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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #4193 Date: 05/30/2018 Commission Meeting Date: 06/28/2018 Requesting Department: Office of Grants Administration Sponsored By: District Impacted: All Type: Resolution Subject: Increase Grant Capacity - Families First Parenting Program Meal Services Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, pursuant to IFB 534382 for meal services for the Families First Parenting Program for the Department of Grants Administration ("Grants"), increasing the contract capacity beyond the City Manager approved $50,000.00, with The ILS Group, LLC dba Classic Caterers ("Classic Caterers") to cover expenses through the completion of the current program cycle, August 31, 2018, allocating funds from The Children's Trust Grant and other funding sources, subject to the availability of funds and budget 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 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: On October 19, 2015, the Department of Procurement ("Procurement") issued IFB No. 534382, Families First Parenting Program Meal Services, under full and open competition. On December 15, 2015, a contract was awarded to Classic Caterers under the City Manager's authority of $50,000.00. Grants has expressed a need to increase the capacity to cover expenses for the remainder of the 2017-2018 program, through August 31, 2018. The estimated final cost for this contract is $83,000.00. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $33,000.00 (Total project spend including increase $83,000.00) Office of Grants Administration 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 Lillian P Blondet Jacques Joseph Christopher M Rose Sandra Bridgeman Nikolas Pascual Valentin J Alvarez Victoria Mendez Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office City Clerk's Office Department Head Review Budget Analyst Review Budget Review Assistant City Manager Review City Manager Review Legislative Division Review Deputy City Attorney Review Approved Form and Correctness Meeting Signed by the Mayor Signed and Attested by the City Rendered Completed Completed Completed Completed Completed Completed Skipped Completed Completed Completed Clerk Completed Completed 05/30/2018 1:45 PM 06/01/2018 10:26 AM 06/03/2018 11:44 AM 06/14/2018 5:08 PM 06/15/2018 3:17 PM 06/15/2018 4:18 PM 06/15/2018 4:19 PM 06/15/2018 4:20 PM 06/28/2018 9:00 AM 07/09/2018 4:39 PM 07/09/2018 5:14 PM 07/09/2018 5:14 PM City of Miami Legislation Resolution Enactment Number: R-18-0258 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 4193 Final Action Date:6/28/2018 A RESOLUTION OF THE MIAMI CITY COMMISSION AUTHORIZING AN INCREASE IN THE CONTRACT CAPACITY BEYOND THE CITY MANAGER APPROVED FIFTY THOUSAND DOLLARS ($50,000.00) FOR THE PROVISION OF MEAL SERVICES FOR THE FAMILIES FIRST PARENTING PROGRAM, AS MANDATED BY THE CHILDREN'S TRUST FAMILIES FIRST PROGRAM, PURSUANT TO INVITATION FOR BID ("IFB") 534382, BETWEEN THE CITY OF MIAMI AND THE ILS GROUP, LLC D/B/A CLASSIC CATERERS ("CLASSIC CATERERS"), AUTHORIZED PURSUANT TO THE CITY MANAGER'S APPROVAL ON DECEMBER 15, 2015, ALLOCATING FUNDS FROM THE CHILDREN'S TRUST GRANT, SUBJECT TO 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, on December 15, 2015, the City Manager, approved the award of Invitation for Bids ("IFB") 534382, Families First Parenting Program Meal Services with ILS Group, LLC dba Classic Caterers, for the provision of meal services for the Families First Parenting Program as mandated by The Children's Trust, by which the program is funded for the Department of Grant Administration ("Grants"); and WHEREAS, Grants has indicated a need to increase the contract capacity beyond the City Manager approved amount of fifty thousand dollars ($50,000.00) by thirty three thousand dollars ($33,000.00) to cover expenses through the completion of the current program cycle; and WHEREAS, authorization is being requested for 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. 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 increase in capacity by thirty three thousand dollars ($33,000.00) for meal services for the Families First Parenting Program, beyond the City Manager approved amount of fifty thousand dollars ($50,000.00) is approved, for a total amount, as increased herein, is eighty three thousand ($83,000.00) dollars. Section 3. Funds to be allocated from the Children's Trust Grant. Section 4. 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"), 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 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, ity kkor ey 6/15/2018 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 Code provisions. 2 This Resolution shall become effective as specified herein unless vetoed by the Mayor does within (10) 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.