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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #4802 Date: 09/25/2018 Commission Meeting Date: 10/25/2018 Requesting Department: Department of Procurement Sponsored By: District Impacted: All Type: Resolution Subject: Authorize Access Miami -Dade County Contract Pool for Electrical and Electronic Components Purpose of Item: The nature of this item is to establish a resolution of the City of Miami Commission, authorizing accessing of Miami -Dade County ("MDC") Contract No. 8757-1/18-1 for Electrical and Electronic Components, Parts and Supplies (Pre -Qualification Pool), 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 March 31, 2019, subject to any extensions and/or replacement contracts by MDC; allocating funds from the City of Miami's various sources of funds, subject to 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, 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 electronic components, parts and supplies for various departments. By accessing the MDC Contract No. 8757-1/18-1, it 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 an option to renew ("OTR") for one (1) additional five (5) year period and will expire on March 31, 2019. The estimated fiscal impact is approximately $233,000.00 in the aggregate for the remainder of the OTR period. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $233,000.00 - Approximate aggregate General Account No: City General Fund Account 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 Annie Perez Pedro Lacret Christopher M Rose Sandra Bridgeman Nikolas Pascual Valentin J Alvarez Valentin J Alvarez Victoria Mendez Nicole Ewan Mayor's Office City Clerk's Office City Clerk's Office Department Head Review Completed 09/27/2018 10:57 AM Budget Analyst Review Completed 10/02/2018 12:05 PM Budget Review Completed 10/05/2018 10:56 AM Assistant City Manager Review Completed 10/11/2018 9:38 AM City Manager Review Completed 10/11/2018 11:06 AM Legislative Division Review Completed 10/11/2018 11:24 AM Deputy City Attorney Review Skipped 10/11/2018 11:24 AM Approved Form and Correctness Completed 10/15/2018 4:21 PM Meeting Completed 10/25/2018 9:00 AM Signed by the Mayor Completed 11/02/2018 4:09 PM Signed and Attested by the City Clerk Completed 11/02/2018 4:27 PM Rendered Completed 11/02/2018 4:27 PM City of Miami Legislation Resolution Enactment Number: R-18-0471 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 4802 Final Action Date:10/25/2018 A RESOLUTION OF THE MIAMI CITY COMMISSION, AUTHORIZING THE ACCESSING OF MIAMI-DADE COUNTY ("MDC") CONTRACT NO. 8757-1/18-1 FOR ELECTRICAL AND ELECTRONIC COMPONENTS, PARTS AND SUPPLIES (PRE - QUALIFICATION POOL), PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), 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 MARCH 31, 2019, SUBJECT TO ANY EXTENSIONS AND/OR REPLACEMENT CONTRACTS BY MDC; ALLOCATING FUNDS FROM THE CITY OF MIAMI'S ("CITY") VARIOUS SOURCES OF FUNDS, SUBJECT TO 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 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, the "accessing" of Miami -Dade County ("MDC") Contract No. 8757-1/18-1, Electrical and Electronic Components, Parts and Supplies ("Pre -Qualification Pool"), will enable City of Miami ("City") departments to procure said materials, at a fair competitive rate that is acceptable to the City; 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 also 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 electrical and electronic components, parts, and supplies, for Citywide use, pursuant to Section 18-111 of the City Code, utilizing the competitively solicited and existing MDC Contract No. 8757-1/18-1, Electrical and Electronic Components, Parts and Supplies (Pre -Qualification Pool), with various vendors, which was competitively solicited for an initial term of five (5) years, an option to renew for one (1) additional five (5) year period, and which will expire on March 31, 2019, subject to any extensions and/or replacement contracts by MDC, is authorized. Section 3. Funds to be allocated from the City's various sources of funds, subject to the availability of funds and budgetary approval at time of need. Section 3. 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 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 4. 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 10/15/2018 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.