Loading...
Amendment 3 to Professional Service Agreement with Camillus House, Inc 2K \ /31. 1�zq DocuSign Envelope ID;0F4E0561-B092-4513-9BOB-0A8AB533ADOA C DocuSign Envelope ID:1BB648DF-A394-441D-BB22-0B7769F55060 M I AM I BEACH Contract/Document Routing Form Contract No, j Title RFP 2017-293-KB Emergency Shelter Services Contractor Requesting Department Camillus House,Inc. Office of Housing and Community Services Department Director Name,Signature&Date ACM Name,Signature F Oa to Dr.Alba Tarre I Rile Williams �r / 027/29 Document Type(Select One) , • X Type 1-Contract,amendment,change order,or task order resulting from a procurement-issued competitive solicitation. Type 2-Other contract,amendment,change order,or task order not resulting from a procurement-issued competitive solicitation. Type 3-Independent Contractor Agreement(ICA) Type 6-Tenant Agreement Type 4-Grant agreements with the City as the recipient Type 7-Inter-governmental agency agreement Type 5-Grant agreements with the City as the grantor Type 8-Other: Summary&Purpose On September 2S,2017,pursuant to Resolution No.2017-30000,the City approved the RFP 2017-293-KB award for Emergency Shelter Beds to Serve the Homeless Population. Following the award by the City Commission,the City executed an Agreement with the Camillus House,Inc.,for twelve(12)emergency shelter beds. The Office of Housing and Community Services has identified the need and requested pricing for six(6)additional beds to address the ongoing concerns of homelessness within the City.The Camillus House has advised that they can provide additional beds at the current pricing of$30.54 per bed. On January 31,2024,the City Commission approved the requested increase of beds via item C2K and authorized the City Manager to execute Amendment No.3 to the Agreement. The Amendment was form approved by the City Attorney's Office and executed by the contractor.Pursuant to the delegated authority approved by Commission in item C2K,this item seeks the City Manager's approval to finalize the execution process for Amendment No.3. Original,Term Renewal Periods Total Term(Original+Renewals) 3/9/2018-3/8/2023 Two(2)two(2)years option Nine years Funding Information Grant Funded: imen © No - State - Federal II Other: Cost&Funding Source Year Annual Cost Account Require Enhancement 1 $66,883.00 011-0560-000349-23-405-575-00-00-00- _CE© No 1.For contracts longer than five years,contact the Procurement Department.2.Attach any supporting explanation needed.3.Budget approval indicates approval for the current fiscal year only. Future years are subject to City Commission approval of the annual adopted operating budget. Authority to Sign City Commission Approved: X Yes No Resolution No.: CC Agenda Item No.: CC Meeting Date: N/A C2K 01/31/2024 If no,explain why CC approval is not required: Legal Form Approved: X Yes No I If no,explain below why form approval is not necessary: Compliance Approvals(see attached) Procurement: Grants: N/A Maria Estevez for Alex Denis t- -� Budget: ^•^^+ • Information N/A Tameka Otto Stewart �ra"i r n t ffo Sh we 1t Technology: Risk Management: Fleet& N/A Facilities: Human Resources: N/A Other: Theresa Buigas t Bf Yelina Iglesias ql DocuSign Envelope ID:0F4E0561-B092-4513-9BOB-OA8AB533ADOA DocuSign Envelope ID:IBB648DF-A394-441D-BB22-0B7769F55060 • AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICE AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA AND CAMILLUS HOUSE, INC. FOR EMERGE 4CY SHELTER SERVICES 3 /2024 I 7: EsT This Amendment No. 3(Amendment)to the Agreement, dated March 9, 2018, is entered Into this , day of -, 2024(Effective Date), by and between the City of Miami Beach, Florida, a municipal corporation organized and existing under the laws of the State of Florida, having its principal place of business at 1700 Convention Center Drive, Miami Beach, Florida 33139 (City), and Camillus House Inc., a non-profit Corporation, having its principal place of business at 1603 NW 7 Avenue, Miami, FL, 33136(Contractor),and hereby amends the Contract as follows: RECITALS WHEREAS, on September 25, 2017, the Mayor and City of Miami Beach ("City") Commission adopted Resolution No. 2017-30000, approving the award of Request for Proposal ("RFP") No. 2017-293-KB for Emergency Shelter Beds to Serve Homeless Population;and WHEREAS, on March 21, 2018, the City and Contractor executed the Agreement; and WHEREAS,the Agreement included an initial term of five(5) years, with the option to renew for two-year renewal terms at the City Manager's sole option and discretion;and WHEREAS, Section 3.1 of the Agreement established the following Year 1 -$26.35 per bed,for a minimum of 12 beds not to exceed$198,126.65 Year 2-$27.14 per bed,for a minimum of 12 beds not to exceed$204,069.42 Year 3-$27.95 per bed,fora minimum of 12 beds not to exceed $210,191.35 Year 4-$28.79 per bed,for a minimum of 12 beds not to exceed $216,497.25 Year 5-$29.66 per bed,for a minimum of 12 beds not to exceed $222,992,16; and WHEREAS, although the RFP stipulated two (2) two-year renewal terms, Section 4.2 of the Agreement inadvertently states two(2)one-year renewal terms;.and WHEREAS, on November 10, 2020, following the determination that the City may require a greater amount of beds per year than originally anticipated to effectively manage the rise in demand for said beds, the City executed Amendment No. 1 to the Agreement, removing the not to exceed amount inadvertently incorporated in the Agreement and correcting the renewal terms of the Agreement from a two (2)one-year renewal terms to two (2)two-year renewal terms with the approval of the City Manager;and WHEREAS,on December 14,2022,the Mayor and City Commission approved item C2J, which authorized the increase in the rates by 3% for each additional daytime bed, pursuant to Section 4.6 of the Agreement, and further authorized the City Manager to execute the Amendment; and DocuSign Envelope ID:0F4E0561-B092-4513-9BOB-0A8AB533ADOA DocuSign Envelope ID:IBB648DF-A394-441D-BB22-0B7769F55060 WHEREAS,on April 5,2023, the City executed Amendment No.2 to the Agreement, adjusting the fixed fee price per bed per day for the term of the renewal Agreement to reflect a 3%increase for a fixed fee price of$30.54 per bed, per day,and to stipulate that all expenditures are contingent upon annual budget appropriations; and i WHEREAS, on December 19, 2023, Camillus House presented the Office of Housing and Community Services with a proposal to increase the City's emergency shelter bed roster by six(6) beds, for a total of eighteen (18)emergency shelter beds at the current rate of$30.54 per bed, per day; and WHEREAS, on January 31, 2024, the Mayor and City Commission approved item C2K, authorizing the purchase of six(6)additional emergency shelter beds at the current rate of$30.54 per bed per day; and NOW THEREFORE,in consideration of the mutual promises and conditions contained herein, and other good and valuable consideration, the sufficiency of which is hereby acknowledged, the City Manager and Contractor hereby agree to amend the Contract as follows: 1. ABOVE RECITALS. The above recitals are true and correct and are incorporated as part of this Amendment. 2. MODIFICATIONS. The Agreement is hereby modified (deleted items struck-thteugh; and inserted items are underlined)as follows: "Exhibit A", "Scope of Services" �m5>� ?F' �# 'r 3c�,y rxtt as'rj+�jgt;� �' 4+� rr �s i `� ; ,VIRe ES R ¢nitsrot "Serv3!� � Cto tfin nt; tiot` a, Emergency 1-2 18*beds per day, Attendance Roster Housing 365 days per year *Cost is in accordance with Amendment No.2 3. RATIFICATION. Except as amended herein, all other terms and conditions of the Contract shall remain unchanged and in full force and effect. In the event there is a conflict between the provisions of this Amendment and the Contract,the provisions of this Amendment shall govern. DocuSign Envelope ID:0F4E0561-B092-4513-9BOB-0A8AB533ADOA • DocuSign Envelope ID:1BB648DF-A394-441D-BB22-0B7769F55060 IN WITNESS WHEREOF,the parties hereto have caused this Amendment to be executed by their appropriate officials as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST DocuSlgned by: B Eraftul, , a atnado y FAB8BA0BFB6E46F-- Rafael E.Granada,City Clerk lina T.Hudak, Ci y Manager 3/4/2024 I 7:44 EST Date FOR.CONSULTANT/CONTRACTOR: CAMILLUS HOUSE, INC. • ATTEST: By: Secretary President Caa 9ju.v4:o-r r 40/2114 Print Name Print Name Date APPROVED AS TO FORM&LANGUAGE &FOR EXECUTION ewe��•. :���I• 1 . c) '/0/AN �1•[City Attorney Date - I DocuSign Envelope ID:0F4E0561-B092-4513-9B0B-OA8AB533ADOA DocuSign Envelope ID:IBB648DF-A394-441D-BB22-0B7769F55060 Competitive Bid Reports-C2 K MIAMI BEAC COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T.Hudak,City Manager DATE: January 31,2024 SUBJECT:REQUEST FOR APPROVAL OF ROUTINE RENEWALS, TASK ORDERS, CHANGE ORDERS, OR CONTRACT AMENDMENTS FOR CITY-AWARDED CONTRACTS. RECOMMENDATION The Administration recommends that the Mayor and City Commission approve the item detailed in Attachment A for National Fire Protection,LLC,to Davis-Ulmer Sprinkler Co.,Inc.d/b/a National Fire Protection,The Camillus House, Inc.,and AT&T Corp. BACKGROUND/HISTORY This summary item addresses routine adjustments required to City agreements,which may include term extensions or approval of task orders, change orders, or amendments. Contracts included in this item may require one of the following adjustments, as detailed in Attachment A. Renewals/Extension —As is customary, many agreements resulting from competitive solicitations include renewal clauses that allow for the extension of an Agreement for a certain number of renewal periods beyond the original term,as may be stipulated in the solicitation or resulting agreement.The renewal periods allow the City to continue acquiring the necessary goods and services from reputable contractors at prices established through competitive solicitations. In some cases, the City may require extending agreements,on a month-to-month basis,beyond the terms stated in the solicitation to ensure continuous operations until such time replacement agreements can be executed. Task/Service Orders — Certain contracts, especially those awarded to pools of contractors, require service/task orders to be approved prior to the commencement of work. Work included in the service/task orders is consistent with the contracts approved by the City Commission. Change Orders/Contract Amendments — Occasionally, it is necessary to approve minor change orders or amendments to existing contracts. ANALYSIS Details on the items for which approval is sought are included in Attachment A. SUPPORTING SURVEY DATA N/A FINANCIAL INFORMATION The fiscal impact is included in each item in Attachment A. CONCLUSION The Administration recommends that the Mayor and City Commission approve the renewals/extensions, task/service orders, or change orders/amendments, as detailed in Attachment A for National Fire Protection, LLC, to Davis-Ulmer Sprinkler Co., Inc. d/b/a National Fire Protection,The Camillus House,Inc.,and AT&T Corp. Was the Agenda Item initially requested by a lobbyist,which, as defined in Code Sec.2-481, includes a principal engaged in lobbying? No. Applicable Area Not Applicable Is this a"Residents Right to Does this item utilize G.O. Know"item,_pursuant to Bond Funds? City Code Section 2-14? No No Strategic Connection DocuSign Envelope ID:0F4E0561-B092-4513-9BOB-0A8AB533ADOA DocuSign Envelope ID:1BB648DF-A394-441D-BB22-0B7769F55060 Organizational Innovation-Implement City Commission goals and policies through the strategic plan and budget. Legislative Tracking Procurement ATTACHMENTS: Description ❑ Attachment DocuSign Envelope ID:0F4E0561-B092-4513-9BOB-OA8AB533ADOA DocuSign Envelope ID:1 BB64BDF-A394-441 D-BB22-0B7769F55060 City Commissioner Memorandum—REQUEST FOR APPROVAL TO EXERCISE TERM RENEWAL OPTIONS ON SERVICE/TASK ORDER AND CHANGE ORDERS FOR CITY-AWARDED CONTRACTS. January 31, 2024 Attachment A Assignment of Contract ITEM#1 Agreement No. Title ITB 2021-145-AY Annual Inspection,Testing,Certification,Repair,and Maintenance of Fire Sprinkler and Fire Suppression Systems Contractor Current Term National Fire Protection,LLC("Assignor")to 6/23/2021 —6/22/2024 Davis-Ulmer Sprinkler Company,Inc.d/b/a National Fire Protection Brief Scope: The purpose of this Agreement is to provide services for fire sprinklers and fire suppression systems, including the annual inspection, testing, certification, repair, maintenance, and parts at various facilities throughout the City. National Fire Protection, LLC, an awarded contractor, seeks the City's consent to the assignment and assumption of the Agreement from National Fire Protection, LLC to Davis- Ulmer Sprinkler Company,Inc.dlb/a National Fire Protection. Request: This item seeks approval from the Mayor and City Commission for the assignment and assumption of the Agreement from National Fire Protection,LLC("Assignor")to Davis-Ulmer Sprinkler Company,Inc.d/b/a National Fire Protection("Assignee"),pursuant to the authority established in Section 3,"Assignment"of the ITB. Estimated Fiscal Impact Amount: GL Account No. N/A.The assignment does not have a fiscal impact. N/A Justification: On June 23,2021,the City Commission approved the award and execution of an Agreement,pursuant to Invitation to Bid(ITB)No.2021- 145-AY("the Agreement")with National Fire Protection,LLC(the"Contractor")to provide services for fire sprinklers and fire suppression systems,including the annual inspection,testing,certification,repair,maintenance,and parts at various facilities throughout the City.On November 14,2023,the Contractor notified the City that National Fire Protection,LLC("Assignor")was acquired by Davis-Ulmer Sprinkler Company, Inc.d/b/a National Fire Protection (Assignee). Pursuant to Section 3, "Assignment" of the ITB, any assignment of the Agreements requires the written consent of the City Commission. Staff collected and reviewed the necessary information from the Assignee and determined that Davis-Ulmer Sprinkler Company, Inc. d/b/a National Fire Protection complies with all the ITB requirements. 1 DocuSign Envelope ID:0F4E0561-B092-4513-9BOB-0A8AB533ADOA DocuSign Envelope ID:1BB648DF-A394-441D-BB22-0B7769F55060 City Commissioner Memorandum—REQUEST FOR APPROVAL TO EXERCISE TERM RENEWAL OPTIONS ON SERVICE/TASK ORDER AND CHANGE ORDERS FOR CITY-AWARDED CONTRACTS. January 31, 2024 Contract Change Order ITEM#2 Agreement No. Title RFP 2017-293-KB Emergency Shelter Services Contractor Current Term The Camillus House,Inc. 3/9/2023—3/8/2025 Brief Scope: The purpose of the Agreement is to purchase emergency shelter beds to serve the City's homeless population. Request: This item seeks approval from the Mayor and City Commission to amend the Agreement to add six(6)additional emergency shelter beds at$30.54 per bed per night pursuant to the authority established in Section 4.6"Changes and Additions,"of the Agreement,and further delegating authority to the Manager to execute the Amendment. Estimated Impact of the Additional Beds: GL Account No. $66,883 011-0560-000349-23-405-575-00-00-00- Justification: On September 25, 2017, the City Commission approved the award and execution of an Agreement, pursuant to Request for Proposal (RFP)No.2017-293-KB("the Agreement")with the Camillus House, Inc.(the"Contractor")to provide emergency shelter beds to serve the homeless population. Following the award by the City Commission,the City executed an Agreement with The Camillus House, Inc. ("Camillus House")for twelve(12)emergency shelter beds.The Office of Housing and Community Services has identified the need and requested pricing for six(6)additional beds to address the ongoing concerns of homelessness within the City.The Camillus House has advised that they can provide additional beds at the current pricing of$30.54 per bed. The Office of Housing and Community Services has determined that the price offered is fair and reasonable, and it is in the City's best interest to expand these services for a total of eighteen(18)beds at the current rate. 2 DocuSign Envelope ID:0F4E0561-B092-4513-9BOB-OA8AB533ADOA DocuSign Envelope ID:1BB648DF-A394-441D-BB22-0B7769F55060 City Commissioner Memorandum—REQUEST FOR APPROVAL TO EXERCISE TERM RENEWAL OPTIONS ON SERVICE/TASK ORDER AND CHANGE ORDERS FOR CITY-AWARDED CONTRACTS. January 31, 2024 Month-to-Month Extension ITEM#3 Agreement No. Title RFP 2018-154-JC Telecommunications Services Contractor Amount: AT&T Corp. No Fiscal Impact Current Term Extension Term(This item) 2/22/2022—2/21/2024 Month to month until the new contract is executed. Brief Scope: The purpose of this Agreement is to provide telecommunication services at various City sites until a new contract can be executed. Justification: On February 22,2019,the City of Miami Beach("City")and AT&T Corp.(AT&T:.)entered into an Agreement pursuant to RFP 2018-154- JC for telecommunication services. During the current term of the Agreement,AT&T has provided these services in support of the daily needs of City departments.The Agreement is set to expire on February 21,2024. In anticipation of the expiring Agreement,on September 13,2023,the Administration issued an Invitation to Bid(ITB)2024-001-LB seeking proposals from qualified service providers to deliver telecommunications services to all Citywide facilities. On November 2, 2023, bids were received from the following: Comcast Business Communications LLC, Ooma, Inc., Cogeco US Enterprise, LLC d/b/a Breezeline, and AT&T Corp.The Administration was expected to be able to make an award recommendation in December 2023. However,the due diligence period was protracted because none of the proposals complied with the requirements of the RFP. Accordingly, all proposals have been deemed non-responsive and cannot be considered. Staff is in the process of coordinating industry review meetings to determine the best course of action for moving forward.In the interim, _the current Agreement must be extended on a month-to-month basis to continue the services,which are critical to City operations. 3