HomeMy WebLinkAboutAgenda Item Summary FormDate: 09/23/2019
AGENDA ITEM SUMMARY FORM
File ID: #6555
Requesting Department: Office of the City
Attorney
Commission Meeting Date: 11/21/2019 Sponsored By:
District Impacted: All
Type: Resolution
Subject: Invitation for Bid - Online Public Records Request Portal
Purpose of Item:
The nature of this item is to authorize a resolution of the Miami City Commission
approving an increase in capacity beyond the City Manager's authority of $50,000 for
Invitation for Bid ("IFB") 597382, Online Public Records Request Portal with
NextRequest Co., for the City Attorney's Office ("CAO"), allocating funds from CAO's
account no. 00001.980000.531010.0.0 and other funding sources, 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 City of Miami's Law Department (Law) has a continued need for maintenance
services for the online public records request portal that was awarded under current
contract IFB 597382, approved under the City Manager's authorized spending limit of
$50,000 on April 6, 2016, for an initial term of three (3) years with the option to renew
(OTR) for two (2) additional one (1) year periods. The contract is in the first renewal,
and will expire on May 31, 2020, and to date $56,823 has been expended. The CAO
has expressed the need to exercise the first OTR, however, the authorized spending
capacity of $50,000 has been exceeded before the first OTR is executed. This
resolution authorizing an increase in capacity will allow the CAO to continue to utilize
this contract through the first and second OTR.
Budget Impact Analysis
Item is NOT Related to Revenue
Item is an Expenditure
Item is NOT funded by Bonds
Total Fiscal Impact:
Approximately $31,906.00 for remaining two years of the contract
General Account No.: 00001.980000.531010.0.0
Office of Management and Budget
Office of Management and Budget
Legislative Division
Office of the City Attorney
Office of the City Attorney
Office of the City Attorney
City Commission
Legislative Division
Office of the Mayor
Office of the City Clerk
Office of the City Attorney
Office of the City Attorney
Office of the City Attorney
Office of the City Clerk
Reviewed B
Aniska Elliott
Christopher M Rose
Valentin J Alvarez
Pablo Velez
Barnaby L. Min
Victoria Mendez
Maricarmen Lopez
Valentin J Alvarez
Mayor's Office
City Clerk's Office
Pablo Velez
Barnaby L. Min
Victoria Mendez
City Clerk's Office
Budget Analyst Review Completed
Budget Review Completed
Legislative Division Review Completed
ACA REVIEW Completed
Deputy City Attorney Review Completed
Approved Form and Correctness Completed
Meeting Completed
Legislative Division Review Completed
Unsigned by the Mayor Completed
Signed and Attested by the City Clerk Completed
ACA Review Completed
Deputy Attorney Review Completed
Approved Form and Correctness with Modification(s)
Rendered Completed
09/23/2019 11:08 AM
09/26/2019 5:06 PM
10/16/2019 6:05 PM
10/17/2019 11:44 AM
10/17/2019 1:24 PM
10/24/2019 7:11 PM
11/21/2019 9:00 AM
11/26/2019 9:19 AM
12/03/2019 5:15 PM
12/03/2019 5:53 PM
02/04/2020 2:19 PM
02/04/2020 6:00 PM
Completed
02/10/2020 4:47 PM
City of Miami
Legislation
Resolution
Enactment Number: R-19-0455
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File Number: 6555 Final Action Date:11/21/2019
A RESOLUTION OF THE MIAMI CITY COMMISSION PURSUANT TO SECTION 18-
86(B) OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY
CODE"), AUTHORIZING AN INCREASE IN CONTRACT CAPACITY FOR INVITATION
FOR BID ("IFB") NO. 597382 FOR AN ONLINE PUBLIC RECORDS REQUEST
PORTAL WITH NEXTREQUEST CO., A FOREIGN PROFIT CORPORATION
AUTHORIZED TO CONDUCT BUSINESS IN THE STATE OF FLORIDA
("NEXTREQUEST"), FOR THE CITY OF MIAMI ("CITY") FOR A TOTAL NOT TO
EXCEED AMOUNT OF THIRTY ONE THOUSAND NINE HUNDRED SIX DOLLARS
($31,906.00) FOR THE TWO (2) ONE (1) YEAR OPTIONS TO RENEW; ALLOCATING
FUNDS FROM ACCOUNT NO. 00001.980000.531010.0.0 AND SUCH OTHER
FUNDING SOURCES SUBJECT TO THE AVAILABILITY OF FUNDS AND
BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY
MANAGER TO EXECUTE THE OPTIONS TO RENEW, SUBJECT TO ALL
ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS,
COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE 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, AND ALL IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS
MAY BE DEEMED NECESSARY FOR SAID PURPOSE.
WHEREAS, the City of Miami ("City") has an ongoing need for the maintenance of its
current online public records request portal ("Services"); and
WHEREAS, on April 6, 2016, pursuant to Invitation for Bid ("IFB") No. 597382 for an
Online Public Records Request Portal, NextRequest Co., a foreign profit corporation authorized
to conduct business in the State of Florida ("NextRequest"), was awarded a contract under the
City Manager's authorized threshold of Fifty Thousand Dollars ($50,000.00) for an initial three
(3) year period pursuant to Section 18-86(b) of the Code of the City of Miami, Florida, as
amended ("City Code"); and
WHEREAS, the City is satisfied with the services provided by NextRequest and requires
an increase in contract capacity for IFB No. 597382 for a total not to exceed amount of Thirty -
One Thousand Nine Hundred Six Dollars ($31,906.00) for the two (2) one (1) year options to
renew;
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. Pursuant to Section 18-86(b) of the City Code, the increase in contract
capacity for IFB No. 597382 for an Online Public Records Request Portal with NextRequest for
ongoing maintenance services for the City for a total not to exceed amount of Thirty -One
Thousand Nine Hundred Six Dollars ($31,906.00) for the two (2) one (1) year options to renew
is approved.
Section 3. Funds are allocated from Account No. 00001.980000.531010.0.0 and such
other funding sources subject to the availability of funds and budgetary approval at the time of
need.
Section 4. The City Manager is authorized' to execute the options to renew, subject to
all allocations, appropriations, prior budgetary approvals, compliance with all applicable
provisions of the 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, and all in a
form acceptable to the City Attorney as may be deemed 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 10/24/2019
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.