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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #7187 Date: 02/13/2020 Commission Meeting Date: 04/09/2020 Requesting Department: Office of Communications Sponsored By: District Impacted: All Type: Resolution Subject: Execute Supplemental Agreement - Video Closed Captioning Services Purpose of Item: The nature of this item is to establish a Resolution of the Commission of the City of Miami, with attachments, authorizing the accessing of the City and County of Denver ("Denver") Contract No. TECHS 201843887-00 for video closed captioning services ("Captioning Services"), for the Office of Communications ("Communications"), pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), with VITAC Corporation ("VITAC"), which was competitively solicited for an initial period of two (2) years, with the option to renew for three (3) additional one (1) year periods; subject to any renewals, extensions and/or replacement contracts by Denver; allocating funds from various sources of funds from the end user departments and agencies, subject to the availability of funds at the time of need; authorizing the City Manager to execute the Supplemental Agreement, in substantially the attached form; further 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 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: On February 27, 2017, Communications accessed Volusia County Contract No. RFP 14-P-52BB under the City Manager's delegated authority, for an amount up to $50,000.00 for the provision of closed captioning services for City Commission meetings. The City is now required to caption all meetings held at City Hall, and the authorized spending limit has been reached. The accessing of Denver Contract No. TECHS 201843887 for video closed captioning services will enable Communications to enter into an agreement for the continuity of services. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: N/A Office of Communications Department of Procurement Office of Management and Budget Office of Management and Budget Office of Management and Budget Office of Management and Budget Legislative Division City Manager's Office Office of the City Attorney City Manager's Office Office of the City Attorney Office of the City Attorney Office of the City Attorney City Commission Office of the City Clerk Reviewed B Stephanie Severino Annie Perez Aniska Elliott Carolina Aguila Aniska Elliott Christopher M Rose Valentin J Alvarez Arthur Noriega V Pablo Velez Denise Lee Barnaby L. Min Victoria Mendez Victoria Mendez Nicole Ewan City Clerk's Office Department Head Review Procurement Review Budget Analyst Review Budget Analyst Review Budget Analyst Review Budget Review Legislative Division Review City Manager Review ACA Review City Manager Review Deputy Attorney Review Approved Form and Correctness Approved Form and Correctness Meeting Rendered Completed 02/26/2020 1:12 PM Completed 03/09/2020 2:12 PM Completed 03/24/2020 5:48 PM Skipped 03/24/2020 3:09 PM Completed 03/24/2020 5:49 PM Completed 03/29/2020 3:30 PM Completed 03/29/2020 3:41 PM Completed 03/30/2020 10:51 AM Completed 03/30/2020 3:46 PM Skipped 03/13/2020 10:59 AM Completed 03/30/2020 4:20 PM Completed 03/30/2020 5:59 PM Completed 03/31/2020 10:42 AM Completed 04/09/2020 9:00 AM Completed 04/13/2020 1:44 PM City of Miami Legislation Resolution Enactment Number: R-20-0091 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 7187 Final Action Date:4/9/2020 A RESOLUTION OF THE CITY OF MIAMI COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE ACCESSING OF THE CITY AND COUNTY OF DENVER ("DENVER") CONTRACT NO. TECHS 201843887-00 FOR VIDEO CLOSED CAPTIONING SERVICES ("CAPTIONING SERVICES") FOR THE CITY OF MIAMI'S ("CITY") OFFICE OF COMMUNICATIONS ("COMMUNICATIONS") PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA AS AMENDED ("CITY CODE"), WITH VITAC CORPORATION, A FOREIGN PROFIT CORPORATION AUTHORIZED TO CONDUCT BUSINESS IN THE STATE OF FLORIDA ("VITAC"), WHICH WAS COMPETITIVELY SOLICITED FOR AN INITIAL TERM OF TWO (2) YEARS WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS, SUBJECT TO ANY RENEWALS, EXTENSIONS, AND/OR REPLACEMENT CONTRACTS BY DENVER; ALLOCATING FUNDS FROM VARIOUS SOURCES OF FUNDS OF THE END USER DEPARTMENTS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE THE SUPPLEMENTAL AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY; 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, PRIOR BUDGETARY APPROVALS, COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE 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 ALL APPLICABLE LAWS, RULES, AND REGULATIONS AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, on February 27, 2017, the City of Miami's ("City") Office of Communications ("Communications") accessed Volusia County Contract No. RFP 14-P-52BB under the City Manager's delegated authority for an amount up to Fifty Thousand Dollars ($50,000.00) for the provision of video closed captioning services ("Captioning Services") for City Commission meetings; and WHEREAS, the City continues requiring Captioning Services at all meetings held at City Hall; and WHEREAS, the City Manager's authorized spending limit has been reached; and WHEREAS, the accessing of the City and County of Denver ("Denver") Contract No. TECHS 201843887-00 for Captioning Services will enable Communications to enter into an agreement for the continued provision of Captioning Services; and WHEREAS, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer has determined that the awarded contract between Denver and VITAC Corporation, a foreign profit corporation authorized to conduct business in the State of Florida ("VITAC"), was entered into pursuant to a competitive process in compliance with the City's laws, rules, and regulations; 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 accessing of Denver Contract No. TECHS 201843887-00 for Captioning Services for Communications pursuant to Section 18-111 of the City Code with VITAC, which was competitively solicited for an initial term of two (2) years with the option to renew for three (3) additional one (1) year periods, subject to any renewals, extensions, and/or replacement contracts by Denver is authorized.' Section 3. Funds shall be allocated from the various sources of funds of the end user departments and agencies, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized1 to execute the Supplemental Agreement, in a form acceptable to the City Attorney. Section 5. The City Manager is further authorized1 to negotiate and execute any and all other documents, including any amendments, renewals, and extensions, 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, in a form acceptable to the City Attorney, and 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. APPROVED AS TO FORM AND CORRECTNESS: ndez, ity ttor ey 3131/2020 1 The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited to, those prescribed by applicable City Charter and City Code provisions.