2014-28448 Reso RESOLUTION NO. 2014-28448
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH INKTEL
GOVERNMENT BPO SERVICES (INKTEL), FOR AN AMENDMENT
TO INKTEL'S CURRENT CONTRACT WITH THE CITY, ENTERED
INTO PURSUANT TO REQUEST FOR PROPOSALS NO. 022-
2013ME AND DATED APRIL 26, 2013; SAID AMENDMENT FOR
THE PURPOSE OF CONTINUING TO PROVIDE CALL CENTER
SERVICES TO THE CITY'S BUILDING DEPARTMENT, AND
CONSOLIDATING THE CURRENT TWO CURRENT CONTRACTS
WITH INKTEL INTO ONE AGREEMENT; AUTHORIZING .THE
EXTENSION OF THE CURRENT AGREEMENT WITH INKTEL WITH
THE BUILDING DEPARTMENT (WHICH WILL EXPIRE ON
FEBRUARY 27, 2014), ON A MONTH TO MONTH BASIS, PENDING
THE CONCLUSION OF THOSE NEGOTIATIONS; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE
AMENDMENT UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, Request For Proposals (RFP) No. 08-08/09 was issued on
December 15, 2008, to establish a contract(s), by means of sealed bids, for the
supply and delivery of call center services for the City's Building Department, on an
as needed basis, from a source(s) that will give prompt and efficient customer
service; and
WHEREAS, on January 29, 2009, the City Commission approved the award
of a contract to Inktel Direct Government BPO Services, Inc. for a three (3) year
period, commencing on February 27, 2009, with the option to be extended for two (2)
additional one (1) year periods; and
WHEREAS, on November 14, 2012, the City Commission approved the
exercise of the City's second and final one year renewal option of the contract, which
is set to expire on February 27, 2014; and
WHEREAS, on April 26, 2013, the City entered into a separate contract with
Inktel for Citywide call center services, pursuant to RFP 022-2013ME; this contract is
for a period of three (3) years from the date of execution; and
WHEREAS, as the Building Department's contract with Inktel is set to expire
on February 27, 2014, the City Administration recommends consolidating both the
agreements under one contract and, therefore, requests authorization to negotiate
an amendment to Inktel's April 26, 2013 agreement (executed pursuant to RFP 022-
2013ME) to include the call center services currently being provided to the Building
Department; and,
WHEREAS, the Building Department also seeks permission to enter into a
month to month agreement with Inktel (under the January 29, 2009 contract, which
will expire on February 27, 2014), until such time as negotiations for the requested
amendment are completed.
NOW, THEREFORE, - BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby authorize the Administration to enter into negotiations with
Inktel, for an amendment to Inktel's current contract with the City, entered into
pursuant to Request for Proposals No. 022-2013ME and dated April 26, 2013; said
amendment for the purpose of continuing to provide call center services to the City's
Building Department and consolidating the current two contracts with Inktel into one
agreement; authorizing the extension of the current agreement with Inktel with the
Building Department (which will expire on February 27, 2014), on a month to month
basis, pending the conclusion of those negotiations; and further authorizing the
Mayor and City Clerk to execute the amendment upon conclusion of successful
negotiations by the Administration.
PASSED AND ADOPTED THIS l J��ti DAY OF J404( r; 2014.
ATTEST:
CITY CLERK ► .;
INCORP ORATED'
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TAAGENDA120141January 15,2014inktelCall Center Services -RES02.doc
APPROVED AS TO
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COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FL,
AUTHORIZING NEGOTIATIONS FOR AN AMENDMENT TO THE CONTRACT WITH INKTEL
DIRECT GOVERNMENT BPO SERVICES, INC. PURSUANT TO 2013-022-RFP-ME FOR CALL
CENTER SERVICES, TO PROVIDE FOR SUCH SERVICES FOR THE BUILDING DEPARTMENT,
CONSOLIDATING TWO EXISTING CONTRACTS INTO ONE, AND EXTENDING THE EXISTING
AGREEMENT WITH INKTEL ON A MONTH TO MONTH BASIS UNTIL A CONTRACT AMENDMENT
HAS BEEN EXECUTED
Key Intended Outcome Supported:
Improve Community Satisfaction With City Government.
Supporting Data(Surveys, Environmental Scan, etc 48% of residential respondents and 55% of
businesses rate the effort put forth by the City to regulate development is "about the right amount."
Item Summary/Recommendation:
This resolution authorizes the Building Department and the Procurement Division to commence
negotiations of a contract amendment with Inktel, the call center currently utilized by the Finance, and
Parking Departments and the Emergency Operations Center, as their call center, to include the
Building Department, essentially consolidating two separate agreements into one. Inktel, by separate
agreement, is also currently providing call center services to the Building Department. That agreement
expires on February 27, 2014, and the contract amendment would allow the Building Department to
receive these services pursuant to the newer agreement. In the event that more time is needed to
conclude negotiations, this Resolution also authorizes the City to continue on a month to month basis
under the expiring contract until those negotiations are concluded.
Advisory Board Recommendation:
None.
Financial Information:
Source of Amount Account
Funds: 1
2
3
OBPI Total
Financial Impact Summary:
In accordance with Charter Section 5.02, which requires that the "City of Miami Beach shall consider
the long term economic impact (at least 5 years) of proposed legislative actions," this shall confirm
that the City dministration evaluated the long term economic impact at least 5 ears of this
Y 9 P ( years)
proposed legislative action. The Building Department has $145,000 budgeted for these services for
fiscal year 2012/2014.
City Clerk's Office Legislative Tracking:
Mariano Fernandez
Sign-Offs:
Department Direc Assistant City Manager City Ma alter
TAGENDA\2014Wanuaryl UnktelReso- docx
AGENDA ITEM C��
I AM I B EA / -
r� DATE
/\A1AM1BEACH
City of Miami Beath, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMIS ION MEMORANDUM
TO: Mayor Philip Levine and Members ol the City C mission
FROM: Jimmy L. Morales, City Manager
DATE: January 15, 2014
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH INKTEL GOVERNMENT BPO
SERVICES (INKTEL), FOR AN AMENDMENT TO INKTEL'S CURRENT
CONTRACT WITH THE CITY, ENTERED INTO PURSUANT TO REQUEST
FOR PROPOSALS NO. 022-2013ME AND DATED APRIL 26, 2013; SAID
AMENDMENT FOR THE PURPOSE OF CONTINUING TO PROVIDE CALL
CENTER SERVICES TO THE CITY'S BUILDING DEPARTMENT, AND
CONSOLIDATING THE CURRENT TWO CURRENT CONTRACTS WITH
INKTEL INTO ONE AGREEMENT; AND FURTHER AUTHORIZING THE
EXTENSION OF THE CURRENT AGREEMENT WITH INKTEL WITH THE
BUILDING DEPARTMENT (WHICH WILL EXPIRE ON FEBRUARY 27, 2014)
ON A MONTH TO MONTH BASIS, PENDING THE CONCLUSION OF THOSE
NEGOTIATIONS; AND FURTHER AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE THE AMENDMENT UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Authorize the negotiation of an amendment to Inktel's current contract with
the City pursuant to Request for Proposals No. 022-2013ME to provide call
center services for the Building Department, and further authorize the City to
enter into a month to month extension with Inktel to provide for call center
services pursuant to the Building Department's current expiring agreement
until such time as those negotiations are completed.
FUNDING
The Building Department has $145,000 in its FY 2013/2014 budget for these services.
KEY INTENDED OUTCOME SUPPORTED
Improve Community Satisfaction with City Government
ANALYSIS
Request For Proposals (RFP) No. 08-08/09 (the "Bid") was issued on December 15,
2008 to establish a contract(s), by means of sealed bids, for the supply and delivery of
call center services to the Building Department, on an as needed basis.
On January 29, 2009, the City Commission approved the award of contracts to Inktel
Direct Government BPO Services, Inc. (Inktel). The contract was for a three (3) year
period commencing on February 27, 2009, with the option to be extended for two .(2)
additional one (1) year periods.
On November 14, 2012, the City Commission approved the exercise of the City's second
January 15, 2014
Commission Memorandum
Inktel Authorization to Negotiate and Month to Month
and final one year renewal option of the contract, which is set to expire on February 27,
2014.
On April 26, 2013, the City entered into a separate contract with Inktel for citywide call
center services pursuant to RFP 022-2013ME. This contract is for a period of three
years from the date of its execution. The Building Department did not participate in the
negotiation of that contract as Inktel was already providing its services to the
Department. As its current contract with Inktel is set to expire on February 27, 2014, the
Building Department would now like authorization to negotiate an amendment to the
contract with Inktel pursuant to the more recent RFP 022-2013ME, so that Inktel can
continue to provide call center services to the Building Department pursuant to this new
agreement. The Building Department also seeks permission to extend its current
expiring contract with Inktel on a month to month basis until such time as those
negotiations are completed.
CONCLUSION
The Administration recommends that the Mayor and City Commission authorize the
Administration to negotiate a contract amendment with Inktel for call center services for
the Building Department pursuant to RFP 022-2013ME, and to allow for a month to
month extension of the Building Department's current (expiring on February 27, 2014)
agreement until negotiations are completed.
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