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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #6569 Date: 09/25/2019 Commission Meeting Date: 11/21/2019 Requesting Department: Department of General Services Administration Sponsored By: District Impacted: District 2 Type: Resolution Subject: Bid Waiver - Custodial Services at City Hall Purpose of Item: A resolution of the Miami City Commission, with attachment(s), by a four -fifths (4/5ths) affirmative vote, after an advertised public hearing, ratifying, confirming, and approving the City Manager's recommendation and written findings, pursuant to Section 18-85(a) of the Code of the City of Miami, Florida, as amended; waiving the requirements for competitive sealed bidding methods as not being practicable or advantageous to the City of Miami ("City") to establish a contract for the provision of custodial services ("Services") at City Hall by United Community Options of South Florida, Inc. d/b/a United Community Options of Miami ("UCO") for the City's General Services Administration Department ("GSA"), for a period of three (3) years with the option to renew for two (2) additional one (1) year periods, allocating funds from account no. 05001.242000.534000.0000.00000 and other funding sources, subject to the availability of funds and budget approval at the time of need; authorizing the City Manager to negotiate and execute an agreement in substantially the attached form, and 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 laws and regulations, as may be necessary for said purpose. Background of Item: In September of 2014, UCO under the name of United Cerebral Palsy of Miami, Inc. was awarded a contract to provide custodial services for City Hall. The mission of UCO is to positively impact the quality of life for people with cerebral palsy and other developmental disabilities and their families, as well as others with similar needs, by providing support and services with aide in the achievement of their goals and desires. UCO works to provide programs and services which meet the special needs of each child and adult, nurturing their talents and abilities in order to help them reach their greatest potential. UCO believes that regardless of the physical and mental challenges they may face, individuals with disabilities are entitled to live in and belong to a community where they are accepted and included with dignity and respect. In continued support of this social cause, this request would constitute the continued assignment of City Hall custodial services to United Community Options of Miami formerly United Cerebral Palsy of Miami, Inc. The annual cost of services will have a value of $77,541.30 ($387,706.50 for the entire term including options to renew). Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $77,541.30 ($387,706.50 in the aggregate) General Account No.: 05001.242000.534000.0000.00000 Reviewed B Department of General Services Administration Review Completed 10/08/2019 10:33 AM Office of Management and Budget Aniska Elliott Office of Management and Budget Christopher M Rose City Manager's Office City Manager's Office Legislative Division Office of the City Attorney 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 Sandra Bridgeman Nikolas Pascual Valentin J Alvarez Pablo Velez Barnaby L. Min Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office City Clerk's Office Ricardo Falero Budget Analyst Review Budget Review Assistant City Manager Review City Manager Review Legislative Division Review ACA Review Deputy City Attorney Review Approved Form and Correctness Meeting Unsigned by the Mayor Signed and Attested by the City Clerk Rendered Department Head Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed 10/08/2019 11:06 AM 10/08/2019 2:41 PM 10/23/2019 10:32 AM 10/23/2019 11:46 AM 10/28/2019 2:28 PM 11/06/2019 6:21 PM 11/07/2019 11:06 AM 11/07/2019 5:08 PM 11/21/2019 9:00 AM 12/03/2019 5:11 PM 12/03/2019 5:58 PM 12/03/2019 5:59 PM City of Miami Legislation Resolution Enactment Number: R-19-0487 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 6569 Final Action Date:11/21/2019 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, CONFIRMING, AND APPROVING THE CITY MANAGER'S RECOMMENDATION AND WRITTEN FINDINGS PURSUANT TO SECTION 18-85(A) OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"); WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING METHODS AS NOT BEING PRACTICABLE OR ADVANTAGEOUS TO THE CITY OF MIAMI ("CITY") TO ESTABLISH A CONTRACT FOR THE PROVISION OF CUSTODIAL SERVICES ("SERVICES") AT CITY HALL BY UNITED COMMUNITY OPTIONS OF SOUTH FLORIDA, INC., A FLORIDA NOT FOR PROFIT CORPORATION D/B/A UNITED OPTIONS OF MIAMI, FOR THE CITY'S GENERAL SERVICES ADMINISTRATION DEPARTMENT ("GSA") FOR AN INITIAL PERIOD OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM GSA ACCOUNT NO. 05001.242000.534000.0000.00000 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 AN AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID PURPOSE; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, AND PRIOR BUDGETARY APPROVALS, IN 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, ALL IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND ALL IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, in September 2014, the City of Miami ("City") awarded a bid waiver contract to United Community Options of South Florida, Inc., a Florida not for profit corporation d/b/a United Options of Miami f/k/a United Cerebral Palsy of Miami, Inc. ("UCO"), for the provision of the custodial services for the City's General Services Administration Department ("GSA") at City Hall ("Services"); and WHEREAS, the mission of the UCO is to positively impact the quality of life for people with developmental disabilities and such other similar needs, via the provision of employment opportunities such as the provision of said Services; and WHEREAS, the City has a continued need for the provision of said Services and wishes to continue its support of the UCO mission; 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. By a four -fifths (4/5ths) affirmative vote, after an advertised public hearing, the City Manager's recommendation and written findings that the requirements for competitive sealed bidding methods are not practicable or advantageous to the City and waiving said requirements pursuant to Section 18-85(a) of the Code of the City of Miami, Florida, as amended ("City Code"), are ratified, confirmed, and approved. Section 3. Funds are allocated from GSA Account No. 05001.242000.534000.0000.00000 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 an agreement, in a form acceptable to the City Attorney, with UCO for the provision of said Services for an initial period of three (3) years, with the option to renew for two (2) additional one (1) year periods. Section 5. The City Manager is further authorized' to negotiate and execute any and all other documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, and prior budgetary approvals, in 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, all in a form acceptable to the City Attorney, and all in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 6. 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 ) 11/7/2019 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.