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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #4922 Date: 10/04/2018 Commission Meeting Date: 11/15/2018 Requesting Department: Department of GSA and Department of Fire Rescue Sponsored By: District Impacted: All Type: Resolution Subject: Accept Bid - OEM and Aftermarket Vehicle Parts, Services and Repairs Purpose of Item: The nature of this item is to authorize a resolution of the City of Miami Commission accepting the bids received on May 15, 2018, pursuant to IFB No. 708382, from Various Vendors, to provide OEM & Aftermarket Vehicle Parts, Services, and Repairs for City Vehicles, for a contract term of three (3) years with the option to renew for two (2) additional two (2) year periods, allocating funds from various sources of funds and from the user department and agency, 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 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 General Services Administration Department ("GSA") and Fire -Rescue Department ("Fire -Rescue") has a need for OEM & aftermarket vehicle parts, services, and repairs for City vehicles. On May 15, 2018, the Department of Procurement ("Procurement") issued IFB No. 708382. As required by the Procurement Code, the IFB was advertised and issued online. On April 18, 2018, at the bid opening, twenty-two (22) bids were received. Two (2) bids were deemed non -responsive for not submitting responses, in accordance with Section 1.78, Submission and Receipt of Responses. The other bids were found responsive and subsequently tabulated. Procurement is recommending award to various vendors, per bid specifications. The estimated annual contract amount is $2,000,000.00 per year (aggregate of $14,000,000.00 for seven (7) years). Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $2,000,000.00 (aggregate of $14,000,000.00 for seven (7) years) General Account No:As required by the Department Department of General Services Administration Head Review Department of Fire -Rescue Department of Fire -Rescue Department of Fire -Rescue 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 Completed Ty McGann Johnny Duran Eloy Garcia Aniska Elliott Christopher M Rose Sandra Bridgeman Nikolas Pascual Valentin J Alvarez Valentin J Alvarez Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office City Clerk's Office Ricardo Falero 10/04/2018 2:51 PM Fire Department Head Review Fire Budget Review Fire Chief 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 Clerk Rendered GSA Department Completed Completed Completed Completed Completed Completed Completed Completed Skipped Completed Completed Completed Completed Completed 10/10/2018 1:02 PM 10/10/2018 2:43 PM 10/10/2018 2:53 PM 10/12/2018 2:09 PM 10/15/2018 4:40 AM 10/25/2018 5:21 PM 10/25/2018 5:24 PM 10/25/2018 5:47 PM 10/25/2018 5:47 PM 11/01/2018 6:48 PM 11/15/2018 9:00 AM 11/26/2018 3:34 PM 11/26/2018 4:01 PM 11/26/2018 4:02 PM City of Miami Legislation Resolution Enactment Number: R-18-0508 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 4922 Final Action Date:11/15/2018 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BID RECEIVED ON MAY 15, 2018, PURSUANT TO INVITATION FOR BID NO. 708382, FOR ORIGINAL EQUIPMENT MANUFACTURER ("OEM") & AFTERMARKET VEHICLE PARTS, SERVICES, AND REPAIRS FOR CITY OF MIAMI ("CITY") VEHICLES FROM VARIOUS VENDORS, FOR THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION AND THE DEPARTMENT OF FIRE -RESCUE, FOR AN INITIAL PERIOD OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL TWO (2) YEAR PERIODS; ALLOCATING FUNDS FROM THE USER DEPARTMENTS, THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION AND THE DEPARTMENT OF FIRE -RESCUE, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING ADDITIONAL VENDORS TO BE ADDED TO THE CONTRACT; 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'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, Department of General Services Administration ("GSA") and the Department of Fire -Rescue ("Fire") have a need for original equipment manufacturer ("OEM") & aftermarket vehicle parts, services, and repairs for City of Miami ("City") Vehicles; and WHEREAS, the City issued Invitation for Bid ("IFB") 708382, to establish a contract for said services; 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 bids received on May 15, 2018, pursuant to IFB 708382, to establish a contract for OEM & aftermarket vehicle parts, services, and repairs for City vehicles, from various vendors as the responsive and responsible bidders, on an as -needed basis, for an initial period of three (3) years with the option to renew for two (2) additional two (2) year periods, is accepted. Section 3. Funds to be allocated from the user departments, GSA and Fire, subject to the availability of funds and budgetary approval at time of need. Section 4. Authorizing additional vendors to be added to the contract. Section 5. The City Manager is hereby authorized1 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, City tutor ey 11/1/2018 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.