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HomeMy WebLinkAboutAgenda Item Summary FormDate: 10/05/2016 AGENDA ITEM SUMMARY FORM File ID: #1113 Commission Meeting Date: 10/27/2016 Type: Resolution Subject: Accept Bids - Gym Equipment PURPOSE OF ITEM: Requesting Department: Department of Procurement Sponsored By: District Impacted: All The nature of this item is to authorize a resolution of the Miami City Commission accepting the bid received August 8, 2016, pursuant to Invitation for Bid (IFB) No. 631380 for the procurement of gym equipment preventive maintenance, and repairs, from Douglas Blau, Inc. dba Fitness Source, the lowest responsive and responsible bidder. for an initial contract period of three (3) years, with the option to renew for two (2) additional one (1) year periods; allocating funds from the various sources of funds of the user departments, subject to the availability of funds and budgetary approval at time of need. BACKGROUND INFORMATION: The Department of Parks and Recreation currently has a short term contract for the maintenance of gym equipment for City parks which expires at the $25,000 threshold. On July 15, 2016, the Procurement Department (Procurement) issued IFB No. 631380. As required by the Procurement Code, the IFB was advertised and issued online. On August 8, 2016, the IFB closed and two (2) bids were received; however one (1) was non-responsive and the remaining bid was tabulated and reviewed, following the guidelines published in the IFB. Procurement is recommending award to Douglas Blau, Inc. dba Fitness Source, the sole responsive and responsible bidder. The total cost of the contract is estimated at $50,400.00, in the aggregate for all five (5) years. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $50,400.00 estimate for all five (5) years in the aggregate. General Account No: as required by department Reviewed By Department of Procurement Annie Perez Department Head Review Completed 10/13/2016 11:52 AM Office of Management and Budget Jacques Joseph Budget Analyst Review Completed 10/13/2016 3:12 PM Office of Management and Budget Christopher M Rose Budget Review Completed 10/17/2016 3:06 PM City Manager's Office Anna Medina Assistant City Manager Review Skipped 10/17/2016 3:32 PM Legislative Division Valentin J Alvarez Legislative Division Review Completed 10/17/2016 5:20 PM City Manager's Office Daniel J. Alfonso City Manager Review Completed 10/18/2016 2:47 PM Office of the City Attorney Barnaby L. Min Deputy City Attorney Review Completed 10/18/2016 7:54 PM Office of the City Attorney Victoria M6ndez Approved as to Form and Correctness Completed City Commission Nicole Ewan Meeting Completed 10/27/2016 9:00 AM Office of the Mayor Mayor's Office Signed by the Mayor Completed 11/04/2016 4:51 PM Office of the City Clerk City Clerk's Office Signed and Attested by the City Clerk Completed 11/04/2016 6:08 PM A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BID RECEIVED AUGUST 8, 2016, PURSUANT TO INVITATION FOR BID NO. 631380, FROM DOUGLAS BLAU, INC. D/B/A FITNESS SOURCE, THE SOLE RESPONSIVE AND RESPONSIBLE BIDDER TO PROVIDE GYM EQUIPMENT PREVENTIVE MAINTENANCE AND REPAIRS FOR AN INITIAL CONTRACT PERIOD OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM VARIOUS SOURCES OF FUNDS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING ADDITIONAL FACILITIES AND ITEMS TO BE ADDED TO THE CONTRACT; AND FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AMENDMENTS AND MODIFICATIONS TO THE CONTRACT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") has a need for the procurement of Gym Equipment Preventive Maintenance and Repairs; 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 bid received August 8, 2016, pursuant to Invitation for Bid No. 631380, from Douglas Blau, Inc. d/b/a Fitness Source, the sole responsive and responsible bidder, to provide Gym Equipment Preventive Maintenance and Repairs, for an initial contract period of three (3) years, with the option to renew for two (2) additional one (1) year periods, is accepted. Section 3. Funds to be allocated from various sources of funds and agencies, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to add facilities and items to the contract as needed. Section 5. The City Manager is authorized' to negotiate and execute any amendments and modifications to the contract, in a form acceptable to the City Attorney, for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.z ' 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. -,IV ov . City of Miami City Hall IIS iit A4to � „1,l ,a Legislation 3500 Pan American Drive r —R �� Miami, FL 33133 Resolution www.miamigov.com Enactment Number: R-16-0506 File Number: 1113 Final Action Date:10/27/2016 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BID RECEIVED AUGUST 8, 2016, PURSUANT TO INVITATION FOR BID NO. 631380, FROM DOUGLAS BLAU, INC. D/B/A FITNESS SOURCE, THE SOLE RESPONSIVE AND RESPONSIBLE BIDDER TO PROVIDE GYM EQUIPMENT PREVENTIVE MAINTENANCE AND REPAIRS FOR AN INITIAL CONTRACT PERIOD OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM VARIOUS SOURCES OF FUNDS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING ADDITIONAL FACILITIES AND ITEMS TO BE ADDED TO THE CONTRACT; AND FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AMENDMENTS AND MODIFICATIONS TO THE CONTRACT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") has a need for the procurement of Gym Equipment Preventive Maintenance and Repairs; 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 bid received August 8, 2016, pursuant to Invitation for Bid No. 631380, from Douglas Blau, Inc. d/b/a Fitness Source, the sole responsive and responsible bidder, to provide Gym Equipment Preventive Maintenance and Repairs, for an initial contract period of three (3) years, with the option to renew for two (2) additional one (1) year periods, is accepted. Section 3. Funds to be allocated from various sources of funds and agencies, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to add facilities and items to the contract as needed. Section 5. The City Manager is authorized' to negotiate and execute any amendments and modifications to the contract, in a form acceptable to the City Attorney, for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.z ' 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. APPROVED AS TO FORM AND CORRECTNESS: . -\�1 i ria i ndez, City Attor iey 10/18/2016 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 or upon the effective date stated herein, whichever is later.