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HomeMy WebLinkAboutAgenda Item Summary FormDate: 09/27/2016 AGENDA ITEM SUMMARY FORM File ID: #1014 Commission Meeting Date: 10/27/2016 Type: Resolution Subject: Piggyback - Synovia Solutions Purpose of Item: Requesting Department: Department of Procurement Sponsored By: District Impacted: All The nature of this item is to establish a resolution authorizing the piggyback of School District of St. Lucie County's RFP 15-08, pursuant to Section 18-111 of the Code of the City of Miami, with Synovia Solutions, LLC, which was competitively solicited for a five year contract term and will expire on October 27, 2019, with three, one year options to renew, subject to any extensions and/or replacement contracts by the School District of St. Lucie County; allocating funds from various sources of funds from the user departments and agencies, subject to the availability of funds and budgetary approval at the time of need. Background of Item: The City of Miami (City) Information Technology Department (ITD) has identified a need for an Enterprise Telematics GPS Solution (GPS Solution) for citywide use in City owned vehicles. Accessing of the School District of St. Lucie County's Contract RFP 15- 08 will enable all City Departments to obtain and use, on an as -needed contractual basis, the GPS Solution for tracking City vehicles. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $531,240.00 ($13.98 per light duty vehicle per month, 38 months X $13.98 X approximately 1.000 liaht dutv vehicles) Reviewed By Department of Procurement Annie Perez Office of Management and Budget Jacques Joseph Office of the City Attorney Marta Gomez Office of Management and Budget Christopher M Rose City Manager's Office Anna Medina City Manager's Office Daniel J. Alfonso Office of the City Attorney Barnaby L. Min Office of the City Attorney Victoria Mendez Office of the City Attorney Victoria Mendez Office of the Mayor Mayor's Office Office of the City Clerk City Clerk's Office City Commission Nicole Ewan Department Head Review Completed 09/27/2016 3:48 PM Budget Analyst Review Completed 09/27/2016 4:22 PM Legislative Division Review Completed 09/27/2016 5:26 PM Budget Review Completed 10/12/2016 1:35 PM Assistant City Manager Review Skipped 10/17/2016 10:18 AM City Manager Review Completed 10/17/2016 12:30 PM Review Pending Completed 10/17/2016 3:19 PM Approved as to Form and Correctness Completed Approved as to Form and Correctness Completed Signed by the Mayor Completed 11/04/2016 6:41 PM Signed and Attested by the City Clerk Completed 11/04/2016 6:45 PM Meeting Completed 10/27/2016 9:00 AM A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE PROCUREMENT OF THE ENTERPRISE TELEMATICS GPS SOLUTION FROM SYNOVIA SOLUTIONS, LLC, FOR USE IN CITY OF MIAMI ("CITY") OWNED VEHICLES, CITYWIDE, PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, UTILIZING THE COMPETITIVELY SOLICITED AND EXISTING SCHOOL DISTRICT OF ST. LUCIE COUNTY'S REQUEST FOR PROPOSALS ("RFP") No. 15-08, EFFECTIVE THROUGH OCTOBER 27, 2019, WITH THREE (3) ADDITIONAL ONE (1) YEAR OPTIONS TO RENEW, SUBJECT TO ANY RENEWALS, EXTENSIONS AND/OR REPLACEMENT CONTRACTS BY THE SCHOOL DISTRICT OF ST. LUCIE COUNTY; ALLOCATING FUNDS FROM VARIOUS SOURCES OF FUNDS FROM THE END USER DEPARTMENTS AND AGENCIES; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE ANY AMENDMENTS TO THE SUPPLEMENTAL AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") has an ongoing need for an Enterprise Telematics GPS Solution to track City vehicles in order to monitor and reduce unauthorized or improper use; and WHEREAS, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer has also determined that the awarded contract between the School District of St. Lucie County and Synovia Solutions, LLC, pursuant to Request for Proposals ("RFP") No. 15-08, was entered into pursuant to a competitive process in compliance with the City's laws, policies, and procedures; and WHEREAS, the adoption of this Resolution will also enable all City Departments to obtain and use the Enterprise Telematics GPS Solution from Synovia Solutions, LLC, on an as -needed contractual basis, subject to the availability of funds and budgetary approval at the time of need; 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 procurement of the Enterprise Telematics GPS Solution from Synovia Solutions, LLC, for use in City -owned vehicles, Citywide, pursuant to Section 18-111 of the City Code, utilizing the competitively solicited and existing School District -,IV ov . City of Miami City Hall IIS iit A4to �. � „1,l ,a Legislation 3500 Pan American Drive r Miami, FL 33133 �—R � _- Resolution www.miamigov.com Enactment Number: R-16-0523 File Number: 1014 Final Action Date:10/27/2016 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE PROCUREMENT OF THE ENTERPRISE TELEMATICS GPS SOLUTION FROM SYNOVIA SOLUTIONS, LLC, FOR USE IN CITY OF MIAMI ("CITY") OWNED VEHICLES, CITYWIDE, PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, UTILIZING THE COMPETITIVELY SOLICITED AND EXISTING SCHOOL DISTRICT OF ST. LUCIE COUNTY'S REQUEST FOR PROPOSALS ("RFP") No. 15-08, EFFECTIVE THROUGH OCTOBER 27, 2019, WITH THREE (3) ADDITIONAL ONE (1) YEAR OPTIONS TO RENEW, SUBJECT TO ANY RENEWALS, EXTENSIONS AND/OR REPLACEMENT CONTRACTS BY THE SCHOOL DISTRICT OF ST. LUCIE COUNTY; ALLOCATING FUNDS FROM VARIOUS SOURCES OF FUNDS FROM THE END USER DEPARTMENTS AND AGENCIES; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE ANY AMENDMENTS TO THE SUPPLEMENTAL AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") has an ongoing need for an Enterprise Telematics GPS Solution to track City vehicles in order to monitor and reduce unauthorized or improper use; and WHEREAS, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer has also determined that the awarded contract between the School District of St. Lucie County and Synovia Solutions, LLC, pursuant to Request for Proposals ("RFP") No. 15-08, was entered into pursuant to a competitive process in compliance with the City's laws, policies, and procedures; and WHEREAS, the adoption of this Resolution will also enable all City Departments to obtain and use the Enterprise Telematics GPS Solution from Synovia Solutions, LLC, on an as -needed contractual basis, subject to the availability of funds and budgetary approval at the time of need; 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 procurement of the Enterprise Telematics GPS Solution from Synovia Solutions, LLC, for use in City -owned vehicles, Citywide, pursuant to Section 18-111 of the City Code, utilizing the competitively solicited and existing School District of St. Lucie County's Contract RFP No. 15-08, effective through October 27, 2019, with three (3) additional one (1) year options to renew, subject to any renewals, extensions and/or replacement contracts by the School District of St. Lucie County, is authorized. Section 3. Funds to be allocated from 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 execute any amendments to the supplemental agreement, in a from acceptable to the City Attorney, as may be necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: 1 Un ndeez-City Attor ey 10/18/2016 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 or upon the effective date stated herein, whichever is later.