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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #18140 Date: 09/10/2025 Commission Meeting Date: 10/23/2025 Requesting Department: Department of Procurement Sponsored By: District Impacted: All Type: Resolution Subject: Invitation for Bid - Rental of Self Storage Facilities Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, accepting the sole bid received pursuant to Invitation for Bid ("IFB") No. 1742386, Rental of Self -Storage Facilities, on an as needed basis, with MV Self Storage LLC dba Box Vault/Sentry Self Storage Management ("MV Self Storage") 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 various sources of funds from the end user departments; 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") issued IFB 1742386 for Rental of Self - Storage Facilities, under a 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 bid closing one (1) bid was received. A survey was conducted, and no responses were received. Subsequently, a Best and Final Offer Letter ("BAFO") was sent to MV Self Storage, the sole responsive and responsible Bidder. The Method of Award was based on the award of five (5) groups (based on geographical location), on a group -by -group basis. The bid was evaluated and tabulated following the guidelines published in the IFB. Procurement is recommending award to MV Self Storage. The estimated contract amount is approximately $450,000 for the term of the contract, including the options to renew. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: Total Fiscal Impact: Approximately $450,000.00 for six (6) years in the aggregate Department of Procurement Office of Management and Budget Office of Management and Budget City Manager's Office City Manager's Office City Manager's Office Legislative Division 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 Erica T. Paschal Natasha Colebrook -Williams Arthur Noriega V Valentin J Alvarez Thomas M. Fossler George K. Wysong III Maricarmen Lopez City Clerk's Office Department Head Review Budget Analyst Review Budget Review Assistant City Manager Review Deputy City Manager Review City Manager Review Legislative Division Review ACA Review Approved Form and Correctness Meeting Rendered Completed 09/18/2025 12:43 PM Completed 10/01/2025 10:20 AM Completed 10/06/2025 11:07 AM Completed 10/06/2025 2:51 PM Completed 10/10/2025 2:04 PM Completed 10/10/2025 4:41 PM Completed 10/10/2025 5:13 PM Completed 10/14/2025 1:08 PM Completed 10/14/2025 1:43 PM Completed 10/23/2025 9:00 AM Completed 10/29/2025 6:05 PM City of Miami Legislation Resolution Enactment Number: R-25-0262 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 18140 Final Action Date:10/23/2025 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), PURSUANT TO SECTION 18-85 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE") APPROVING A BID AWARD FOR INVITATION FOR BID ("IFB") NO. 1742386 TO MV SELF STORAGE LLC DBA BOX VAULT/SENTRY SELF STORAGE MANAGEMENT FOR RENTAL OF SELF -STORAGE FACILITIES ON AN AS NEEDED BASIS FOR AN INITIAL TERM OF THREE (3) YEARS WITH THE OPTION TO RENEW FOR ONE (1) ADDITIONAL THREE (3) YEAR TERM; ALLOCATING FUNDS FROM VARIOUS SOURCES OF FUNDS FROM THE END USER DEPARTMENT(S), 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, 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. WHEREAS, the City of Miami ("City") has a continued need for the rental of self -storage facilities; and WHEREAS, on August 22, 2024, the Department of Procurement ("Procurement") issued Invitation for Bids ("IFB") 1742386 to establish a contract for the rental of self -storage facilities on an as needed basis, to be awarded, for an initial term of three (3) years, with an option to renew for one (1) additional three (3) year period ("Contract"); 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, MV Self Storage LLC d/b/a Box Vault/Sentry Self Storage Management ("Contractor") was the sole responsive and responsible Bidder; and WHEREAS, the City Manager recommended Contractor for award of a contract for the rental of self -storage facilities on an as needed basis for an initial term of three (3) years with one (1) option to renew for three (3) additional years, as further specified in the recommendation memo attached hereto as Exhibit "A"; and WHEREAS, Section 18-85 of the Code of the City of Miami, Florida, as amended ("City Code") provides the procedures for use of competitive sealed bidding, including that bid awards in excess of $50,000.00 must be approved by the City Commission upon recommendation by the City Manager; and WHEREAS, the City Commission desires to approve the bid award to Contractor and to authorize the City Manager to negotiate and execute a contract, and any necessary amendments, renewals, and extensions, all in forms acceptable to the City Attorney and consistent with the terms herein stated, for said purpose; 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 City Code, the bid award to Contractor for the provision of rental of self -storage facilities, on an as -needed basis, for an initial term of three (3) years, with the option to renew for one (1) additional three (3) year period, as further specified in the City Manager's recommendation attached hereto as Exhibit "A", is hereby approved. Section 3. Funds to be allocated from the various sources of funds from the end user department, 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, all in forms acceptable to the City Attorney, subject to all allocations, appropriations, prior budgetary approval, and compliance with 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, 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 ng 111, C y ttor -y 10/14/2025 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.