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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #6942 Date: Commission Meeting Date: 01/23/2020 Requesting Department: Department of Parks and Recreation Sponsored By: District Impacted: All Type: Resolution Subject: Accept Bid - Meals for Adult Care Food Program Purpose of Item: The nature of this item is to authorize a Resolution with attachments of the Miami City Commission, accepting the bids received on July 16, 2019 pursuant to IFB 1064383 from Randazzo Catering, Inc dba Creative Tastes Catering, ("Creative Tastes") Primary Vendor and Red Chair Catering LLC ("Red Chair") Secondary Vendor, the lowest and second lowest responsive and responsible Bidders for the provision of Meals for the Adult Care Food Program, on an as needed basis, for an initial contract term of two (2) years, with the option to renew for two (2) additional two (2) year periods, allocating funds from various sources of funds from the Parks and Recreation Department ("Parks"), subject to the availability of funds and budgetary approval, at the time of need; Authorizing the City Manager to execute the State of Florida's contract in a form acceptable to the City Attorney that allows the City to participate in the State's Adult Care Food Program, 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: Parks has identified a need for the provision of meals for an Adult Care Food Program, on an as needed basis. On June 14, 2019, the Department of Procurement ("Procurement") on behalf of Parks, issued IFB No. 1064383, Meals for an Adult Care Food Program. As required by the Procurement Code, the IFB was advertised and issued on-line. On July 16, 2019, at the bid closing, two (2) bids were received. Procurement is recommending award to Creative Tastes as the Primary Vendor and Red Chair as the Secondary Vendor, both vendors met all requirements, per the bid specifications, and are the responsive and responsible Bidders. The estimated contract amount is approximately $122,220.00 annually (approximately $733,320 for all six (6) years). This contract award is needed in order for Parks to apply for the Florida Department of Elder Affairs' ("State") Adult Care Food Program. This contract will only be used in conjunction with the State's Adult Care Food Program. As set forth, this item will also take in consideration permission to adopt the State's Adult Care Food Program for the City's Program and will be used for the obtainment of a specialized revenue account, by approving this item, Commission authorizes the City Manager to finalize the State contract attached hereto. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $122,220 Annually (Approximately $733,320 for six (6) years in the aggregate) Department of Parks and Recreation Lara S De Souza Department of Procurement Office of Management and Budget Office of Management and Budget 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 Annie Perez Donovan Dawson Christopher M Rose Nzeribe Ihekwaba Valentin J Alvarez Nikolas Pascual Barnaby L. Min Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office City Clerk's Office Department Head Review Completed 01/06/2020 11:02 AM Procurement Review Completed 01/08/2020 2:23 PM Budget Analyst Review Completed 01/13/2020 2:03 PM Budget Review Completed 01/13/2020 6:06 PM Assistant City Manager Review Completed 01/13/2020 9:30 PM Legislative Division Review Completed 01/13/2020 9:31 PM City Manager Review Completed 01/13/2020 9:37 PM Deputy City Attorney Review Completed 01/13/2020 9:47 PM Approved Form and Correctness Completed 01/13/2020 9:56 PM Meeting Completed 01/23/2020 9:00 AM Unsigned by the Mayor Completed 02/03/2020 3:53 PM Signed and Attested by the City Clerk Completed 02/03/2020 3:55 PM Rendered Completed 02/03/2020 3:55 PM City of Miami Legislation Resolution Enactment Number: R-20-0022 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 6942 Final Action Date:1/23/2020 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE BIDS RECEIVED ON JULY 16, 2019 PURSUANT TO INVITATION FOR BID ("IFB") NO. 1064383 FOR THE PROVISION OF MEALS FOR AN ADULT CARE FOOD PROGRAM ON AN AS NEEDED BASIS FROM THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDERS ON A PRIMARY AND SECONDARY BASIS AS FOLLOWS: RANDAZZO CATERING, INC. DOING BUSINESS AS CREATIVE TASTES CATERING ("CREATIVE TASTES"), THE PRIMARY VENDOR, AND RED CHAIR CATERING LLC ("RED CHAIR"), THE SECONDARY VENDOR, FOR THE PARKS AND RECREATION DEPARTMENT ("PARKS") FOR AN INITIAL TERM OF TWO (2) YEARS WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL TWO (2) YEAR PERIODS; ALLOCATING FUNDS FROM VARIOUS SOURCES OF FUNDS FROM PARKS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONTRACT WITH THE STATE OF FLORIDA ("STATE"), IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, THAT ALLOWS THE CITY OF MIAMI ("CITY") TO PARTICIPATE IN THE ADULT CARE FOOD PROGRAM; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALLOCATIONS, APPROPRIATIONS, BUDGETARY APPROVAL HAVING BEEN PREVIOUSLY MADE, 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. WHEREAS, the City of Miami's ("City") Parks and Recreation Department ("Parks") identified a need to provide meals on an as needed basis for adult residents that visit Sandra DeLucca Developmental Center and the various parks within City limits, and WHEREAS, in order to establish an Adult Care Food Program ("Program"), Parks must submit an application and be approved by the Florida Department of Elder Affairs' ("State") Adult Care Food Program; and WHEREAS, the State requires applicants to meet the following requirements prior to receiving full approval: 1) the City must competitively solicit the services of a catering company; 2) once the solicitation has closed and evaluated, an award decision must be made and approved; 3) the City must execute the State's written and approved contract with the successful bidder(s); and 4) the City must execute an agreement with the State; and WHEREAS, on June 14, 2019, the Department of Procurement ("Procurement"), on behalf of Parks, issued Invitation for Bid ("IFB") No. 1064383 to establish a contract for the provision of meals for the Program on an as needed basis for an initial term of two (2) years with the option to renew for two (2) additional two (2) year periods; and WHEREAS, two (2) bids were received from Randazzo Catering, Inc. doing business as Creative Tastes Catering ("Creating Tastes") and Red Chair Catering LLC ("Red Chair") on July 16, 2019 and were deemed responsive and responsible; 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 July 16, 2019 pursuant to IFB No. 1064383 to establish a contract for the Program on an as needed basis from Creative Tastes as the Primary Vendor and Red Chair as the Secondary Vendor, the two (2) responsive and responsible Bidders, for an initial term of two (2) years with the option to renew for two (2) additional two (2) year periods is accepted. Section 3. Funds are allocated from various sources of funds from Parks, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized1 to execute the contract with the State, in a form acceptable to the City Attorney, to allow the City to participate in the State's Program. 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 allocations, appropriations and budgetary approval having been previously made, 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 6. This Resolution shall become effective immediately upon its adoption.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, ity Httor 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.