa, the sole provider of Smart Benches, is approved. Section 3. Funds are to be allocated in the total amount of $28,100.00 for the initial purchase, with $10,000.00 allocated from the Miami Foundation Smart Benches FT 2016 Grant and the balance provided by contribution from the general fund of $18,100.00, and allocated from the user department for all future purchases, 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 all other documents, including any modifications, in a form acceptable to the City Attorney, as may be necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, City tutor ey 5/16/2017 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 City 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.