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HomeMy WebLinkAboutAgenda Item Summary FormDate: 02/20/2018 AGENDA ITEM SUMMARY FORM File ID: #3678 Commission Meeting Date: 04/12/2018 Requesting Department: Department of Fire - Rescue Sponsored By: District Impacted: All Type: Resolution Subject: Authorize Increase to Sole Source - Bauer Air Compressor Systems Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, approving the increase in capacity beyond the Chief Procurement Officer's threshold of $25,000, by a four-fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended, after an advertised public hearing, ratifying, approving and confirming the City Manager's finding of a sole source, waiving the requirements for competitive sealed bidding procedures, and approving the request to enter into an agreement with Compressed Air Supplies & Equipment, Inc., to maintain the Bauer stand-alone SCBA recharging systems currently located at Fire Station 1, and the Fire Training Center. Allocating funds from the Fire -Rescue Department, subject to the availability of funds and budgetary approval at the time of need. The City Manager is authorized to execute the PSA is substantially the attached form. The City Manager is further authorized to negotiate and execute all other documents, including any amendments, renewals, extensions, and modifications, including without limitation, increases in capacity and increases to the contract funding which may be administratively approved by the City Manager subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the City Code,including, without limitation, the City of Miami Procurement Ordinance, the City of Miami Anti -Deficiency Act, and Financial Integrity Principles all as set forth in Chapter 18, as amended, in a form acceptable to the City Attorney, and in compliance with applicable regulations, as may be necessary for said purpose. This language further authorizes the City Manager to increase funding to contracts without further City Commission approval. Background of Item: In July of 2015 Procurement contacted Bauer, the manufacturer of the stand-alone SCBA recharging /system installed at Fire Station 1, and the Fire Training Center seeking information on authorized maintenance and repair facilities. Bauer provided a letter stating that there is only one factory authorized service distributor in this area. In addition, Bauer also provided a list of other municipalities that utilized this service distributor. Municipalities provided by Bauer were: Boca Raton Fire Rescue; Broward Fire Academy; Broward Sheriff Office ("BSO"); BSO Fire Rescue; City of Coral Gables Fire Department; City of Davie Fire Rescue; City of Fort Lauderdale Fire Rescue; City of Hallandale Fire Department; City of Hialeah Fire Rescue; Miramar Fire Department; Pembroke Pines Fire Department; Seminole Tribe of Florida Fire Rescue and Islamorada Village of Islands Fire Department. Procurement contacted BSO Fire Rescue, City of Coral Gables Fire Department, and City of Hialeah Fire Rescue to verify that maintenance and repairs for their Bauer equipment was being provided as a sole source procurement, and all confirmed that Compressed Air Supplies & Equipment, Inc. was the sole source supplier. The Chief Procurement Officer approved a sole source finding for maintenance and repairs of this equipment pursuant to section 18-92 of the Procurement Code, under delegated authority of $25,000. Since this initial finding, Fire - Rescue has used this amount in repair and maintenance, and in order to continue to have repairs and maintenance done, an increase in capacity is required. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $10,000.00 Per Year (Estimated) General Account No: as required by department Reviewed By Department of Fire -Rescue Ty McGann Department of Fire -Rescue Eloy Garcia Office of Management and Budget Pedro Lacret Office of Management and Budget Christopher M Rose Department of Procurement Annie Perez City Manager's Office Nzeribe Ihekwaba Legislative Division Valentin J Alvarez Office of the City Attorney Valentin J Alvarez Office of the City Attorney Victoria Mendez City Commission Maricarmen Lopez Office of the Mayor Mayor's Office Office of the City Clerk City Clerk's Office Legislative Division Valentin J Alvarez Office of the City Attorney Victoria Mendez Office of the City Clerk City Clerk's Office Fire Department Review Completed 02/20/2018 11:00 AM Fire Chief Review Completed 02/20/2018 12:47 PM Budget Analyst Review Completed 02/23/2018 12:54 PM Budget Review Completed 03/01/2018 5:25 AM Procurement Review Completed 03/07/2018 11:59 AM City Manager Review Completed 03/07/2018 12:12 PM Legislative Division Review Completed 03/15/2018 10:54 AM Deputy City Attorney Review Skipped 03/15/2018 10:53 AM Approved Form and Correctness Completed 03/22/2018 3:19 PM Meeting Completed 04/12/2018 9:00 AM Signed by the Mayor Completed 04/19/2018 6:20 PM Signed and Attested by the City Clerk Completed 04/19/2018 6:43 PM Legislative Division Review Completed 04/20/2018 12:36 PM Approved Form and Correctness with Modification(s) Completed Rendered Completed 04/20/2018 12:53 PM 4�CS O/: I! City of Miami ` City Hall * 9fi 11 IM&0Q:AT10 '® Legislation 3500 Pan American Drive Miami, FL 33133 Resolution www.miamigov.com Enactment Number: R-18-0140 File Number: 3678 Final Action Date:4/12/2018 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR-FIFTHS (4/5THS) AFFIRMATIVE VOTE, PURSUANT TO SECTION 18-92 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF A SOLE SOURCE, ATTACHED AND INCORPORATED AS ATTACHMENT "A," WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES AND APPROVING MAINTENANCE AND REPAIR SERVICE OF THE BAUER SELF-CONTAINED BREATHING APPARATUS (SCBA) COMPRESSOR SYSTEM ("SYSTEM") FOR THE FIRE - RESCUE DEPARTMENT ("FIRE -RESCUE"), FROM COMPRESSED AIR SUPPLIES & EQUIPMENT, INC., A FLORIDA PROFIT CORPORATION, THE SOLE AUTHORIZED SERVICE DISTRIBUTOR OF THE SYSTEM; ALLOCATING FUNDS FROM THE DEPARTMENT OF FIRE RESCUE, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT ("PSA"), IN SUBSTANTIALLY THE ATTACHED FORM; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALLOCATIONS, APPROPRIATIONS AND BUDGETARY APPROVAL HAVING BEEN PREVIOUSLY MADE, AND IN COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, ("CITY CODE"), INCLUDING, WITHOUT LIMITATION, 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 APPLICABLE REGULATIONS, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, in July 2015 under the authority of the Chief Procurement Officer pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended ("City Code"), this sole source finding was approved up to $25,000.00 for maintenance and repairs from Compressed Air Supplies & Equipment, Inc., a Florida profit corporation ("Compressed Air Supplies & Equipment"), the sole service distributor for maintenance and repair of the Bauer Self -Contained Breathing Apparatus ("SCBA") Compressor System ("System"); and WHEREAS, the Department of Fire Rescue ("Fire Rescue") has reached the authorized $25,000.00 capacity for this sole source; and WHEREAS, the finding of the Chief Procurement Officer has been approved and adopted as the written finding of the City Manager, attached and incorporated as Attachment "A"; and WHEREAS, the City Manager and the Chief Procurement Officer recommend that the requirements for competitive sealed bidding procedures be waived and that the procurement of the above maintenance and repair services, as specified, be approved; 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. By a four-fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the City Code, after an advertised public hearing, the City Manager's finding of a sole source, attached and incorporated as Attachment "A," is ratified, approved, and confirmed, the requirements for competitive sealed bidding procedures are waived, and the maintenance and repair of the System for Fire -Rescue, from Compressed Air Supplies & Equipment, the sole authorized service distributor of the System, is approved. Section 3. Funds to be allocated from Fire Rescue, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to execute the Professional Services Agreement ("PSA"), in substantially the attached form, with Compressed Air Supplies & Equipment, the sole authorized service distributor for maintenance and repair of the System. Section 5. The City Manager is further authorized' to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including, without limitation, 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 applicable regulations, as may be necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: 1 nz, City Attor ey&ina de3/2212018 ' 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. 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.