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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #5687 Date: 03/25/2019 Commission Meeting Date: 05/09/2019 Requesting Department: Department of Police Sponsored By: District Impacted: All Type: Resolution Subject: Allocate Funds - The Peavey Corporation Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, pursuant to IFB 995381 to establish a contract for the provision of evidence tape and associated items, with The Peavey Corporation DBA Lynn Peavey Company ("Lynn Peavey") 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's Police Department ("Police") General Account Number 00001.191501.552100.0000.00000, and other 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: On January 17, 2019, Procurement issued IFB No. 995381, under full and open competition. As required by the Procurement Code, the IFB was advertised and issued online. On February 13, 2019, at the bid closing two (2) bids were received. Both bids were evaluated and tabulated following the guidelines directed in the IFB. The bid received from Tri-Tech, Inc. was deemed non -responsive as the company failed to bid on all items as required by the IFB. Procurement is recommending award to Lynn Peavey the lowest responsive and responsible Bidder, per bid specifications. The estimated contract amount is $36,287.22 annually, approximately $181, 436, 10 for all five (5) years in the aggregate. Budget Impact Analysis Item has NOT an Expenditure Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $ 36,287.22 Annually (Approximately $181,436.10 for five (5) years in the aggregate) General Account No.: 00001.191501.552100.0000.00000, and other sources of funds Department of Police Department of Police Department of Police Office of Management and Budget Office of Management and Budget 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 Jorge Blanco Ronald Papier Ronald Papier Luis Hernandez -Torres Christopher M Rose Nikolas Pascual Valentin J Alvarez Valentin J Alvarez Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office City Clerk's Office Initial Police Review Completed 03/25/2019 4:38 PM Police Chief Review Completed 03/25/2019 5:12 PM Department Head Review Completed 03/25/2019 5:12 PM Budget Analyst Review Completed 03/27/2019 4:15 PM Budget Review Completed 03/28/2019 12:18 AM City Manager Review Completed 04/01/2019 11:57 AM Legislative Division Review Completed 04/09/2019 2:15 PM Deputy City Attorney Review Skipped 04/08/2019 2:08 PM Approved Form and Correctness Completed 04/11/2019 6:19 PM Meeting Completed 05/09/2019 9:00 AM Signed by the Mayor Completed 05/20/2019 2:30 PM Signed and Attested by the City Clerk Completed 05/20/2019 3:17 PM Rendered Completed 05/20/2019 3:18 PM City of Miami Legislation Resolution Enactment Number: R-19-0172 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 5687 Final Action Date:5/9/2019 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BID RECEIVED ON FEBRUARY 13, 2019, PURSUANT TO INVITATION FOR BID ("IFB") NO. 995381 FOR EVIDENCE TAPE AND ASSOCIATED ITEMS FROM PEAVEY CORPORATION, DBA LYNN PEAVEY COMPANY ("LYNN PEAVEY"), THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER, FOR THE MIAMI POLICE DEPARTMENT ("POLICE"), ON AN AS NEEDED BASIS, FOR AN INITIAL TERM OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS, ALLOCATING FUNDS FROM POLICE'S GENERAL ACCOUNT NO. 00001.191501.552100.0000.00000, AND OTHER 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 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 ("Police") has a need for evidence tape and associated items; and WHEREAS, on January 17, 2019 the City of Miami's ("City") Department of Procurement ("Procurement") issued Invitation for Bid ("IFB") No. 995381, to establish a contract for evidence tape and associated items for an initial term of three (3) years, with the option to renew for two (2) additional one (1) year periods. 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 February 13, 2019, pursuant to IFB No. 995381, from Lynn Peavey, the lowest responsive and responsible bidder, for an initial term of three (3) years, with the option to renew for two (2) additional one (1) year periods, for a total term, inclusive of renewals, of five (5) years, is approved. Section 3. Funds to be allocated from Police's General Account Number 00001.191501.552100.0000.00000, 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'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.