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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #5184 Date: 12/10/2018 Commission Meeting Date: 01/10/2019 Requesting Department: Department of Police Sponsored By: District Impacted: All Type: Resolution Subject: Accept Bid - Uninterruptible Power Supply Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, accepting the bid received on September 11, 2018 pursuant to IFB 923384 from EOLA Power, LLC ("EOLA") for the service and maintenance of uninterruptible power supply (UPS), semi-annually and on an emergency callback basis, for an initial contract term of three (3) years, with the option to renew for two (2) additional one (1) year periods, allocating funds from the City of Miami Police Department's General Account Fund 00001.191501.546000, and other sources of funds. 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 City of Miami ("City") has identified a need for service and maintenance of uninterruptible power supply (UPS) semi-annually and on an emergency callback basis during regular work hours. On August 15, 2018, the Department of Procurement ("Procurement") issued IFB No. 923384, for Service and Maintenance of Uninterruptible Power Supply (UPS). As required by the Procurement Code, the IFB was advertised and issued online. On September 11, 2018, at the bid closing, six (6) bids were received, one (1) bid was found to be non -responsive because they failed to bid on all line items as requested by the IFB. Procurement is recommending award to EOLA Power LLC, which met all requirements, per the bid specifications, and is the lowest responsive and responsible Bidder. The estimated contract amount is $60,395 annually, approximately $301,975 for all five (5) years in the aggregate. The funds will be allocated from the City of Miami Police Department's General Account Fund 00001.191501.546000, and other sources of funds. Budget Impact Analysis Item is NOT Related to Revenue Item is NOT funded by Bonds Item is an Expenditure Total Fiscal Impact: $ 60,395 Annually (Approximately $301,975 for five (5) years in the aggregate) General Account No.: 00001.191501.546000, and other sources of funds Department of Police Department of Police Department of Police Office of Management and Budget Office of Management and Budget Department of Procurement 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 Office of the City Clerk Reviewed B Jorge Blanco Ronald Papier Ronald Papier Luis Hernandez -Torres Christopher M Rose Annie Perez Valentin J Alvarez Nikolas Pascual Valentin J Alvarez Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office City Clerk's Office Initial Police Review Completed 12/13/2018 9:59 AM Police Chief Review Completed 12/19/2018 1:28 PM Department Head Review Completed 12/19/2018 1:28 PM Budget Analyst Review Completed 12/24/2018 9:11 AM Budget Review Completed 12/26/2018 4:07 PM Procurement Review Completed 12/27/2018 11:56 AM Legislative Division Review Completed 12/27/2018 1:02 PM City Manager Review Completed 12/27/2018 1:19 PM Deputy City Attorney Review Skipped 12/27/2018 8:27 AM Approved Form and Correctness Completed 12/27/2018 3:47 PM Meeting Completed 01/10/2019 9:00 AM Signed by the Mayor Completed 01/18/2019 2:35 PM Signed and Attested by the City Clerk Completed 01/18/2019 3:47 PM Rendered Completed 01/18/2019 3:48 PM City of Miami Legislation Resolution Enactment Number: R-19-0004 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 5184 Final Action Date:1/10/2019 A RESOLUTION OF THE MIAMI CITY COMMISSION, ACCEPTING THE BID RECEIVED SEPTEMBER 11, 2018, PURSUANT TO INVITATION FOR BID ("IFB") NO. 923384, FOR SERVICE AND MAINTENANCE OF UNINTERRUPTIBLE POWER SUPPLY (UPS) FROM EOLA POWER LLC, ("EOLA") THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER, FOR THE MIAMI POLICE DEPARTMENT ("MPD"), SEMI-ANNUALLY AND ON AN EMERGENCY CALLBACK BASIS, FOR AN INITIAL PERIOD OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM THE MPD'S GENERAL FUND ACCOUNT 00001.191501.546000, AND OTHER SOURCES OF FUNDS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER CONTRACT 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 Miami Police Department ("MPD") has a need for service and maintenance of its uninterruptible power supply ("UPS"); and WHEREAS, an UPS is a device that allows computers and similar devices to continue to run, at least for a short time, when the primary power supply is incapacitated or lost; and WHEREAS, on August 15, 2018, the Department of Procurement ("Procurement") issued Invitation for Bid ("IFB") No. 923384 to establish a contract for service and maintenance of the MPD's UPS semi-annually and on an emergency callback basis; and WHEREAS, bids in response to this IFB were received on September 11, 2018 and Eola Power, Inc. ("Eola") is the lowest responsive and responsible bidder; 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 bid received September 11, 2018, pursuant to IFB No. 923384, to establish a contract for the service and maintenance of the MPD's UPS from EOLA, the lowest responsive and responsible bidder, semi-annually and on an emergency callback basis, for an initial period of three (3) years, with the option to renew for two (2) additional one (1) year periods, is accepted. Section 3. Funds to be allocated from the MPD's General Account Fund, Account No. 00001.191501.546000, and other sources of funds, subject to the availability of funds and budgetary approval at the time of need. 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 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 12/27/2018 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.