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HomeMy WebLinkAboutLegislationFile Number: 15-00779 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com Final Action Date: A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER APPROVING THE FINDINGS OF THE EVALUATION COMMITTEE, PURSUANT TO REQUEST FOR PROPOSALS ("RFP") 472340, FOR THE PROVISION OF AN AGENDAAND MEETING MANAGEMENT SYSTEM; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A PROFESSIONAL SERVICES AGREEMENT ("PSA"), IN SUBSTANTIALLY THE ATTACHED FORM, WITH ACCELA, INC., THE HIGHEST -RANKED RESPONSIVE AND RESPONSIBLE PROPOSER, FOR A CONTRACT PERIOD OF FIVE (5) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL FIVE (5) YEAR PERIODS; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS FROM THE USER DEPARTMENTAND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; SHOULD NEGOTIATIONS FAIL WITH THE HIGHEST -RANKED PROPOSER, THE CITY MANAGER IS AUTHORIZED TO NEGOTIATE AND EXECUTE A PSA WITH THE NEXT HIGHEST -RANKED PROPOSER, UNTILAN AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, HAS BEEN REACHED. WHEREAS, the City of Miami issued Request for Proposals ("RFP") No. 472340 seeking qualified and experienced firms for the provision of an Agenda and Meeting Management System for the Department of Information Technology; and WHEREAS, the Evaluation Committee evaluated the proposals received and ranked Accela, Inc, as the highest -ranked responsive and responsible proposer, and recommended that the City Manager negotiate and execute a Professional Services Agreement ("PSA") with Accela, Inc. for a contract period of five (5) years, with the option to renew for two (2) additional five (5) year periods; and WHEREAS, the City Manager concurred with the recommendation of the Evaluation Committee; 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 recommendation of the City Manager approving the findings of the Evaluation Committee, pursuant to RFP No. 472340, for the provision of an Agenda and Meeting Management System is accepted Section 3. The City Manager is authorized {1} to negotiate and execute a PSA, in substantially the attached form, with Accela, Inc., the highest -ranked responsive and responsible proposer, for a period of five (5) years, with the option to renew for two (2) additional five (5) year periods, with funds allocated from the various sources of funds from the user department and agencies, subject to the City of Alaand Page 1 of 2 File Id: I5-00779 (version: 1) Printed On: 7/2/2015 City of Miami U�aarnAF a�arrA �d Legislation Resolution File Number: 15-00779 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com Final Action Date: A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER APPROVING THE FINDINGS OF THE EVALUATION COMMITTEE, PURSUANT TO REQUEST FOR PROPOSALS ("RFP") 472340, FOR THE PROVISION OF AN AGENDAAND MEETING MANAGEMENT SYSTEM; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A PROFESSIONAL SERVICES AGREEMENT ("PSA"), IN SUBSTANTIALLY THE ATTACHED FORM, WITH ACCELA, INC., THE HIGHEST -RANKED RESPONSIVE AND RESPONSIBLE PROPOSER, FOR A CONTRACT PERIOD OF FIVE (5) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL FIVE (5) YEAR PERIODS; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS FROM THE USER DEPARTMENTAND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; SHOULD NEGOTIATIONS FAIL WITH THE HIGHEST -RANKED PROPOSER, THE CITY MANAGER IS AUTHORIZED TO NEGOTIATE AND EXECUTE A PSA WITH THE NEXT HIGHEST -RANKED PROPOSER, UNTILAN AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, HAS BEEN REACHED. WHEREAS, the City of Miami issued Request for Proposals ("RFP") No. 472340 seeking qualified and experienced firms for the provision of an Agenda and Meeting Management System for the Department of Information Technology; and WHEREAS, the Evaluation Committee evaluated the proposals received and ranked Accela, Inc, as the highest -ranked responsive and responsible proposer, and recommended that the City Manager negotiate and execute a Professional Services Agreement ("PSA") with Accela, Inc. for a contract period of five (5) years, with the option to renew for two (2) additional five (5) year periods; and WHEREAS, the City Manager concurred with the recommendation of the Evaluation Committee; 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 recommendation of the City Manager approving the findings of the Evaluation Committee, pursuant to RFP No. 472340, for the provision of an Agenda and Meeting Management System is accepted Section 3. The City Manager is authorized {1} to negotiate and execute a PSA, in substantially the attached form, with Accela, Inc., the highest -ranked responsive and responsible proposer, for a period of five (5) years, with the option to renew for two (2) additional five (5) year periods, with funds allocated from the various sources of funds from the user department and agencies, subject to the City of Alaand Page 1 of 2 File Id: I5-00779 (version: 1) Printed On: 7/2/2015 File Number: 15-00779 availability of funds and budgetary approval at the time of need. Section 4, Should negotiations fail with the highest -ranked proposer, the City Manager is authorized to negotiate and execute a PSA with the next highest ranked proposer, until an agreement with one of the proposers, in a form acceptable to the City Attorney, has been reached. Section 5, This Resolution shall become effective immediately upon its adoption and signature of the Mayor.{2} APPROVED AS TO FORM AND CORRECTNESS: VICOORIA MEQ DEZ CITY ATTORNEY Footnotes: {1) The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. {2} This Resolution shall become effective as specified herein unless vetoed by the Mayor within ten (10) days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. City of Miami Page 2 of 2 File Id. 15-00779 (!Version: 1) Printed On: 7/2/2015