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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #14445 Date: 08/10/2023 Commission Meeting Date: 09/14/2023 Requesting Department: Office of Capital Improvements Sponsored By: District Impacted: All Type: Resolution Subject: Increase Capacity - Atkins North America, Inc. and Hazen and Sawyer, P Purpose of Item: The nature of this item is to establish a Resolution of the City of Miami Commission, authorizing Amendment No. 1 to increase Agreement capacity to the Professional Service Agreements ("Agreements") with Atkins North America, Inc. and Hazen and Sawyer, P.C. ("Consultants"), for the provision of additional work concerning capital improvements program support services, solicited under Request for Qualifications ("RFQ") No. 21-22-018, authorizing an increase to the initial term capacity of the Agreements by an amount of two million five hundred thousand dollars ($2,500,000.00) per Agreement, thereby increasing the initial term capacity from an amount of five hundred thousand dollars ($500,000.00) per Agreement, to an amount of three million dollars ($3,000,000.00) per Agreement, plus one million dollars ($1,000,000.00) per renewal year for the two (2) one (1)-year options to renew per Agreement, allocating funds from the appropriate Office of Capital Improvements ("OCI") projects and departmental budgets, subject to the availability of funds and budgetary approval at the time of need; further 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, and in 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: On June 10, 2022, the Department of Procurement ("Procurement") issued RFQ No. 21- 22-018 for Capital Improvements Program Support Services, under full and open competition. On July 18, 2022, the RFQ closing date, two (2) proposals were received in response to the RFQ. Subsequently, the proposals were reviewed by Procurement staff, upon which both proposals were deemed responsive and responsible to the minimum submission requirements of the RFQ. On October 20, 2022, and December 1, 2022, the Evaluation Committee completed the evaluation of the two (2) proposals and recommended both for award of an Agreement. Execution of Professional Services Agreements was completed. On July 18, 2023, the OCI recommended a capacity increase of two million five hundred thousand ($2,500,000.00) per Agreement, thereby increasing the initial term capacity from an amount of five hundred thousand dollars ($500,000.00) per Agreement, to an amount of three million dollars ($3,000,000.00) per Agreement, plus one million dollars ($1,000,000.00) per renewal year for the two (2) one (1)-year options to renew, per Agreement. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $ 10,000,000.00 over 5 years CIP Project No: Various Office of Capital Improvements Office of Management and Budget Office of Management and Budget Department of Procurement City Manager's Office Legislative Division City Manager's Office Office of the City Attorney Office of the City Attorney City Commission Office of the City Clerk Hector L Badia Lai -wan McGinnis Marie Gouin Annie Perez Nzeribe Ihekwaba Valentin J Alvarez Arthur Noriega V Pablo Velez Victoria Mendez Maricarmen Lopez City Clerk's Office Reviewed B Department Head Review Budget Analyst Review Budget Review Procurement Review Deputy City Manager Review Legislative Division Review City Manager Review ACA Review Approved Form and Correctness Meeting Rendered Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed 08/10/2023 2:30 PM 08/24/2023 3:48 PM 08/25/2023 10:03 AM 08/28/2023 9:59 AM 08/29/2023 4:11 PM 08/29/2023 4:12 PM 08/29/2023 4:53 PM 08/30/2023 5:19 PM 08/30/2023 5:58 PM 09/14/2023 9:00 AM 09/21/2023 4:50 PM City of Miami Legislation Resolution Enactment Number: R-23-0400 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 14445 Final Action Date:9/14/2023 A RESOLUTION OF THE MIAMI CITY COMMISSION, AUTHORIZING AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENTS ("AGREEMENTS") WITH ATKINS NORTH AMERICA, INC., A FLORIDA PROFIT CORPORATION, AND HAZEN AND SAWYER, P.C., A FOREIGN PROFIT CORPORATION AUTHORIZED TO CONDUCT BUSINESS IN FLORIDA, (COLLECTIVELY THE "CONSULTANTS"), FOR AN INCREASE IN CAPACITY FOR THE PROVISION OF ADDITIONAL CAPITAL IMPROVEMENTS PROGRAM SUPPORT SERVICES WORK, SOLICITED PURSUANT TO REQUEST FOR QUALIFICATIONS ("RFQ") NO. 21-22-018, FOR THE CITY OF MIAMI ("CITY") OFFICE OF CAPTIAL IMPROVEMENTS ("OCI"), INCREASING THE CAPACITY OF THE INITIAL TERM BY AN AMOUNT OF TWO MILLION FIVE HUNDRED THOUSAND DOLLARS ($2,500,000.00), FROM THE CURRENT CAPACITY AMOUNT OF FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) TO THE INCREASED CAPACITY AMOUNT OF THREE MILLION DOLLARS ($3,000,000.00), WITH THE PROVISION OF AN ADDITIONAL ONE MILLION DOLLARS ($1,000,000.00) PER RENEWAL YEAR FOR EACH OF THE TWO (2) ONE (1) YEAR OPTIONS TO RENEW, FOR EACH OF THE AGREEMENTS; ALLOCATING FUNDS FROM THE APPROPRIATE OCI PROJECTS AND DEPARTMENTAL BUDGETS, 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, on June 10, 2022, the City of Miami ("City") Department of Procurement ("Procurement"), on behalf of the City's Office of Capital Improvements ("OCI"), issued Request for Qualifications ("RFQ") No. 21-22-018 for Capital Improvements Program Support Services, under full and open competition, for an initial term of three (3) years, with an option to renew for two (2) additional one (1) year periods; and WHEREAS, on July 18, 2022, Procurement received two (2) proposals in response to the RFQ, with both proposals deemed responsive and responsible concerning the minimum submittal requirements of the RFQ; and WHEREAS, on October 20, 2022 and December 1, 2022, the Evaluation Committee completed the evaluation of both proposals and recommended for award of Professional Services Agreements ("Agreements") Atkins North America, Inc., a Florida profit corporation, and Hazen and Sawyer, P.C., a foreign profit corporation authorized to conduct business in Florida, (collectively the "Consultants"); and WHEREAS, on or about May 1, 2023, the City formally accepted the negotiated and agreed upon terms and conditions with the Consultants; and WHEREAS, pursuant to Section 18-87 of the Code of the City of Miami, Florida, as amended ("City Code"), the City Manager executed the Agreements with the Consultants for the provision of Capital Improvements Program Support Services, in an amount not -to -exceed Five Hundred Thousand Dollars ($500,000.00) per each of the Consultants; and WHEREAS, the current compensation limit is insufficient to address the costs associated with the City's need for future services; and WHEREAS, it is in the City's best interest to increase the existing capacity of the Agreements to accommodate outstanding and foreseeable future assignments; and WHEREAS, the capacity of the initial term would be increased by an amount of Two Million Five Hundred Thousand Dollars ($2,500,000.00), from the current capacity amount of Five Hundred Thousand Dollars ($500,000.00) to the increased capacity amount of Three Million Dollars ($3,000,000.00), with the provision of an additional One Million Dollars ($1,000,000.00) per renewal year for each of the two (2) one (1) year options to renew, for each of the Agreements; and WHEREAS, any increase in the total compensation limit above said amount of Five Hundred Thousand Dollar ($500,000.00) requires City Commission approval; and WHEREAS, funding shall be allocated from the appropriate OCI projects and departmental budgets; 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. Amendment No. 1 to the Agreements with the Consultants, for an increase in capacity for the provision of additional Capital Improvements Program Support Services work, solicited pursuant to RFQ No. 21-22-018, for OCI, increasing the capacity of the initial term by an amount of Two Million Five Hundred Thousand Dollars ($2,500,000.00), from the current capacity amount of Five Hundred Thousand Dollars ($500,000.00) to the increased capacity amount of Three Million Dollars ($3,000,000.00), with the provision of an additional One Million Dollars ($1,000,000.00) per each renewal year for each of the two (2) one (1) year options to renew, for each of the Agreements, is hereby authorized. Section 3. Funding shall be allocated from the appropriate OCI projects and departmental budgets, 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 Attor ey ) 8/30/2023 1 The authorization herein is further subject to compliance with all regulations that may be imposed by the City Attorney including, but not limited to, those prescribed by the applicable City Charter and City Code provisions.