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HomeMy WebLinkAboutAgenda Item Summary FormDate: 03/09/2018 AGENDA ITEM SUMMARY FORM File ID: #3787 Commission Meeting Date: 04/12/2018 Requesting Department: Department of Procurement Sponsored By: District Impacted: All Type: Resolution Subject: Authorize Renewal and Increase to Contract - Security Guard Services Purpose of Item: The nature of this item is to seek City Commission approval to authorize the City Manager to exercise the third and final, one (1) year option to renew for Contract No. RFP 295279 between the City of Miami and Kent Security Services, Inc., pursuant to Resolutions No. 13-0142, 16-0169, and 17-0187 for the provision of security guard services, on a citywide, as needed contractual basis; in addition to increasing the annual contract capacity by $280,000.00, due to the additional need for security guards for the Department of Real Estate and Asset Management ("DREAM"), at Marine Stadium, Ft. Dallas Park, Watson Island Boat Ramp, and Seminole Boat Ramp; allocating funds from the various sources of funds, subject to the availability of funds and budgetary approval at time of need. Further authorizing the City Manager to negotiate and execute all other documents, including any amendments, 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. Background of Item: On April 11, 2013, the City Commission adopted Resolution No. 13-0142, approving the City's award of RFP Contract No. 295279 to Kent Security Services, Inc. for security guard services for various City Departments for an initial period of three (3) years, with the option to renew for three (3) additional one (1) year periods, with each renewal period requiring City Commission approval. On April 14, 2016, the City Commission adopted Resolution No. 16-0165, approving the first option to renew and increasing the annual contract capacity from a not to exceed amount of $1,050,000 to a not to exceed amount of $1,450,000. On April 18, 2017, the City Commission adopted Resolution No. 17-0187, approving the second option to renew. City departments have indicated the need to exercise the third and final one (1) year option to renew for RFP No. 295279 with Kent Security Services, Inc. In addition, DREAM has requested additional funding in the amount of $280,000.00 to cover additional security needs at Marine Stadium, Ft. Dallas Park, Watson Island Boat Ramp and Seminole Boat Ramp. Thereby, the annual contract amount will be increased from an annual amount not to exceed $1,450,000.00 to an annual amount not to exceed $1,730,000.00. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $1,730,000.00 annual amount in the aggregate after approval General Account No: Various Sources Reviewed By Department of Procurement Annie Perez Office of Management and Budget Pedro Lacret Office of Management and Budget Christopher M Rose City Manager's Office Fernando Casamayor City Manager's Office Nzeribe Ihekwaba Legislative Division Marta Gomez Office of the City Attorney Marta Gomez Office of the City Attorney Victoria Mendez City Commission Nicole Ewan 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 Department Head Review Completed 03/12/2018 11:50 AM Budget Analyst Review Completed 03/16/2018 3:44 PM Budget Review Completed 03/18/2018 8:41 AM Assistant City Manager Review Completed 03/19/2018 4:23 PM City Manager Review Completed 03/20/2018 5:43 AM Legislative Division Review Completed 03/26/2018 6:41 PM Deputy City Attorney Review Skipped 03/26/2018 6:41 PM Approved Form and Correctness Completed 03/26/2018 6:42 PM Meeting Completed 04/12/2018 9:00 AM Signed by the Mayor Completed 04/19/2018 6:30 PM Signed and Attested by the City Clerk Completed 04/19/2018 6:49 PM Legislative Division Review Completed 04/20/2018 11:06 AM Approved Form and Correctness with Modification(s) Completed Rendered Completed 04/20/2018 11:51 AM 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-18-0147 File Number: 3787 Final Action Date:4/12/2018 A RESOLUTION OF THE MIAMI CITY COMMISSION AUTHORIZING THE CITY MANAGER TO EXERCISE THE THIRD AND FINAL, ONE (1) YEAR OPTION TO RENEW FOR REQUEST FOR PROPOSALS CONTRACT NO. 295279, BETWEEN THE CITY OF MIAMI AND KENT SECURITY SERVICES, INC., IN ADDITION TO INCREASING THE ANNUAL CONTRACT CAPACITY IN AN AMOUNT NOT TO EXCEED $280,000.00, FOR A TOTAL ANNUAL AMOUNT NOT TO EXCEED $1,730,000.00, DUE TO THE DEPARTMENT OF REAL ESTATE AND ASSET MANAGEMENT'S NEED FOR ADDITIONAL SECURITY GUARDS FOR MARINE STADIUM, FORT DALLAS PARK, THE WATSON ISLAND BOAT RAMP, AND THE SEMINOLE BOAT RAMP; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT TIME OF NEED; 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, on April 11, 2013, the City Commission adopted Resolution No. 13-0142, approving the City of Miami's ("City's") award of Request for Proposals ("RFP") Contract No. 295279 to Kent Security Services, Inc. for the provision of security guard services, for various City departments for a period of three (3) years, with the option to renew for three (3) additional one (1) year periods, with each renewal period requiring City Commission approval; and WHEREAS, on April 14, 2016, the City Commission adopted Resolution No. 16-0165, approving the first option to renew, and increased the annual not to exceed contract capacity from an amount of $1,050,000.00 to an annual not to exceed amount of $1,450,000,.00; and WHEREAS, on April 18, 2017, the City Commission adopted Resolution No. 17-0187, approving the second option to renew; and WHEREAS, the City Manager and various City departments have indicated the need to exercise the third and final, one (1) year option to renew RFP Contract No. 295279 with Kent Security Services, Inc. for the provision of security guard services, on a Citywide, as -needed contractual basis, and WHEREAS, the Department of Real Estate and Asset Management ("DREAM") has indicated the need for additional funding for additional security guards for Marine Stadium, Fort Dallas Park, the Watson Island Boat Ramp, and the Seminole Boat Ramp; 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 City Manager is authorized' to exercise the third and final, one (1) year option to renew for RFP Contract No. 295279, between the City and Kent Security Services, Inc., in addition to increasing the annual contract capacity in an amount not to exceed $280,000.00, for a total annual amount not to exceed $1,730,000.00 due to DREAM's need for additional security guards for Marine Stadium, Fort Dallas Park, the Watson Island Boat Ramp, and the Seminole Boat Ramp, with funds allocated from the various sources of funds, subject to the availability of funds and budgetary approval at the time of need. Section 3. 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 4. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: 1 i ria i ndez, City Attor iey 3126/2018 ' 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.