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HomeMy WebLinkAboutAgenda Item Summary FormDate: 12/29/2016 AGENDA ITEM SUMMARY FORM File ID: #1535 Commission Meeting Date: 02/09/2017 Type: Resolution Subject: IFB - Self -Storage Facility Purpose of Item: Requesting Department: Department of Procurement Sponsored By: District Impacted: All The nature of this item is to establish a term contract for rental of self -storage facilities, with MV Self Storage LLC, dba BoxVault, the sole responsive and responsible bidder under IFB No. 637385, on an as needed contractual basis, for a period of three (3) years, with the option to renew for one (1) additional, three (3) year period; authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals and modifications to the contract, in a form acceptable to the City Attorney, as may be necessary for said purpose; allocating funds from the various sources of funds of the user departments, subject to availability of funds and budgetary approval at the time of need. Background of Item: Various City departments have identified a need to establish a contract for the rental of self -storage facilities. On October 18, 2016, the Procurement Department (Procurement) issued Invitation for Bid (IFB) No. 637385. As required by the Procurement Code, the IFB was advertised and issued on-line. On November 07, 2016, when the bid closed, one (1) bid was received, and deemed responsive. Method of award was based on award of four (4) groups (geographical), on a group by group basis. Procurement is recommending award to MV Self Storage LLC dba BoxVault, for all four (4) groups as the sole responsive and responsible bidder. The estimated annual cost for this contract is $30,000, with $180,000 in the aggregate, over a period of six years. Budget Impact Analysis Item is NOT Related to Revenue Item is NOT funded by Bonds Item is an Expenditure Total Fiscal Impact: $30,000 annually ($180.000 over the six (6) year contract term) Reviewed By Department of Procurement Annie Perez Department Head Review Completed 12/29/2016 5:22 PM Office of Management and Budget Jacques Joseph Budget Analyst Review Completed 01/20/2017 12:55 PM Office of Management and Budget Christopher M Rose Budget Review Completed 01/21/2017 9:06 AM 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 Mayor Office of the City Clerk Fernando Casamayor Daniel J. Alfonso Valentin J Alvarez Barnaby L. Min Victoria Mendez Nicole Ewan Mayor's Office City Clerk's Office Assistant City Manager Review Completed City Manager Review Completed Legislative Division Review Completed Deputy City Attorney Review Completed Approved Form and Correctness Completed Meeting Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed 01/23/2017 5:00 PM 01/25/2017 5:48 PM 01/26/2017 10:13 AM 01/26/2017 10:24 AM 01/27/2017 6:31 PM 02/09/2017 9:00 AM 02/13/2017 2:58 PM 02/13/2017 3:05 PM A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE SOLE BID RECEIVED OCTOBER 18, 2016, PURSUANT TO INVITATION FOR BID ("IFB") NO. 637385, FROM MV SELF STORAGE LLC DBA BOXVAULT, TO PROVIDE SELF STORAGE FACILITIES CITYWIDE, ON AN AS NEEDED CONTRACTUAL BASIS, FOR AN INITIAL CONTRACT PERIOD OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR ONE (1) ADDITIONAL THREE (3) YEAR PERIOD FOR AN ESTIMATED AMOUNT OF $180,000.00 IN THE AGGREGATE OVER THE SIX (6) YEAR TERM; ALLOCATING FUNDS FROM VARIOUS DEPARTMENTS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS AND MODIFICATIONS TO THE CONTRACT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, there is a need for the rental of self -storage facilities for Citywide departmental uses; and WHEREAS, the City of Miami ("City") issued Invitation for Bid ("IFB") No. 637385 to establish a contract for the rental of self -storage facilities; 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 October 18, 2016, pursuant to IFB No. 637385, from MV Self Storage LLC dba BoxVault, the sole responsive and responsible bidder, to provide rental of self -storage facilities for Citywide departmental uses, on an as needed contractual basis, for a period of three (3) years with the option to renew for one (1) additional three (3) year period, for an estimated amount of $180,000.00 in the aggregate over the six (6) year term, is accepted. Section 3. Funds to be allocated from various departments, 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 other documents, including any amendments, renewals, and modifications to the contract, in a form acceptable to the City Attorney, as may be necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption and ' 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 City 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-17-0063 File Number: 1535 Final Action Date:2/9/2017 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE SOLE BID RECEIVED OCTOBER 18, 2016, PURSUANT TO INVITATION FOR BID ("IFB") NO. 637385, FROM MV SELF STORAGE LLC DBA BOXVAULT, TO PROVIDE SELF STORAGE FACILITIES CITYWIDE, ON AN AS NEEDED CONTRACTUAL BASIS, FOR AN INITIAL CONTRACT PERIOD OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR ONE (1) ADDITIONAL THREE (3) YEAR PERIOD FOR AN ESTIMATED AMOUNT OF $180,000.00 IN THE AGGREGATE OVER THE SIX (6) YEAR TERM; ALLOCATING FUNDS FROM VARIOUS DEPARTMENTS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS AND MODIFICATIONS TO THE CONTRACT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, there is a need for the rental of self -storage facilities for Citywide departmental uses; and WHEREAS, the City of Miami ("City") issued Invitation for Bid ("IFB") No. 637385 to establish a contract for the rental of self -storage facilities; 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 October 18, 2016, pursuant to IFB No. 637385, from MV Self Storage LLC dba BoxVault, the sole responsive and responsible bidder, to provide rental of self -storage facilities for Citywide departmental uses, on an as needed contractual basis, for a period of three (3) years with the option to renew for one (1) additional three (3) year period, for an estimated amount of $180,000.00 in the aggregate over the six (6) year term, is accepted. Section 3. Funds to be allocated from various departments, 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 other documents, including any amendments, renewals, and modifications to the contract, in a form acceptable to the City Attorney, as may be necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption and ' 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 City Code provisions. signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: i ria i ' ndez, City Attor iey 112712017 2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar 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.