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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #12771 Date: 10/17/2022 Commission Meeting Date: 09/14/2023 Requesting Department: Department of Police Sponsored By: District Impacted: All Type: Resolution Subject: Bid Waiver - Cloud Software - 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 of a Cloud Based Software for Police Extra Duty, 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 execute the negotiated Professional Services Agreements ("PSA"), in a form acceptable to the City Attorney; 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: Police has a need for a Cloud Based Software solution for Extra Duty Services with Administrator, Officer, and Client portals, with the capability to manage service requests, and disburse opportunities to Police in a manner that is fair and in accordance with MPD 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 software. If in the best interest of the City, a competitively solicited solicitation will be sought out. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: None Department of Police Department of Police Department of Risk Management 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 City Commission City Commission Reviewed B Jorge Blanco Manuel Morales Ann -Marie Sharpe Annie Perez Luis Hernandez -Torres Marie Gouin Valentin J Alvarez Arthur Noriega V Thomas M. Fossler Victoria Mendez Nicole Ewan Nicole Ewan Joseph Castro Maricarmen Lopez Initial Police Review Department Head Review Risk Review Procurement Review Budget Analyst Review Budget Review Legislative Division Review City Manager Review ACA Review Approved Form and Correctness Meeting Meeting Meeting Meeting Completed 10/19/2022 9:18 AM Completed 10/19/2022 9:23 AM Completed 10/19/2022 3:18 PM Completed 10/24/2022 10:45 AM Completed 10/26/2022 8:31 AM Completed 10/26/2022 8:59 AM Completed 10/26/2022 11:04 AM Completed 10/31/2022 1:43 PM Completed 12/28/2022 9:32 AM Completed 12/29/2022 11:32 AM Completed 01/12/2023 9:00 AM Completed 01/26/2023 9:00 AM Completed 02/09/2023 9:00 AM Completed 09/14/2023 9:00 AM City of Miami Legislation Resolution City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 12771 Final Action Date:9/14/2023 MAY BE WITHDRAWN 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, 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 A NO COST CLOUD -BASED SOFTWARE SOLUTION TO MANAGE AND SCHEDULE POLICE EXTRA DUTY ASSIGNMENTS, FOR A PERIOD OF ONE (1) YEAR, WITH AN OPTION TO RENEW FOR ONE (1) ADDITIONAL YEAR, FROM ROLLKALL TECHNOLOGIES, LLC ("ROLLKALL"), A DELAWARE LIMITED LIABILITY COMPANY, QUALIFIED TO DO BUSINESS IN THE STATE OF FLORIDA, FOR THE CITY OF MIAMI'S POLICE DEPARTMENT ("POLICE"); AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT WITH ROLLKALL, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY; 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, PRIOR BUDGETARY APPROVALS, AND IN COMPLIANCE WITH APPLICABLE PROVISIONS OF THE 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, AND ALL APPLICABLE LAWS, RULES AND REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, In 2019, at the recommendation of the Civilian Investigative Panel, the City of Miami's ("City") Police Department ("MPD") assessed the organization's goals and began restructuring the procedure for assigning extra duty services; and WHEREAS, as part of the restructuring, the MPD has a need for the provision of a cloud based software solution to manage and schedule police extra duty assignments in a manner consistent with MPD policies that provides streamlined billing and payments as well as reporting capabilities for enhanced transparency and accountability ("Cloud -Based Software Solution"); and WHEREAS, RollKall Technologies, LLC ("RollKall"), a Delaware Limited Liability Company, qualified to do business in the State of Florida, can provide said Cloud -Based Software Solution and has agreed to do so at no cost to the City; and WHEREAS, the MPD desires to test the software as a pilot program for a period of one year with an option to extend for one additional year upon satisfactory results of the pilot program; and WHEREAS, Pursuant to Section 18-85(a) of the Code of the City of Miami, as amended ("City Code"), the City Manager has waived the requirements for competitive sealed bidding methods, via written finding, with reasons supporting the same as not being practicable or advantageous to the City; and WHEREAS, said waiver requires ratification, confirmation, and approval by the City Commission by a four -fifths (4/5ths) affirmative vote after 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", waiving the requirements for competitive sealed bidding methods as not being practicable or advantageous to the City pursuant to Section 18-85(a) of the City Code, for the provision of a no cost Cloud -Based Software Solution is hereby ratified, confirmed, and approved. Section 3. The City Manager is authorized' to negotiate and execute an agreement, in a form acceptable to the City Attorney, with RollKall for the provision of a Cloud -Based Software Solution for a period of one (1) year, with an option to renew for an additional one (1) year period at no cost to the City. Section 4. The City Manager is further authorized' to negotiate and execute any and all documents, including any other 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, 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 Httor ey ) 12/29/2022 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.