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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #9139 Date: 05/27/2021 Commission Meeting Date: 07/08/2021 Requesting Department: Department of Resilience and Public Works Sponsored By: District Impacted: All Type: Resolution Subject: Retroactive Approval - Acrylic Dividers Purpose of Item: The nature of this item is to seek a resolution of the Miami City Commission with attachment(s), by four -fifths (4/5ths) affirmative vote, retroactively ratifying, confirming and approving the City Manager's recommendation and written findings, 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 and installation of acrylic dividers by Yotta Sky, Inc., for the City's trolley vehicles for the Department of Resilience and Public Works ("Public Works"), Transportation Division ("Transportation") for an expenditure amount of $114,000.00; allocating funds from COVID PATEO 18-00033.1.2610 and other funding sources, subject to the availability of funds and budgetary approval at time of need. Background of Item: The Miami Trolley system is comprised of thirteen (13) routes that provide extensive transit coverage to the major population and employment cores of the City while intersecting with County and other municipal transit services. All routes operate on Monday through Friday, with twelve (12) operating on Saturdays, and seven (7) operating on Sunday. Given the high frequency of use and the extent of coverage, both passengers and operators utilizing and servicing the City's transit system risk higher exposure to contracting or transmitting Corona virus. In order to continue to effectively mitigate against adverse health and safety factors arising out of the ongoing COVID-19 pandemic, Transportation is seeking to retrofit its city -owned trolley fleet with acrylic dividers that would essentially encase trolley operators from on -boarding passengers. While social distancing and mandatory mask requirements remain in effect on board vehicles, installation of the dividers would offer an additional level of protection and aid in reducing the contact and potential spread of COVID-19 from passengers to operators and vice -versa. The increase in demand for acrylic material and installation led to a difficulty in procuring these services. City staff were able to successfully obtain two quotes out of four vendors that were originally contacted. Vendor "Yotta Sky Group" provided the lowest quote at an aggregate amount of $114,000 to obtain and install custom 1/4" acrylic dividers for the City's existing 54 vehicle fleet. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: $114,000.00 General Account No.: PATEO 18-800033.3.2610 Reviewed B Office of Resilience and Sustainability Review Completed 05/27/2021 1:37 PM Office of Management and Budget Donovan Dawson Office of Management and Budget Leon P Michel Department of Procurement Annie Perez City Manager's Office Nzeribe Ihekwaba City Manager's Office Arthur Noriega V Legislative Division Valentin J Alvarez Office of the City Attorney Pablo Velez Office of the City Attorney Barnaby L. Min Office of the City Attorney Victoria Mendez City Commission Nicole Ewan Office of the City Clerk City Clerk's Office Alan M. Dodd Budget Analyst Review Budget Review Procurement Review Assistant City Manager Review City Manager Review Legislative Division Review ACA Review Deputy City Attorney Review Approved Form and Correctness Meeting Rendered Department Head Completed 06/04/2021 2:43 PM Completed 06/07/2021 5:14 PM Completed 06/07/2021 5:31 PM Completed 06/08/2021 11:17 AM Completed 06/08/2021 12:29 PM Completed 06/08/2021 2:57 PM Completed 06/14/2021 10:56 AM Completed 06/14/2021 11:05 AM Completed 06/14/2021 12:09 PM Completed 07/08/2021 9:00 AM Completed 07/12/2021 5:28 PM City of Miami Legislation Resolution Enactment Number: R-21-0283 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 9139 Final Action Date:7/8/2021 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, PURSUANT TO SECTION 18-90 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), RETROACTIVELY RATIFYING, CONFIRMING, AND APPROVING THE CITY MANAGER'S WRITTEN FINDING AND RECOMMENDATION, ATTACHED AND INCORPORATED AS EXHIBIT "A", WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING METHODS AS NOT BEING PRACTICABLE OR ADVANTAGEOUS TO THE CITY OF MIAMI ("CITY") FOR THE EMERGENCY PURCHASE AND INSTALLATION OF ACRYLIC DIVIDERS BY YOTTA SKY GROUP, INC., A FLORIDA PROFIT CORPORATION, FOR THE CITY'S DEPARTMENT OF RESILIENCE AND PUBLIC WORKS, TRANSPORTATION DIVISION'S TROLLEY FLEET FOR A TOTAL EXPENDITURE AMOUNT OF ONE HUNDRED FOURTEEN THOUSAND DOLLARS ($114,000.00); ALLOCATING FUNDS FROM COVID PATEO 18-800033.3.2610 AND SUCH OTHER FUNDING SOURCES, 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 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 ("City") trolley system is comprised of thirteen (13) routes that provide extensive transit coverage to the major population and employment cores of the City while intersecting with Miami -Dade County's and other municipalities' transit services; and WHEREAS, the trolley system operates seven (7) days a week, contributing to a higher risk of exposure, infection, and transmittal of the Novel Coronavirus ("COVID-19") by both passengers utilizing and operators servicing the City's trolley fleet; and WHEREAS, to continue to effectively mitigate against the adverse public health and safety factors arising out of the ongoing COVID-19 pandemic, the City's Department of Resilience and Public Works' ("Public Works") Transportation Division ("Transportation") needed to retrofit the City's trolley fleet with acrylic dividers that would essentially encase trolley operators from on -boarding passengers, while continuing to keep the social distancing and mandatory mask wearing requirements in effect while on board the trolleys; and WHEREAS, although the increase in demand for acrylic material and installation led to difficulty in the procurement of these services, City staff were able to successfully obtain two (2) quotes from the four (4) different vendors originally contacted; and WHEREAS, the City Manager, pursuant to Section 18-90 of the Code of the City of Miami, Florida, as amended ("City Code"), approved a written finding and recommendation for the emergency purchase and installation of acrylic dividers from Yotta Sky Group, Inc., a Florida profit corporation ("Yotta"); 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, pursuant to Section 18-90 of the City Code, the City Manager's written finding and recommendation, attached and incorporated as Exhibit "A", waiving the requirements for competitive sealed bidding methods as not being practicable or advantageous to the City for the emergency purchase and installation of acrylic dividers by Yotta for the Public Works' Transportation trolley fleet for a total expenditure amount of One Hundred Fourteen Thousand Dollars ($114,000.00) is retroactively ratified, confirmed, and approved. Section 3. Funding is allocated from COVID PATEO 18-800033.3.2610 and such other funding sources, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' 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 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, City tutor 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.