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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #5686 Date: 03/25/2019 Commission Meeting Date: 05/09/2019 Requesting Department: Department of Building Sponsored By: District Impacted: All Type: Resolution Subject: Authorizing Access - Miami -Dade County Contract for Reproduction Purpose of Item: The nature of this item is to authorize a resolution of the City of Miami Commission, authorizing the accessing of the Miami -Dade County ("MDC") Contract No. 8254-1/22-1, for Reproduction and Binding Services, for the Building Department ("Building"), pursuant to Section 18-111 of the Code of the City of Miami, Florida as amended ("City Code"), with various pre -qualified pool of vendors, which was competitively solicited effective through October 31, 2022; subject to any renewals, extensions and/or replacement contracts by MDC; allocating funds from Building's account no. 04004.282000.534000.0000.00000, subject to the availability of funds and budgetary approval at 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 approvals 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 July 25, 2018, the City Manager under his delegated authority of up to $50,000, approved the use of MDC Contract No.8254-1/22-1, for Reproduction and Binding Services. Building has since re-evaluated the usage of this contract and has found the need to fully access this contract to accommodate the volume of documents requiring scanning and to better support the demands of the City's electronic plans initiative. Budget Impact Analysis Item has NOT an Expenditure Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: Approximately $300,000.00 a year (Three (3) year aggregate total of $900,000.00) General Account No.:04004.282000.534000.0000.00000 and other funding sources Department of Building Office of Management and Budget Office of Management and Budget Department of Risk Management Department of Procurement City Manager's Office 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 Anna Medina Fred Pericles Christopher M Rose Ann -Marie Sharpe Annie Perez Nzeribe Ihekwaba Valentin J Alvarez Nikolas Pascual Valentin J Alvarez Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office City Clerk's Office Department Head Review Completed 04/09/2019 4:37 PM Budget Analyst Review Completed 04/22/2019 11:06 AM Budget Review Completed 04/23/2019 9:26 AM Risk Review Completed 04/23/2019 9:47 AM Procurement Review Completed 04/23/2019 6:29 PM Assistant City Manager Review Completed 04/24/2019 3:44 AM Legislative Division Review Completed 04/25/2019 9:14 AM City Manager Review Completed 04/25/2019 11:01 AM Deputy City Attorney Review Skipped 04/25/2019 9:17 AM Approved Form and Correctness Completed 04/29/2019 5:46 PM Meeting Completed 05/09/2019 9:00 AM Signed by the Mayor Completed 05/20/2019 11:26 AM Signed and Attested by the City Clerk Completed 05/20/2019 3:20 PM Rendered Completed 05/20/2019 3:20 PM City of Miami Legislation Resolution Enactment Number: R-19-0170 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 5686 Final Action Date:5/9/2019 A RESOLUTION OF THE CITY OF MIAMI COMMISSION AUTHORIZING THE ACCESSING OF THE MIAMI-DADE COUNTY ("MDC") CONTRACT NO. 8254-1/22-1, FOR REPRODUCTION AND BINDING SERVICES FROM VARIOUS VENDORS, FOR THE BUILDING DEPARTMENT ("BUILDING"), PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), WITH VARIOUS PRE -QUALIFIED POOL OF VENDORS, WHICH WAS COMPETITIVELY SOLICITED AND EFFECTIVE THROUGH OCTOBER 31, 2022, SUBJECT TO ANY RENEWALS, EXTENSIONS AND/OR REPLACEMENT CONTRACTS BY MDC; ALLOCATING FUNDS FROM BUILDING'S ACCOUNT NO. 04004.282000.534000.0000.00000, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT 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 APPROVALS HAVING BEEN PREVIOUSLY MADE, AND IN COMPLIANCE WITH APPLICABLE PROVISIONS OF THE 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 July 25, 2018, the City Manager approved under his delegated authority the accessing of Miami -Dade County ("MDC") Contract No. 8254-1/22-1 for reproduction and binding services, from various vendors, for up to $50,000.00; and WHEREAS, the Building Department ("Building") is offering digitization services for paper submissions to help support a full transition to Electronic Plan Review ("EPR") and improve overall customer experience by providing this service to their customers; and WHEREAS, Building has re-evaluated the usage of this contract and has found the need to fully access this contract, to accommodate the volume of documents requiring scanning, and to better support the demands of the City's EPR initiative; 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 accessing of the MDC contract for reproduction and binding services, from various vendors, utilizing the competitively solicited MDC Contract No. 8254-1/22-1, effective through October 31, 2022, is approved. Section 3. Funds to be allocated from Building, subject to the availability of funds and budgetary approval, at 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 approvals 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, City Attor ey 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.