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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #8370 Date: 12/14/2020 Commission Meeting Date: 01/14/2021 Requesting Department: Office of Capital Improvements Sponsored By: District Impacted: All Type: Resolution Subject: Bid Waiver - Renaming Miami Police College Purpose of Item: A Resolution of the Miami 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, attached and incorporated as Exhibit "A", 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") for the renaming signage of the City of Miami's Police College, currently referred to as the Miami Police College, located at 400 Northwest 2nd Avenue, Miami, Florida, to the "Chief Clarence Dickson Police College", and engaging Mater Signa, LLC, ('Mater Signa") for the provision of these renaming signs; authorizing the City Manager to negotiate and execute all other documents, subject to all allocations, appropriations and prior 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, all in a form acceptable to the City Attorney, and in compliance with applicable laws, rules, and regulations, as may be necessary for said purpose. Background of Item: On May 23, 2019 the Miami City Commission approved the renaming of the Miami Police College to Chief Clarence Dickson Police College. The Procurement Department ("Procurement") on behalf of the Police Department issued an Invitation for Quotation ("IFQ") No. 1230390 on April 30, 2020. On May 12, 2020 the IFQ closed, and one (1) bid quote was received for a total of $264,000. However, the Contractor bid the same price for all line items, even though all of the signs were different in size and specifications. When asked to provide as breakdown the Contractor was unable to. IFQ 1230390 was cancelled. In an attempt to seek better pricing and after changes to the scope of work, Procurement issued IFQ No. 1234388, which was then issued on May 14, 2929. IFQ No. 1234388 closed on May 27, 2020 and one (1) bid was received as well. After reviewing the bid response, the Contractor was found to be non- responsive because they failed to provide confirmation of the site visit as stated in Section 2.3, Mandatory Site Visit of the IFQ. IFQ No. 1234388 was cancelled due to the one bid received being deemed non -responsive. On June 1, 2020, IFQ No. 1239386 was issued, however after the pre -bid meeting held on June 10, 2020, it was determined by Procurement to pause the IFQ No. 1239386 and contact the original pre -cast company, Gate PreCast Company ("Gate PreCast"), who installed the sign when the building was constructed. Gate PreCast advised that an erection company would need to provide a separate quote, as it was difficult to price this type of work and there were not many qualified precast installers in the State of Florida. Unfortunately, due to Covid it was impossible to get someone to come down to Miami to provide a quote. After several attempts with Gate PreCast, the City determined that it was in the best interest to tweak the scope of work and issue IFQ 1271388 through City of Miami's BidSync Electronic Bidding System for sign maker vendors only. Three (3) quotes were received that did not require the erection of the concrete. After reviewing the renderings of the lowest Bidder, it was determined that it was not acceptable to the City. Therefore, it was decided that the quote and renderings submitted by Mater Signa, LLC, offered the best solution and design for the renaming of the Miami Police College and it would be in the City's best interest to waive competitive sealed bidding methods as not be practicable or advantageous to the City. Budget Impact Analysis Item has NOT an Expenditure Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $49,920.31 General Account No.: TBD Office of Capital Improvements Office of Management and Budget 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 Office of the City Attorney City Commission Office of the City Clerk Hector L Badia Denise Lee Calvin Fifer Leon P Michel Nzeribe Ihekwaba Valentin J Alvarez Arthur Noriega V Pablo Velez Barnaby L. Min Victoria Mendez Nicole Ewan City Clerk's Office Reviewed B Department Head Review Budget Analyst Review Budget Analyst Review Budget Review Assistant City Manager Review Legislative Division Review City Manager Review ACA Review Deputy City Attorney Review Approved Form and Correctness Meeting Rendered Completed 12/15/2020 12:02 PM Skipped 12/15/2020 2:31 PM Completed 12/16/2020 4:17 PM Completed 12/16/2020 7:58 PM Completed 12/17/2020 10:44 PM Completed 12/18/2020 10:02 AM Completed 12/18/2020 11:49 AM Completed 12/28/2020 8:29 PM Completed 12/28/2020 9:00 PM Completed 01/04/2021 3:46 PM Completed 01/14/2021 9:00 AM Completed 01/19/2021 3:49 PM City of Miami Legislation Resolution Enactment Number: R-21-0015 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 8370 Final Action Date:1/14/2021 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, ATTACHED AND INCORPORATED AS EXHIBIT "A," 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") FOR THE INSTALLATION OF NEW SIGNAGE FOR THE RENAMING OF THE CITY'S POLICE TRAINING FACILITY LOCATED AT 400 NORTHWEST 2ND AVENUE, MIAMI, FLORIDA TO THE "CHIEF CLARENCE DICKSON POLICE COLLEGE," AND ENGAGING MATER SIGNA, LLC, A FLORIDA LIMITED LIABILITY COMPANY, FOR THE NEW SIGNAGE AT A COST OF FORTY NINE THOUSAND NINE HUNDRED TWENTY DOLLARS AND THIRTY ONE CENTS ($49,920.31); AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL DOCUMENTS NECESSARY, 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 FORMS ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, pursuant to Resolution No. R-19-0213 adopted on May 23, 2019, the City Commission renamed the City of Miami's ("City") Police Training Facility located at 400 Northwest 2nd Avenue, Miami, Florida to the "Chief Clarence Dickson Police College;" and WHEREAS, Chief Clarence Dickson was the first African American to attend the City's Police Training Academy and was ultimately appointed the City's first African American Chief of Police in 1985; and WHEREAS, the City's Department of Procurement issued several Invitations for Quotation ("IFQ") in order to find the most competitive pricing and aesthetically pleasing approach available to properly memorialize the name change and related new signage; and WHEREAS, the lowest quote for the most recent IFQ issued did not meet the City's needs and it was determined that another of the quotes received in response to the same in the amount of Forty Nine Thousand Nine Hundred Twenty Dollars and Thirty One Cents ($49,920.31) and the renderings submitted by Mater Signa, LLC, a Florida limited liability company ("Mater Signa"), offered the best approach and design to properly memorialize the name change as deemed in the City's best interest; and WHEREAS, it is recommended that the City Commission, pursuant to Section 18-85(a) of the Code of the City of Miami, Florida, as amended ("City Code"), by a four -fifths (4/5ths) affirmative vote and after an advertised public hearing, ratify, confirm, and approve the recommendation and written findings of the City Manager, attached and incorporated as Exhibit "A," waiving competitive sealed bidding methods as not being practicable or advantageous to the City for the installation of new signage memorializing the renaming of the Chief Clarence Dickson Police College and approve the engagement of Mater Signa for the new signage for the renaming of the Police Training Facility to the "Chief Clarence Dickson Police College;" 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, attached and incorporated as Exhibit "A," pursuant to Section 18-85(a) of the City Code, waiving the requirements for competitive sealed bidding methods as not being practicable or advantageous to the City for the installation of new signage for the renaming of the Police Training Facility to the "Chief Clarence Dickson Police College" and engaging Mater Signa for the new signage at a cost of Forty Nine Thousand Nine Hundred Twenty Dollars and Thirty One Cents ($49,920.31) is hereby ratified, confirmed, and approved. Section 3. The City Manager is authorized' to negotiate and execute any and all documents necessary, 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 forms acceptable to the City Attorney, and in compliance with applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 4. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: ndez, City tutor ey ) 1/4/2021 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.