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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #5960 Date: 05/28/2019 Commission Meeting Date: 07/11/2019 Requesting Department: Department of Procurement Sponsored By: District Impacted: All Type: Resolution Subject: Invitation for Bid - Purchase of Promotional Items Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, pursuant to IFB 1018381 to establish a pre -qualified pool for promotional Items from: 4imprint, Inc., Awards LLC dba Trophy World, Inc., Figment Designs, Inc., Ibiley Uniform, Inc., Holsen, Inc., Prison Rehabilitative Industries & Diversified Enterprises, Inc. dba Pride Enterprises, Promotions Rock, LLC, and World of Promotions Corp., for an initial term of five (5) years with the option to renew for five (5) additional one (1) year periods, from the City of Miami's various sources of funds from the user Departments and Agencies, 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 February 20, 2019, Procurement issued IFB No. 1018381, under full and open competition. As required by the Procurement Code, the IFB was advertised and issued online. On March 26, 2019, at the bid closing ten (10) bids were received. All bid responses were evaluated and tabulated following the guidelines directed in the IFB, two bids were deemed non -responsive. The bid received from Annette Green dba Coins Direct was deemed non -responsive as the company failed to submit the Bid Submittal Form as well as documentation to satisfy the three (3) year experience as required by the IFB; and the bid received from Vetmeds, was deemed non -responsive as the company failed to provide the URL for the firm's website that included the catalog of promotional items as required by the IFB. Procurement is recommending award to 4imprint, Inc., Awards LLC dba Trophy World, Inc., Figment Designs, Inc., lbiley Uniform, Inc., Holsen, Inc., Prison Rehabilitative Industries & Diversified Enterprises, Inc. dba Pride Enterprises, Promotions Rock, LLC, and World of Promotions Corp., whom were deemed responsive and subsequently met all requirements for inclusion in the pre -qualification pool. The estimated contract amount is $82,600.00 annually, approximately $826,000.00 in the aggregate for the term and option to renew. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $ 82,600,00 Annually ($826,000.00 in the aggregate for the term and option to renew). General Account No.: Various sources of funds from the user Departments and Agencies. 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 Marta Gomez Valentin J Alvarez Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office City Clerk's Office Department Head Review Completed 06/04/2019 4:26 PM Budget Analyst Review Completed 06/12/2019 2:16 PM Budget Review Completed 06/13/2019 6:05 PM Assistant City Manager Review Completed 06/17/2019 12:48 PM City Manager Review Completed 06/18/2019 11:06 AM Legislative Division Review Completed 06/18/2019 11:09 AM Deputy City Attorney Review Skipped 06/11/2019 9:46 AM Approved Form and Correctness Completed 06/18/2019 6:38 PM Meeting Completed 07/11/2019 9:00 AM Signed by the Mayor Completed 07/19/2019 1:34 PM Signed and Attested by the City Clerk Completed 07/19/2019 2:06 PM Rendered Completed 07/19/2019 2:06 PM City of Miami Legislation Resolution Enactment Number: R-19-0267 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 5960 Final Action Date:7/11/2019 A RESOLUTION OF THE MIAMI CITY COMMISSION, ACCEPTING THE BIDS RECEIVED ON MARCH 26, 2019, PURSUANT TO INVITATION FOR BID ("IFB") 1018381 FROM 4IMPRINT, INC., AWARDS LLC, DBA TROPHY WORLD, INC., FIGMENT DESIGN, INC., IBILEY UNIFORM, INC., HOLSEN, INC., PRISON REHABILITATIVE INDUSTRIES & DIVERSIFIED ENTERPRISES, INC., DBA PRIDE ENTERPRISES, PROMOTIONS ROCK, LLC, AND WORLD OF PROMOTIONS CORP., TO ESTABLISH A PRE -QUALIFICATION POOL FOR THE PURCHASE OF PROMOTIONAL ITEMS, CITYWIDE, ON AN AS NEEDED BASIS, FOR AN INITIAL TERM OF FIVE (5) YEARS, WITH THE OPTION TO RENEW FOR FIVE (5) ADDITIONAL ONE (1) YEAR PERIODS, ALLOCATING FUNDS FROM THE CITY OF MIAMI'S VARIOUS SOURCES OF FUNDS FROM THE USER DEPARTMENTS AND AGENCIES, 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, various City of Miami ("City") Departments have a need to purchase promotional items; and WHEREAS, on February 20, 2019, the City's Department of Procurement ("Procurement") issued Invitation for Bid ("IFB") No. 1018381, to establish a pre -qualified pool for the purchase of promotional items for an initial term of five (5) years with the option to renew for five (5) 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 bids received March 26, 2019, pursuant to IFB No. 1018381, to establish a pre -qualified pool for the purchase of promotional Items from 4imprint, Inc., Awards LLC, dba Trophy World, Inc., Figment Design, Inc., Ibiley Uniform, Inc., Holsen, Inc., Prison Rehabilitative Industries & Diversified Enterprises, Inc., dba Pride Enterprises, Promotions Rock, LLC, and World of Promotions Corp., are accepted. Section 3. Funds to be allocated from the City's various sources of funds from the various user Departments and Agencies, subject to 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 all 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, ity Attor ey 6/18/2019 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.