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Home My WebLink AboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #12366 Date: 07/27/2022 Commission Meeting Date: 09/13/2022 Requesting Department: Office of Communications Sponsored By: District Impacted: All Type: Resolution Subject: Approve - Lighting Equip. Upgrade and Install City Hall Purpose of Item: The nature of this item is to authorize 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, attached and incorporated as Exhibit "A", 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 performance lighting equipment and installation at City Hall's Chamber from Pro Sound, Inc. DBA Miami Stage Craft ("Pro Sound"), for the City's Department of Communications ("Communications") for an estimated expenditure amount of Eighty -Nine Thousand, Seven -Hundred Eighty -Seven Dollars, and Ninety -Three Cents ($89,787.93); allocating funds from Account No. 31000.381000.670000.0000.00000 and other funding sources, subject to the availability of funds and budgetary approval at time of need. Background of Item: The Department of Communications ("Communications") has a need to replace the performance lighting system at City Hall's Chamber, which is currently failing and could stop functioning at any given time. If the lighting system were to completely give out, it would cripple the City's ability to hold future Commission meetings. Therefore, it is imperative that the lights are ordered immediately due to the current issues that the nation is experiencing with the various supply chains. Additionally, Communications needs the installation to be finalized by the end of August before the Commission resumed all activities after the recess period. The estimated expenditure amount of Eighty -Nine Thousand, Seven -Hundred Eighty -Seven Dollars, and Ninety -Three Cents ($89,787.93), will be paid by Communications. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $89,787.93 General Fund Account No.: 31000.381000.670000.0000.00000 Reviewed B Office of Communications Department of Procurement 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 City Commission City Commission Office of the City Clerk Stephanie Severino Annie Perez Jacques Joseph Marie Gouin Valentin J Alvarez Arthur Noriega V Pablo Velez Victoria Mendez Nicole Ewan Nicole Ewan City Clerk's Office Department Head Review Procurement Review Budget Analyst Review Budget Review Legislative Division Review City Manager Review ACA Review Approved Form and Correctness Meeting Meeting Rendered Completed 08/03/2022 7:24 AM Completed 08/09/2022 10:27 AM Completed 08/10/2022 10:44 AM Completed 08/17/2022 5:30 PM Completed 08/18/2022 8:55 AM Completed 08/22/2022 10:38 AM Completed 08/29/2022 7:59 PM Completed 08/29/2022 9:31 PM Completed 09/08/2022 9:00 AM Completed 09/13/2022 9:00 AM Completed 09/15/2022 9:19 AM City of Miami Legislation Resolution Enactment Number: R-22-0341 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 12366 Final Action Date:9/13/2022 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, RATIFYING, CONFIRMING, AND APPROVING THE CITY MANAGER'S RECOMMENDATION AND WRITTEN FINDING, ATTACHED AND INCORPORATED AS EXHIBIT "A", 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 ADVANTAGEOUS OR PRACTICABLE FOR THE CITY OF MIAMI ("CITY") FOR THE EMERGENCY PURCHASE OF PERFORMANCE LIGHTING UPGRADE EQUIPMENT AND INSTALLATION AT THE CITY HALL COMMISSION CHAMBERS FROM PRO SOUND, INC. D/B/A MIAMI STAGECRAFT, A FLORIDA PROFIT CORPORATION ("PRO SOUND"), FOR THE CITY'S DEPARTMENT OF COMMUNICATIONS ("COMMUNICATIONS") FOR AN ESTIMATED EXPENDITURE AMOUNT OF EIGHTY NINE THOUSAND SEVEN HUNDRED EIGHTY SEVEN DOLLARS AND NINETY THREE CENTS ($89,787.93); ALLOCATING FUNDS FROM COMMUNICATIONS ACCOUNT NO. 31000.381000.670000.0000.00000 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, 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") Department of Communications ("Communications") has a need to replace the performance lighting system at the City Hall Commission Chambers, which is currently failing and may cease functioning at any given time; and WHEREAS, it was imperative that the performance lights were ordered immediately due to the current issues the nation is experiencing with the various available supply chains; and WHEREAS, Communications needed the installation to be finalized by the end of the August recess period and prior to Commission resuming all activities; and WHEREAS, pursuant to Section 18-90 of the Code of the City of Miami, Florida, as amended ("City Code"), the City Manager approved an emergency purchase of performance lighting upgrade equipment and installation from Pro Sound, Inc. d/b/a Miami Stagecraft, a Florida profit corporation ("Pro Sound"), for Communications; 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", pursuant to Section 18-90 of the City Code, waiving the requirements for competitive sealed bidding methods as not being advantageous or practicable for the City for the emergency purchase of performance lighting upgrade equipment and installation at the City Hall Commission Chambers from Pro Sound for Communications for an estimated expenditure amount of Eighty Nine Thousand Seven Hundred Eighty Seven Dollars and Ninety Three Cents ($89,787.93) is hereby ratified, confirmed, and approved. Section 3. Funds shall be allocated from Communications Account No. 31000.381000.670000.0000.00000 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 hereby authorized' to negotiate and execute any and all documents, 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, 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: nd-LI e Attor ey 8/29/2022 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.