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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #8789 Date: 03/17/2021 Commission Meeting Date: 04/08/2021 Requesting Department: Department of Human Services Sponsored By: District Impacted: All Type: Resolution Subject: Retroactive Approval - Grocery Store Gift Cards Purpose of Item: The nature of this item is to respectfully request a resolution of the Miami City Commission with attachment(s), by a four -fifths (4/5ths) affirmative vote, retroactively ratifying, confirming and approving the City Manager's recommendation and written findings, for the selection of various vendors, attached and incorporated as Exhibit "A", pursuant to Section 18-90 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 purchase of Grocery Vendor Store Gift Cards ("Gift Cards") for the Department of Human Services ("Human Services") for an expenditure amount of $5,817,375. Background of Item: To combat food insecurity experienced by City residents as a result of the COVID-19 pandemic, the City of Miami purchased 32,244 Gift Cards from various vendors using CARES Act funding. The expenditure deadline for CARES Act funding was December 30, 2020. The City distributed the Gift Cards to eligible City residents that had been negatively impacted by the effects of COVID-19. Multiple grocery vendors were selected to ensure that all City residents had access to use the Gift Cards to purchase food with minimal inconvenience during times of insecurity and immediate need. Budget Impact Analysis Item has NOT an Expenditure Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $5,817,375 Special Revenue Account No.: 45-450000-CRF Reviewed B Office of Grants Administration Carolina Aguila Grant Review Skipped 03/18/2021 11:14 AM Department of Human Services William Porro Department Head Review Completed 03/19/2021 10:26 AM Department of Risk Management Ann -Marie Sharpe Risk Review Completed 03/19/2021 10:36 AM Department of Procurement Annie Perez Procurement Review Completed 03/23/2021 2:23 PM Office of Management and Budget Office of Management and Budget 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 City Clerk Aniska Elliott Leon P Michel Fernando Casamayor Arthur Noriega V Valentin J Alvarez Pablo Velez Barnaby L. Min Victoria Mendez Nicole Ewan City Clerk's Office Budget Analyst Review Budget Review Assistant City Manager City Manager Review Legislative Division Review ACA Review Deputy Attorney Review Approved Form and Correctness Meeting Rendered Completed 03/23/2021 2:46 PM Completed 03/23/2021 3:28 PM Completed 03/24/2021 11:13 AM Completed 03/24/2021 12:33 PM Completed 03/24/2021 12:56 PM Completed 03/26/2021 1:52 PM Completed 03/26/2021 2:02 PM Completed 03/30/2021 6:41 PM Completed 04/08/2021 9:00 AM Completed 04/09/2021 7:53 PM City of Miami Legislation Resolution Enactment Number: R-21-0144 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 8789 Final Action Date:4/8/2021 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, RETROACTIVELY RATIFYING, CONFIRMING, AND APPROVING THE CITY MANAGER'S RECOMMENDATION AND WRITTEN FINDING, ATTACHED AND INCORPORATED AS EXHIBIT "A", FOR THE SELECTION OF VARIOUS GROCERY VENDOR STORES PURSUANT TO SECTION 18-90 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 PURCHASE OF GROCERY VENDOR STORE GIFT CARDS FOR DISTRIBUTION BY THE CITY'S DEPARTMENT OF HUMAN SERVICES FOR THE APPROXIMATE AMOUNT OF FIVE MILLION EIGHT HUNDRED SEVENTEEN THOUSAND THREE HUNDRED SEVENTY FIVE DOLLARS ($5,817,375.00); 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'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, many City of Miami ("City") residents are experiencing food insecurity as a result of the effects of the Novel Coronavirus ("COVID-19") pandemic; and WHEREAS, the City purchased 32,244 grocery vendor store gift cards ("Gift Cards") using Coronavirus Aid, Relief, and Economic Security ("CARES") Act funding for distribution by the City's Department of Human Services ("Human Service") to qualified City residents to assist them in combating food insecurity; and WHEREAS, the expenditure deadline for the CARES Act funding was December 30, 2020; and WHEREAS, various grocery vendor stores were selected to ensure that all City residents would have access to use the Gift Cards for the purchase of food with minimal inconvenience during the COVID-19 pandemic; and WHEREAS, the City Manager, pursuant to Section 18-90 of the Code of the City of Miami, Florida, as amended ("City Code"), approved an emergency purchase to procure the Gift Cards from the various grocery vendor stores for the City; 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, the City Manager's recommendation and written finding, attached and incorporated as Exhibit "A", for the selection of various grocery vendor stores pursuant to Section 18-90 of the City Code, waiving the requirements for competitive sealed bidding methods as not being practicable or advantageous to the City for the purchase of Gift Cards for distribution by Human Services for the approximate amount of Five Million Eight Hundred Seventeen Thousand Three Hundred Seventy Five Dollars ($5,817,375.00), are hereby ratified, confirmed, and approved. Section 3. The City Manager is authorized' 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 forms acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 4. This Resolution shall become effective immediately upon its adoption.2 APPROVED AS TO FORM AND CORRECTNESS: nd City Att©r ey 3/30/2021 '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 Code provisions. 2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten 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.