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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #3786 Date: 03/23/2018 Commission Meeting Date: 04/26/2018 Requesting Department: Department of Procurement Sponsored By: District Impacted: All Type: Resolution Subject: Authorize Piggyback - Building Materials Purpose of Item: The nature of this item is to establish a resolution of the City of Miami Commission, authorizing the piggyback of the Miami -Dade County ("MDC") Pre -Qualification Pool Contract No. 7963-1/22 for Building Materials, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended, with various vendors, which was competitively solicited for an initial term of five (5) years, with an option to renew for one (1) additional five (5) year period, and will expire on August 31, 2022, subject to any extensions and/or replacement contracts by MDC; allocating funds from the City of Miami's General Fund Account, subject to availability of funds and budgetary approval at the time of need; authorizing the City Manager to execute the Supplemental Agreement to contract 7963-1/22 in substantially the attached form, further authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, including increases to the funding which may be administratively approved by the city manager subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the code of the City of Miami, Florida, as amended, ("city code"), including, without limitation, 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 applicable regulations, as may be necessary for said purpose. Background of Item: The City of Miami ("City") has a need for building materials for various departments. By accessing the MDC Contract, this will enable the City to procure said materials, at a fair competitive rate that is acceptable to the City. This contract had an initial term of five (5) years, and is currently in the option to renew period. The estimated fiscal impact is approximately $400,000 as the aggregate value for the reminder of the four years left on the contract. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: Approximate aggregate value of $400,000 General Account No: City General Fund Account Department of Procurement Office of Management and Budget Office of Management and Budget City Manager's Office Legislative Division City Manager's Office Office of the City Attorney Office of the City Attorney City Commission Office of the Mayor Office of the City Clerk Legislative Division Office of the City Attorney Office of the City Clerk Reviewed B Annie Perez Pedro Lacret Christopher M Rose Fernando Casamayor Valentin J Alvarez Nzeribe Ihekwaba Barnaby L. Min Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office Valentin J Alvarez Victoria Mendez City Clerk's Office Department Head Review Budget Analyst Review Budget Review Assistant City Manager Review Legislative Division Review City Manager Review Deputy City Attorney Review Completed Completed Completed Completed Completed Completed Completed Approved Form and Correctness Completed Meeting Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed Legislative Division Review Completed Approved Form and Correctness with Modification(s) Rendered Completed 04/02/2018 3:15 PM 04/03/2018 6:55 PM 04/10/2018 4:12 PM 04/11/2018 7:00 AM 04/12/2018 2:48 PM 04/12/2018 4:01 PM 04/12/2018 4:47 PM 04/17/2018 11:56 AM 04/26/2018 9:00 AM 05/01/2018 4:46 PM 05/01/2018 5:17 PM 05/04/2018 4:13 PM Completed 05/07/2018 4:53 PM City of Miami Legislation Resolution Enactment Number: R-18-0160 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 3786 Final Action Date:4/26/2018 A RESOLUTION OF THE MIAMI CITY COMMISSION AUTHORIZING THE PROCUREMENT OF BUILDING MATERIALS FOR CITYWIDE USE PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), UTILIZING THE COMPETITIVELY SOLICITED AND EXISTING MIAMI-DADE COUNTY ("MDC") PRE -QUALIFICATION POOL CONTRACT NO. 7963- 1/22, WHICH EXPIRES ON AUGUST 31, 2022, SUBJECT TO ANY EXTENSIONS AND/OR REPLACEMENT CONTRACTS BY MDC; ALLOCATING FUNDS FROM THE CITY OF MIAMI'S ("CITY") GENERAL FUND, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALLOCATIONS, APPROPRIATIONS AND BUDGETARY APPROVAL HAVING BEEN PREVIOUSLY MADE, AND IN 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 APPLICABLE REGULATIONS, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, the "accessing" of Miami -Dade County ("MDC") Pre -Qualification Pool Contract No. 7963-1/22 for Building Materials will enable various City of Miami ("City") departments to utilize a list of approved vendors to provide building materials on a Citywide basis; and WHEREAS, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer has determined that the awarded contract between MDC and various vendors was entered into pursuant to a competitive process in compliance with the City's 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 procurement of building materials, for Citywide use, pursuant to Section 18-111 of the City Code utilizing the competitively solicited and existing MDC Pre -Qualification Contract No.7963-1/22, which expires on August 31, 2022, and subject to any extensions and/or replacement contracts by MDC, is authorized. Section 3. Funds are to be allocated from the City's General Fund and any and all other funding sources, subject to the availability of funds and budgetary approval at time of need. Section 4. The City Manager is authorized' to execute the Supplemental Agreement, in substantially the attached form. Section 5. The City Manager is further authorized to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations and budgetary approval having been previously made, and in 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 applicable regulations, as may be necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, ity Attor ey 4/17/2018 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.