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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #3992 Date: 04/25/2018 Commission Meeting Date: 05/24/2018 Requesting Department: Department of Planning and Office of Zoning Sponsored By: Manolo Reyes District Impacted: All Type: Resolution Subject: Increase Capacity for Sole Source - Proprietary Innovative Solutions 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 an increase in capacity for time (up to two (2) years) and money (for an additional $60,000) for continuity of services, for the use of the Gridics, LLC, ("Gridics") software application for the creation of proprietary innovative solutions to improve processes and technology for the Department of Planning and Office of Zoning, allocating funds from the Departments, subject to the availability of funds and budgetary approval at time of need. The City Manager is 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"), 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 Chief Procurement Officer pursuant to section 18-92 of the Procurement Code, under delegated authority of $25,000 approved a sole source finding with Gridics, and entered into an Agreement on March 27, 2017 for the purchase of a software application to provide the Department of Planning and Office of Zoning a means for checking development plan reviews, conduct 3D development planning scenarios, research zoning regulations, and allow the City to reference local zoning, and real estate resources for citizens and developers. The Departments have had enough time to utilize the software application and have expressed the desire to extend the agreement for these services. In order to continue these services, an increase in capacity will be required for time and money. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $2,500 monthly ($60,000 for two (2) years) General Account No: As required by the Departments Department of Planning Office of Zoning Department of Procurement Office of Management and Budget Office of Management and Budget City Manager's Office City Manager's Office Legislative Division Office of the City Attorney Office of the City Attorney City Commission Office of the Mayor Office of the City Clerk Office of the City Clerk Reviewed B Luciana Gonzalez Julia Cerrato Annie Perez Fred Pericles Christopher M Rose Nzeribe Ihekwaba Nikolas Pascual Valentin J Alvarez Valentin J Alvarez Victoria Mendez Nicole Ewan Mayor's Office City Clerk's Office City Clerk's Office Department of Planning Review Completed 04/25/2018 6:32 PM Office of Zoning Review Completed 05/07/2018 3:27 PM Procurement Review Completed 05/09/2018 11:22 AM Budget Analyst Review Completed 05/14/2018 10:29 AM Budget Review Completed 05/14/2018 12:28 PM Assistant City Manager Review Completed 05/14/2018 5:48 PM City Manager Review Completed 05/15/2018 11:22 AM Legislative Division Review Completed 05/15/2018 11:29 AM Deputy City Attorney Review Skipped 05/15/2018 11:29 AM Approved Form and Correctness Completed 05/15/2018 11:33 AM Meeting Completed 05/24/2018 9:00 AM Signed by the Mayor Completed 05/30/2018 4:54 PM Signed and Attested by the City Clerk Completed 05/30/2018 5:09 PM Rendered Completed 05/30/2018 5:09 PM City of Miami Legislation Resolution Enactment Number: R-18-0217 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 3992 Final Action Date:5/24/2018 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 ("CITY CODE"), AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF A SOLE SOURCE, ATTACHED AND INCORPORATED AS ATTACHMENT "A," WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES, AND APPROVING AN INCREASE IN THE CONTRACT AMOUNT FOR A STATED TIME, UP TO TWO (2) YEARS, AND PAYMENTS, FOR TWO THOUSAND FIVE HUNDRED DOLLARS ($2,500.00) MONTHLY, FOR A TOTAL OF SIXTY THOUSAND DOLLARS ($60,000.00), FOR THE CONTINUED USE OF THE GRIDICS LLC SOFTWARE APPLICATION FOR THE CREATION OF PROPRIETARY INNOVATIVE SOLUTIONS, TO IMPROVE PROCESSES AND TECHNOLOGY FOR THE DEPARTMENT OF PLANNING AND OFFICE OF ZONING; ALLOCATING FUNDS FROM THE DEPARTMENT OF PLANNING AND OFFICE OF ZONING, 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 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'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, under the Chief Procurement Officer's authority, Sole Source 16-17-031 was approved pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended ("City Code"), this sole source finding was approved up to Twenty -Five Thousand Dollars ($25,000.00) for the procurement of proprietary software solution from Gridics LLC ("Gridics") to improve processes and technology; and WHEREAS, the Department of Planning and Office of Zoning have reached the authorized Twenty -Five Thousand Dollars ($25,000.00) capacity for this Sole Source; and WHEREAS, the findings of the Chief Procurement Officer have been approved and adopted as the finding of the City Manager, 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 capacity increase for time and money for the continuity of use and services with Gridics for the creation of proprietary innovative solutions to improve processes and technology, 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 contract increase for a stated time, up to two (2) years, and payments, in an amount not to exceed Two Thousand Five Hundred Dollars ($2,500.00) monthly for a total of sixty thousand dollars ($60,000.00), for the continuity of use and services of the Gridics software application for the creation of proprietary innovative solutions, to improve processes and technology for the Department of Planning and Office of Zoning, is authorized.' Section 3. Funds to be allocated from the Department of Planning and Office of Zoning, subject to the availability of funds and budgetary approval at the time of need. Section 4. 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 City Code, including the City'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 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, City Attor ey 5/15/2018 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.