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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #9032 Date: 05/06/2021 Commission Meeting Date: 06/24/2021 Requesting Department: Department of Police Sponsored By: District Impacted: All Type: Resolution Subject: Accept Bid - Southern Comfort Solutions, Inc. Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, accepting the bid received on March 23, 2021 pursuant to IFB 1259386 from the lowest responsive and responsible Bidder, Southern Comfort Solutions, Inc., ("Southern Comfort") for the provision of A/C repair and maintenance services at various City of Miami Police facilities, including emergency on -call services, on an as needed basis, for an initial contract term of three (3) years, with the option to renew for two (2) additional one (1) year periods, allocating funds from the City of Miami Police Department's ("Police") Repair/Maintenance/Supplies Fund Account Numbers, 00001.191501.546000 and 00001.191508.546000, or other sources of funds, subject to the availability of funds and budgetary approval, at the time of need. Further authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations and prior budgetary approvals, and in compliance with all 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 all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Background of Item: Police has identified a need for the provision of A/C repair and maintenance services at various City of Miami Police facilities, including emergency on -call services, on an as needed basis. On January 4, 2021, the Department of Procurement ("Procurement"), on behalf of Police, issued IFB No. 1259386, A/C Repair and Maintenance Services at Various City of Miami Police Facilities. As required by the Procurement Code, the IFB was issued online via the City of Miami's BidSync Electronic Portal ("BidSync"). On March 23, 2021, at the bid closing, one (1) bid was received. The bid was evaluated and tabulated following the guidelines published in the bid. Procurement is recommending award to Southern Comfort, which met all requirements, per the bid specifications, and is the lowest responsive and responsible Bidder. The estimated contract amount is $272,300 annually (approximately $1,361,500 for all five (5) years in the aggregate). Budget Impact Analysis Item has NOT an Expenditure Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $272,300 Annually (Approximately $1,361,500 for five (5) years in the aggregate) General Account No.: 00001.191501.546000 and 00001.191508.546000 Department of Police Department of Police Department of Police Office of Management and Budget Office of Management and Budget 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 Reviewed B Jorge Blanco Carolina Aguila Art Acevedo Luis Hernandez -Torres Leon P Michel Valentin J Alvarez Arthur Noriega V Pablo Velez Barnaby L. Min Victoria Mendez Nicole Ewan City Clerk's Office Initial Police Review Police Chief Review Department Head Review Budget Analyst Review Budget Review Legislative Division Review City Manager Review ACA Review Deputy City Attorney Review Approved Form and Correctness Meeting Rendered Completed 05/25/2021 12:42 PM Skipped 06/02/2021 12:59 PM Completed 06/03/2021 11:31 AM Completed 06/03/2021 12:41 PM Completed 06/03/2021 10:06 PM Completed 06/04/2021 7:13 AM Completed 06/08/2021 12:19 PM Completed 06/13/2021 6:58 PM Completed 06/14/2021 7:27 AM Completed 06/14/2021 1:07 PM Completed 06/24/2021 9:00 AM Completed 06/29/2021 5:34 PM City of Miami Legislation Resolution Enactment Number: R-21-0263 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 9032 Final Action Date:6/24/2021 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BID RECEIVED ON MARCH 23, 2021, PURSUANT TO INVITATION FOR BID NO. 1259386, FOR HEATING, VENTILATION, AND AIR-CONDITIONING REPAIR AND MAINTENANCE SERVICES AT VARIOUS CITY OF MIAMI ("CITY") POLICE DEPARTMENT ("POLICE") FACILITIES, INCLUDING EMERGENCY ON -CALL SERVICES, ON AN AS NEEDED BASIS, FROM THE SOLE RESPONSIVE AND RESPONSIBLE BIDDER, SOUTHERN COMFORT SOLUTIONS, INC., A FLORIDA PROFIT CORPORATION, FOR POLICE FOR AN INITIAL TERM OF THREE (3) YEARS WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM POLICE REPAIR/MAINTENANCE/SUPPLIES FUND ACCOUNT NOS. 00001.191501.546000, 00001.191508.546000, OR SUCH OTHER SOURCES OF FUNDS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, COMPLIANCE WITH ALL 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 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, the City of Miami's ("City") Police Department ("Police") has a need for heating, ventilation, and air-conditioning repair and maintenance services at various Police facilities, including emergency on -call services, on an as needed basis ("Services"); and WHEREAS, on January 4, 2021, the City's Department of Procurement ("Procurement") issued Invitation for Bid ("IFB") No. 1259386 to establish a contract for the provision of the Services for an initial term of three (3) years with the option to renew for two (2) additional one (1) year periods; and WHEREAS, on March 23, 2021, Procurement received a bid from Southern Comfort Solutions, Inc., a Florida profit corporation ("Southern Comfort"), the sole responsive and responsible bidder pursuant to IFB No. 1259386; 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 bid received on March 23, 2021 pursuant to IFB No. 1259386 for the Services from the sole responsive and responsible bidder, Southern Comfort, for Police for an initial term of three (3) years with the option to renew for two (2) additional one (1) year periods is accepted. Section 3. Funds are allocated from Police Repair/Maintenance/Supplies Fund Account Nos. 00001.191501.546000, 00001.191508.546000, or such other sources of funds, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized1 to negotiate and execute any and all documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, prior budgetary approvals, compliance with all 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 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 5. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: ndez, ity ttor ey ) 6/14/2021 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.