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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #14309 Date: 07/13/2023 Commission Meeting Date: 09/14/2023 Requesting Department: Department of Police Sponsored By: District Impacted: All Type: Resolution Subject: Bid Waiver - Police Extra Duty Services Purpose of Item: A resolution of the Miami City Commission, with attachment(s), by a four -fifths (4/5ths) affirmative vote, after an advertised public hearing, ratifying, confirming, and approving the City Manager's recommendation and written findings, pursuant to Section 18-85(a) 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 provision of a no cost to the City, Police Extra -Duty Detail Scheduling and Management Services, from Rollkall Technologies, LLC, a Delaware Limited Liability Company, qualified to do business in the State of Florida whose principal address is 600 Las Colinas E Suite 900, Irvin, TX 75039, for the City of Miami Police Department ("Police"), authorizing the City Manager to negotiate and execute the Professional Services Agreement ("PSA"), in a form acceptable to the City Attorney; further authorizing the City Manager to negotiate and execute any and all documents, including any other amendments renewals, and extensions, compliance with applicable provisions of the 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 a need for a management and administration solution for its Extra -Duty Detail Program with Administrator, Officer, and Client portals, with the capability to manage service requests, and disburse extra duty assignments to Police in a manner that is fair and in accordance with Police scheduling procedures. Since this is a relatively new service Police has requested to enter into a Bid Waiver with Rollkall to evaluate this type of solution. Budget Impact Analysis Item is NOT Related to Revenue Total Fiscal Impact: N/A Department of Police Department of Police Office of Management and Budget Office of Management and Budget Department of Procurement Department of Risk Management Legislative Division City Manager's Office Office of the City Attorney Office of the City Attorney City Commission City Commission Legislative Division Office of the City Attorney Office of the City Attorney Office of the City Clerk Reviewed B Jorge Blanco Manuel Morales Luis Hernandez -Torres Marie Gouin Annie Perez Ann -Marie Sharpe Valentin J Alvarez Arthur Noriega V Thomas M. Fossler Victoria Mendez Joseph Castro Nicole Ewan Valentin J Alvarez Thomas M. Fossler Victoria Mendez City Clerk's Office Initial Police Review Department Head Review Budget Analyst Review Budget Review Procurement Review Risk Review Legislative Division Review City Manager Review ACA Review Approved Form and Correctness Meeting Meeting Legislative Division Review ACA Review Approved Form and Correctness Rendered Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed with Modification(s) Completed 07/13/2023 12:15 PM 07/13/2023 12:50 PM 07/13/2023 4:19 PM 07/13/2023 4:28 PM 07/13/2023 4:37 PM 07/13/2023 4:38 PM 07/13/2023 5:06 PM 07/14/2023 12:30 PM 07/18/2023 11:29 AM 07/18/2023 1:31 PM 07/27/2023 9:00 AM 09/14/2023 9:00 AM 10/16/2023 3:10 PM 10/30/2023 9:47 AM Completed 10/31/2023 5:00 PM City of Miami Legislation Resolution Enactment Number: R-23-0394 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 14309 Final Action Date:9/14/2023 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, CONFIRMING, AND APPROVING THE CITY MANAGER'S RECOMMENDATION AND WRITTEN FINDING, ATTACHED AND INCORPORATED AS EXHIBIT "A," PURSUANT TO SECTION 18-85(A) 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 PROVISION OF EXTRA -DUTY DETAIL SCHEDULING AND MANAGEMENT SERVICES FOR THE CITY'S POLICE DEPARTMENT AT NO COST TO THE CITY; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A PROFESSIONAL SERVICES AGREEMENT ("PSA"), IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH ROLLKALL TECHNOLOGIES, LLC, A DELAWARE LIMITED LIABILITY COMPANY, FOR SAID PURPOSE AT NO COST TO THE CITY FOR A PERIOD OF THREE (3) YEARS WITH THE OPTION TO RENEW FOR ONE (1) ADDITIONAL TWO (2) YEAR PERIOD; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS AND PRIOR BUDGETARY APPROVALS, AND IN COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CITY CODE, INCLUDING, BUT NOT LIMITED TO, THE CITY'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, 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 ("MPD") has a need for the provision of a Police extra -duty detail scheduling and management services ("Services"); and WHEREAS, RollKall Technologies, LLC ("RollKall"), a Delaware Limited Liability Company, qualified to do business in the State of Florida, can provide said Services and has agreed to do so at no cost to the City; and WHEREAS, the MPD desires to implement the software for a period of three (3) years, with an option to renew for one (1) additional two (2) year period; and WHEREAS, Pursuant to Section 18-85(a) of the Code of the City of Miami, as amended ("City Code"), the City Manager has recommended waiving the requirements for competitive sealed bidding methods, via recommendation and written finding attached and incorporated as Exhibit "A," with reasons supporting the same as not being practicable or advantageous to the City; and WHEREAS, said conclusion must be ratified, confirmed, and approved by the City Commission by a four -fifths (4/5ths) affirmative vote during an advertised public hearing; 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, after an advertised public hearing, the City Manager's recommendation and written finding, attached and incorporated as Exhibit "A," pursuant to Section 18-85 of the City Code, that the requirements for competitive sealed bidding methods are waived as not being practicable or advantageous to the City for the provision of the Services from RollKall is hereby ratified, confirmed, and approved. Section 3. The City Manager is authorized1 to negotiate and execute a Professional Services Agreement, in a form acceptable to the City Attorney, with RollKall for the Services at no cost to the City for a period of three (3) years, with an option to renew for one (1) additional two (2) year period. Section 4. The City Manager is further authorized' to negotiate and execute any and all documents, including amendments, renewals, and extensions, all in forms acceptable to the City Attorney, subject to all allocations, appropriations, prior budgetary approvals, and in compliance with applicable provisions of the City Code, including, but not limited to, 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, and 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 ttor ey 7/1872023 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.