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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #14246 Date: 06/30/2023 Commission Meeting Date: 09/14/2023 Requesting Department: Department of Parks and Recreation Sponsored By: District Impacted: All Type: Resolution Subject: Invitation to Bid - Parks Site Furnishings Purpose of Item: The nature of this item is to establish a resolution of the Miami City Commission, authorizing the access of the City of Tampa ("Tampa") Invitation to Bid ("ITB") No. 3104142,1 Parks Site Furnishing, Playground Equipment and Surfacing, and Installation, Repairs and Replacement, on an as needed basis, pursuant to Section 18- 111 of the Code of the City of Miami, Florida, as amended, with various pre -qualified vendors, which was competitively solicited and effective on January 13, 2022 for a term of three (3) years with an option to renew for one (1) additional one (1) year period, expiring on February 28, 2026; subject to any renewals, extensions and/or replacement contracts by Tampa; allocating funds from the Parks and Recreation Department's ("Parks") General/Repair and Maintenance Fund, and/or 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, and budgetary approvals having been previously made, 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, 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: Parks has a need for a contract for the provision of various parks equipment and repair services on an as needed basis. Market research conducted resulted in Tampa's Contract No. 3141421, Parks Site Furnishing, Playground Equipment and Surfacing, and Installation, Repairs and Replacement, which was competitively solicited under full and open competition, meeting all of the City's criteria for accessing the contract. Items available through this contract are needed for enhancement of several parks' projects. It is recommended that the City access this contract and any replacement contracts. The estimated contract amount is $50,000 annually (approximately $150,000 for all three (3) years in the aggregate). Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: $50,000 Annually (Approximately $150,000 for three (3) years in the aggregate) Unknown Christopher Evans 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 City Commission Office of the City Clerk Reviewed B Department Head Review Donovan Dawson Marie Gouin Natasha Colebrook -Williams Arthur Noriega V Valentin J Alvarez Pablo Velez Victoria Mendez Maricarmen Lopez City Clerk's Office Completed Budget Analyst Review Budget Review Assistant City Manager Review City Manager Review Legislative Division Review ACA Review Approved Form and Correctness Meeting Rendered 07/05/2023 6:22 PM Completed 07/07/2023 2:49 PM Completed 07/10/2023 12:05 PM Completed Completed Completed Completed Completed Completed Completed 07/10/2023 12:07 PM 07/10/2023 1:55 PM 07/20/2023 12:11 PM 09/01/2023 4:44 PM 09/05/2023 6:27 AM 09/14/2023 9:00 AM 09/21/2023 4:44 PM City of Miami Legislation Resolution Enactment Number: R-23-0389 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 14246 Final Action Date:9/14/2023 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENTS, AUTHORIZING THE ACCESSING OF THE CITY OF TAMPA, FLORIDA ("TAMPA") INVITATION TO BID ("ITB") CONTRACT NO. 31041421 FOR PARKS SITE FURNISHING, PLAYGROUND EQUIPMENT AND SURFACING, AND INSTALLATION, REPAIRS AND REPLACEMENT (PRE -QUALIFICATION POOL), WITH VARIOUS PRE -QUALIFIED VENDORS, PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), FOR USE BY THE CITY OF MIAMI ("CITY") PARKS AND RECREATION DEPARTMENT ("PARKS"), WHICH CONTRACT WAS COMPETITIVELY SOLICITED AND IS EFFECTIVE THROUGH FEBRUARY 28, 2026, SUBJECT TO ANY RENEWALS, EXTENSIONS, AND/OR REPLACEMENT CONTRACTS BY TAMPA; ALLOCATING GENERAL FUNDS AND SUCH OTHER VARIOUS SOURCES OF FUNDS FROM PARKS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVALS 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") Parks and Recreation Department ("Parks") has a need to purchase goods and services for various parks, including equipment and repair services on an as needed basis; and WHEREAS, the accessing of the City of Tampa, Florida ("Tampa") Invitation to Bid ("ITB") Contract No. 31041421 for Parks Site Furnishing, Playground Equipment and Surfacing, and Installation, Repairs and Replacement (Pre -Qualification Pool), with various pre -qualified vendors, will enable Parks to procure said goods and services, on an as needed basis, at a fair competitive rate that is acceptable to the City; and WHEREAS, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer determined that said Tampa contract was entered into, pursuant to a competitive process in compliance with the City's laws, policies and procedures. 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 accessing of the Tampa ITB Contract No. 31041421 for Parks Site Furnishing, Playground Equipment and Surfacing, and Installation, Repairs and Replacement (Pre -Qualification Pool), with various pre -qualified vendors, for use by Parks, pursuant to Section 18-111 of the City Code, which contract was competitively solicited and is effective through February 28,2026, subject to any renewals, extensions, and/or replacement contracts by Tampa, is hereby authorized.' Section 3. Funding shall be allocated from General Funds and such other various sources of funds from Parks, subject to the availability of funds and budgetary approvals 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: 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.