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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #17757 Date: 06/13/2025 Commission Meeting Date: 07/10/2025 Requesting Department: Department of General Services Administration Sponsored By: District Impacted: All Type: Resolution Subject: Invitation for Bid - Vehicle Decals and Striping Services Purpose of Item: The nature of this item is to establish a resolution of the Miami City Commission, accepting the bid received pursuant to Invitation for Bid ("IFB") No. 1852386 for the purchase of Vehicle Decals and Striping Services for the Department of General Services Administration ("GSA"), on an as needed basis, with Graphic Designs International LLC ("Graphic Designs International"), for an initial contract term of three (3) years, with the option to renew for one (1) additional three (3) year period; allocating funds from the GSA Operating Budget and the various sources of funds from the end 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, 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: The Department of Procurement ("Procurement"), on behalf of the Department of General Services Administration ("GSA") issued IFB No. 1852386 for the purchase of Vehicle Decals and Striping Services under full and open competition. As required by the Procurement Code, the IFB was issued online via the City of Miami's Periscope S2G Electronic Portal ("Periscope S2G"). On October 11, 2024, at the bid closing, one (1) bid was received. A survey was conducted to have a better understanding of any potential barriers that may have influenced the decision of other Bidders. On March 10, 2025, a Best and Final Offer Letter ("BAFO") was sent to Graphic Designs International, the sole responsive and responsible Bidder. The bid was evaluated and tabulated following the guidelines published in the bid. Procurement is recommending an award to Graphic Designs International. The estimated contract amount is approximately $450,000.00 for the term of the contract, including the options to renew. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: Approximately $450,000 for six (6) years in the aggregate Reviewed B Department of General Services Administration Review Completed 06/18/2025 3:27 PM Office of Management and Budget Jacques Joseph Office of Management and Budget Department of Procurement City Manager's Office 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 Marie Gouin Annie Perez Barbara Hernandez Natasha Colebrook -Williams Valentin J Alvarez Arthur Noriega V Thomas M. Fossler George K. Wysong III Maricarmen Lopez City Clerk's Office Jennifer Ramirez Budget Analyst Review Budget Review Procurement Review Assistant City Manager Review Deputy City Manager Review Legislative Division Review City Manager Review ACA Review Approved Form and Correctness Meeting Rendered Department Head Completed 06/20/2025 10:37 AM Completed 06/20/2025 5:41 PM Completed 06/26/2025 12:57 PM Completed 06/27/2025 1:36 PM Completed 06/30/2025 9:17 AM Completed 06/30/2025 9:33 AM Completed 06/30/2025 11:15 AM Completed 06/30/2025 3:52 PM Completed 06/30/2025 4:38 PM Completed 07/10/2025 9:00 AM Completed 07/17/2025 3:39 PM City of Miami Legislation Resolution Enactment Number: R-25-0247 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 17757 Final Action Date:7/10/2025 A RESOLUTION OF THE MIAMI CITY COMMISSION, PURSUANT TO SECTION 18- 85 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE") AWARDING A CONTRACT TO GRAPHIC DESIGNS INTERNATIONAL LLC ("GRAPHIC DESIGNS") PURSUANT TO INVITATION FOR BID ("IFB") NO. 1852386 FOR VEHICLE DECALS AND STRIPING ON AN AS NEEDED BASIS FOR AN INITIAL TERM OF THREE (3) YEARS WITH AN OPTION TO RENEW FOR ONE (1) ADDITIONAL THREE (3) YEAR TERM ("CONTRACT"); ALLOCATING FUNDS FROM THE GSA OPERATING BUDGET AND THE VARIOUS SOURCES OF FUNDS FROM THE END 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 ALL DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, AND 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 IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the General Services Administration Department ("GSA") has a continued need for vehicle decals and striping services for the City's fleet; and WHEREAS, on August 22, 2024, the Department of Procurement ("Procurement") issued Invitation for Bid ("IFB") No. 1852386 to establish a contract for vehicle decals and striping services on an as needed basis, to be awarded, for an initial term of three (3) years with the option to renew for one (1) additional three (3) year period; and WHEREAS, on October 11, 2024, Procurement received one (1) bid in response to the IFB, which was evaluated and tabulated following the required guidelines of the IFB, Graphic Designs International LLC ("Graphic Designs") was the sole responsive and responsible Bidder; and WHEREAS, it is recommended that the City Commission award a contract to Graphic Designs for vehicle decals and striping on an as needed basis for an initial term of three (3) years with an option to renew for one (1) additional three (3) year term; 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. Pursuant to Section 18-85 of the Code of the City of Miami, Florida, as amended ("City Code"), the award of a contract, pursuant to IFB No. 1852386, to Graphic Designs for vehicle decals and striping services on an as -needed basis for an initial term of three (3) years with an option to renew for one (1) additional three (3) year period is approved. Section 3. Funds to be allocated from the GSA operating budget and the various sources of funds from the end user departments and agencies, 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 all documents, including any amendments, renewals and extensions, all in forms acceptable to the City Attorney, subject to all allocations, appropriations, prior budgetary approvals, and 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 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: rge Wys•ng III, C y ttor -y 6/30/2025 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.