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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #15869 Date: 04/09/2024 Commission Meeting Date: 05/23/2024 Requesting Department: Department of Procurement Sponsored By: District Impacted: All Type: Resolution Subject: Invitation for Bid ("IFB") - No. 1353386 - Interpreting, Translation and Transcription Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, accepting the bids received pursuant to Invitation for Bid ("IFB") No. 1353386, for Professional Interpreting, Translation and Transcription Services, on an as needed basis, from the lowest responsive and responsible Bidders on a Primary, Secondary, and Tertiary basis as listed in the attached Bid Tabulation, with Effectiff, LLC ("Effectiff"), Interpreters Unlimited, Inc. ("Interpreters Unlimited"), Fox Translation Services LLC ("Fox"), Bilingval Inc ("Bilingval"), Human Touch Translations Ltd ("Human Touch"), and Accent on Languages, Inc. ("Accent on Languages") for an initial contract term of two (2) years, with the option to renew for two (2) additional two (2) year periods; allocating funds from various end user accounts, and/or other various sources of funds from the user Departments and Agencies, 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: On May 01, 2023, the Department of Procurement ("Procurement"), issued IFB No. 1353386, for Professional Interpreting, Translation and Transcription Services, under full and open competition. As required by the Procurement Code, the IFB was issued online via the City of Miami's BidSync Electronic Portal ("BidSync"). On June 20, 2023, at the bid closing, fifteen (15) bids were received. All bids were evaluated and tabulated following the guidelines published in the Bid. Eight (8) bids were found non- responsive as they did not submit documents as required by the solicitation. Seven (7) Bidders were deemed responsive and responsible. Procurement is recommending award to six (6) Bidders: Effectiff, Interpreters Unlimited, Fox Translation, Accent on Languages, Bilingval and Human Touch in the attached Bid Tabulation. The estimated contract amount is approximately $400,000 in the aggregate. Budget Impact Analysis Item is NOT Related to Revenue Item is NOT funded by Bonds Item is an Expenditure Total Fiscal Impact: Total Fiscal Impact: Approximately $400,000 in the aggregate for the term of the contract. Department of Procurement 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 Office of the City Attorney City Commission Office of the City Clerk Reviewed B Annie Perez Calvin Fifer Marie Gouin Larry M. Spring Arthur Noriega V Valentin J Alvarez Pablo Velez Mabel Betancourt George K. Wysong III Maricarmen Lopez City Clerk's Office Department Head Review Budget Analyst Review Budget Review Assistant City Manager Review City Manager Review Legislative Division Review ACA Review Approved Form and Correctness Approved Form and Correctness Meeting Rendered Completed 04/15/2024 11:05 AM Completed 04/15/2024 3:07 PM Completed 04/15/2024 3:19 PM Completed 04/23/2024 10:08 AM Completed 04/23/2024 3:10 PM Completed 04/24/2024 10:36 AM Completed 04/29/2024 6:30 PM Skipped 04/12/2024 2:59 PM Completed 05/13/2024 7:14 PM Completed 05/23/2024 9:00 AM Completed 05/28/2024 2:41 PM City of Miami Legislation Resolution Enactment Number: R-24-0189 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 15869 Final Action Date:5/23/2024 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE BIDS RECEIVED JUNE 20, 2023, PURSUANT TO INVITATION FOR BIDS ("IFB") NO. 1353386 FOR THE PROVISION OF PROFESSIONAL INTERPRETING, TRANSLATION, AND TRANSCRIPTION SERVICES, ON AN AS NEEDED BASIS, CITYWIDE, FROM THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDERS ON A PRIMARY, SECONDARY, AND TERTIARY BASIS, AS LISTED IN THE ATTACHED AND INCORPORATED BID TABULATION, FROM EFFECTIFF, LLC, A FLORIDA LIMITED LIABILITY COMPANY ("EFFECTIFF"), INTERPRETERS UNLIMITED, INC., A FOREIGN PROFIT CORPORATION AUTHORIZED TO CONDUCT BUSINESS IN FLORIDA ("INTERPRETERS UNLIMITED"), FOX TRANSLATION SERVICES LLC, A FLORIDA LIMITED LIABILITY COMPANY ("FOX"), BILINGVAL INC, A FLORIDA PROFIT CORPORATION ("BILINGVAL"), HUMAN TOUCH TRANSLATIONS LTD, A FOREIGN PROFIT CORPORATION AUTHORIZED TO CONDUCT BUSINESS IN FLORIDA ("HUMAN TOUCH"), AND ACCENT ON LANGUAGES, INC., A FOREIGN PROFIT CORPORATION PENDING AUTHORIZATION TO CONDUCT BUSINESS IN FLORIDA ("ACCENT ON LANGUAGES"), FOR AN INITIAL TERM OF TWO (2) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL TWO (2) YEAR PERIODS; ALLOCATING FUNDS FROM THE VARIOUS END USER ACCOUNTS AND/OR SUCH OTHER VARIOUS SOURCES OF FUNDS FROM THE USER DEPARTMENTS AND AGENCIES, 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 OF MIAMI 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") has a continuing need for interpreting, translation, and transcription services; and WHEREAS, on May 1, 2023, the City's Department of Procurement ("Procurement") issued Invitation for Bids ("IFB") No. 1353386 for Professional Interpreting, Translation, and Transcription Services, on an as needed basis, Citywide, for an initial term of two (2) years, with the option to renew for two (2) additional two (2) year periods; and WHEREAS, on June 20, 2023, Procurement received fifteen (15) bid responses to the IFB, all bids were evaluated and tabulated following the guidelines published in the Solicitation; and WHEREAS, Procurement is recommending award to the lowest responsive and responsible Bidders: Effectiff, LLC, a Florida limited liability company ("Effectiff"), Interpreters Unlimited, Inc., a foreign profit corporation authorized to conduct business in Florida ("Interpreters Unlimited"), Fox Translation Services LLC, a Florida limited liability company ("Fox"), Bilingval Inc, a Florida profit corporation ("Bilingval"), Human Touch Translations Ltd, a foreign profit corporation authorized to conduct business in Florida ("Human Touch"), and Accent On Languages, Inc., a foreign profit corporation pending authorization to conduct business in Florida ("Accent On Languages"); 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 bids received June 20, 2023, pursuant to IFB No. 1353386 for the provision of Professional Interpreting, Translation, and Transcription Services, on an as needed basis, Citywide, from the lowest responsive and responsible Bidders on a primary, secondary, and tertiary basis, as listed in the attached Bid Tabulation, from Effectiff, Interpreters Unlimited, Fox, Bilingval, Human Touch, and Accent On Languages, for an initial term of two (2) years, with the option to renew for two (2) additional two (2) year periods, is hereby accepted. Section 3. Funds shall be allocated from the various end user accounts and/or such other various sources of funds from the user departments and agencies, 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, 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. 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 by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions.