C2J-Renew In Some Cases Retroactively Contracts For Routine Operational RequiremCOMMISSION ITEM SUMMARY
Condensed Title:
REQUEST APPROVAL TO RENEW, IN SOME CASES RETROACTIVELY, CONTRACTS FOR
ROUTINE OPERATIONAL REQUIREMENTS.
Key Intended Outcome Supported:
Strengthen Internal Controls
Supporting Data (Surveys, Environmental Scan, etc.):
Item Summary/Recommendation:
As is customary, many of the City's agreements resulting from competitive solicitations include renewal
clauses that allow for the extension of contract terms for a certain number of renewal periods beyond the
original contract term, as stipulated in the solicitation or resulting contract. The renewal periods allow the
City to continue to acquire the necessary goods and services from reputable contractors at competitive
prices. In the past, the contract management process, often including contract renewals, has been
delegated to the using departments. As is the case with other business processes, the contract renewal
process has been evaluated to assure sound business practices are being adhered to when considering
contract renewals. The Administration has determined that contract renewals shall be managed by the
Procurement Office, in consultation with the user department, who shall make a recommendation to the
City Manager on any contract considered to be in the best interest of the City to be renewed.
Accordingly, the purpose of this item is to request authority to renew, in some cases retroactively, certain
contracts for routine operational requirements as noted in the attachment. The justification for renewing is
included adjacent to the contract information.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission approve the extension of contracts
for routine operational requirements, awarded through competitive solicitations, with the following vendors
as applicable: ASE Telecom, IBM, A &B Bulk Mailers, Pride Enterprises, Arrowmail Presort Company,
Enterprise Leasing Company, Enterprise Electrical Contracting, Control Communications, Paper Solution
(d/b/a Park Tek Solution), Print Media, Sunset Sod, Safe Air Corporation, Horizon Investigations, Superior
Landscaping & Lawn Service , SFM Services, Everglades Environmental Care, Country Bills, Elan Lawn
Landscaping, ValleyCrest Landscape Maintenance, LukesSawgrass Landscape, and Southern
Landscaping Enterprises; further authorizing the City Manager to consider and approve any subsequent
renewal periods for which the referenced contractors may be eligible as deemed to be in the best interest
of the City, contingent upon approved budgeted funds being available.
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1 See below. See below.
D 2
3
OBPI Total
Financial Impact Summary: Various budget codes are contained in the referenced contract
expenditures. All expenditures are contingent upon approved budgeted funds being available.
nt City Manager
/
MIAMI BEACH 97
JLM
AGENDA ITEM
DATE
CJ.J
2-12-13
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www. miamibeachfl.gov
TO: Honorable Mayor and Members of
FROM: Jimmy L. Morales City Manager
DATE: July 17, 2013
COMMISSIO MEMORANDUM
SUBJECT: REQUEST APPROVAL TO NEW, IN SOME CASES RETROACTIVELY,
CONTRACTS FOR ROUTINE PERATIONAL REQUIREMENTS.
ADMINISTRATION RECOMMENDATION
Approve the recommendation.
BACKGROUND
As is customary, many of the City's agreements resulting from competitive solicitations include
renewal clauses that allow for the extension of contract terms for a certain number of renewal
periods beyond the original contract term, as stipulated in the solicitation or resulting contract.
The renewal periods allow the City to continue to acquire the necessary goods and services
from reputable contractors at competitive prices. In the past, the contract management process,
often including contract renewals, has been delegated to the using departments. As is the case
with other business processes, the contract renewal process has been evaluated to assure
sound business practices are being adhered to when considering contract renewals. As a result
of that business process review, the Administration has implemented a process by which
contract renewals adhere to the following requirements:
1. Centralized Contract Administration. Contract renewals shall be managed by the
Procurement Office, in consultation with the user department, who shall make a
recommendation to the City Manager on any contract considered to be in the best
interest of the City to be renewed. The goal of the centralized contract administration will
be to assure that a best interest analysis, as required herein, is completed prior to
contract renewal considerations, and that certain other contract requirements, including
risk management and bond requirements, are adhered to.
2. Contract Analysis. Prior to recommending contract renewal, an analysis shall be
completed that shall include, at a minimum, validity of contract pricing given market
conditions and other cost considerations factors, contractor performance evaluations,
risk management considerations and the benefits of renewing a contract rather than re-
competing, as applicable. In order to estimate possible price escalations that may be
experienced by the City since the time of contract award, the City uses the pricing data
from the Bureau of Labor Statistics, known as the Consumers' Price Index for Urban
Consumers (CPI-U). Where available, the CPI-U for the South Florida region is utilized.
98
City of Miami Beach-Commission Memorandum 12
Contract Renewals for Routine Operational Requirements
3. Renewal Limitations. Contract renewals establish a new contract period and do not
alter other terms and conditions of the contract or the scope of the procurement, except
as authorized within the solicitation or the resulting contract. Any changes to the scope
of the original contract, except as authorized within the solicitation or the resulting
contract, shall require a new procurement.
The purpose of this item is to request authority to renew, in some cases retroactively, the
contracts listed herein. The justification for renewing is including adjacent to the contract
information. The process utilized to consider the foregoing recommendations complies with the
requirements noticed above.
~1-Contract Number: ~~,~~
, ITB-48-08/09 ,~~~~--
t Title: ,--~~,~,-
Purchase and Installation of Telephone, Coax, Data, and Fiber Optic Communications Cable
and Accessories.
i Contractor:
ASE Telecom c-:..-------~''''''"'""""'-~"~-----,--,_-~~,~-,,,,, '''"''~~~~~~------,--,~~~~ Brief Scope:
The contract allows for the supply and installation of telephone, coax, data, and fiber optic
communications cable and accessories at various City of Miami Beach facilities, on an as
needed basi~L!Q,~'!laintain the Ci!Y:,,~Jel_ecommuni<~ations infrastru~!~-~~~ '
Best Interest Justification: i
The vendor has received satisfactory performance evaluations by the user department, i
Information Technology (IT) Department. Additionally, pricing was established through a
competitive process, and, although the CPI-U has increased approximately 6.13% during the
contract term, the City will continue to benefit from contract pricing established prior to the CPI-
U increase. The IT Department has recommended extension of the contract term.
/19/2012 throu h 4/18/2014
The contract supports the Citywide wireless broadband network and mobile broadband
connectivity. In addition, the contract allows for free public access at hot zones located
thro hout the island for its residents and visitors.
~st Interest Just!flcation:
The vendor has received satisfactory performance evaluations by the user department,
1 Information Technology (IT) Department. According to the IT Department, the contractor has 1
'loutstanding contractual obligations from which the City will benefit by exercising the renewal I
~pJions avail§_ble. The IT J2~p~rtment has [~con1mendes!~~ensior1~Ub~ contract t~E'!l,~· ~~--J
99
City of Miami Beach-Commission Memorandum 13
Contract Renewals for Routine Operational Requirements
rcontract Number: wal Period:
: ~~~~~:-~09~-~1 0~11J ...... ~.~--~~··~··~······~~~~~···············~~/3_0~/2012 tbEQ~gh 9/30/2QJi~~
i.J?.~L~ Mailin~ervi~~·~········ ~~~~·
Contractor:
~A~&~B~~B~ulll~k .... ~~~;J:!~~E.!~!~i~rises;~!IQ~mail Presort~QQ~J~c:my~-········~·~~~
Brief Scope:
The contract allows for bulk mailing services on an as needed basis for the distribution of City '
L~et'!LQ:Y~SL.materials, suf:b~ .. ~ the MB Magazine ~and oth~I .. ~hJblic;ation~:.. .. ~-~~
' Best Interest Justification:
The City's Office of Communications recommends the renewal of the bulk mailing services
contract utilized for the distribution of MB Magazine and other publications' large scale mailing
projects. The City's key intended outcome of enhancing communications, which includes MB
and other efforts, continues to result in improvements. The percentage of residents and
businesses that feel they receive the right amount of information increased from 79% to 87%
and 66% to 88% respectively since FY2008/09.
The vendor has received satisfactory performance evaluations by the the Office of
Communications. Pricing was established through a competitive process and remains as
awarded, although the CPI-U has increased slightly during the contract term. Following the
approval of the final renewal option, a competitive solicitation will be released for future service
uirements.
' Contract Number· f'Renewal Period: ······~ ... ~-~ ····~-~, [Jl~.::§1:Q.~l0~9~~~~~·-·~···~~··~ .~ 2/9/2012 through 2/9/2014.
! Title:
, Vehicle Rental/Lease Service for the City of Miami Beach
Contractor:
E · e Leasing Company
Brief Scope:
The contract provides the City with the option to rent vehicles on a monthly basis, on an as-
l need~d basis.
! Best Interest Justification:
The Police Department has reported satisfactory performance evaluations for this vendor.
Additionally, this contract was established in February 2010 through a competitive process.
, Since that time, the CPI-U has increased approximately 6%. Based on satisfactory performance
I and competitive pricing, it is recommended that, in the best interest of the City, this contract be I renewed.
·~~~···~····~~~~~···············~~~~···-··~·-~-
riod:
I 6/24/2012 throu h 6/23/2014
I T1tle:
[Parking Lots ... ~.!itL~Y Maintenanf:~~~~.~~-~····-········~·-~··~~·······~~-..
I Contractor:
I Ent~r~rise Electrical ContractiQL~···· .. ···~·····~· ··~~~~~···········
fScope:
e contract provides for the maintenance of parking lot lights at the various City-owned surface
, parking lots, approximately 589 light fixtures. It includes maintenance and replacement of head
I fixture~t.el:Jibs,.Jihoto c~lls •. wires.t~ll.d fuses. Tb.~.work inclus!~s bi-w~~~!y..1Jlght in!.e!Jction~.: ........... ~··
I Best Interest Justification:
I The City's Parking Department funds the maintenance of all City owned parking lot light fixtures.
1
[ The Public Works Operations-Street Lighting Division administers the Parking Lots Utility
, M~intenance COQ!r~ct with l~I!l~J2rise E.l~ptrical Co.!:ljracting. lnQEder to m?J.ntain COQ~istency .. ·
100
City of Miami Beach-Commission Memorandum 14
Contract Renewals for Routine Operational Requirements
' the replacement and maintenance ~of approximately 589 light fixtures, the user departmenfl
recommends the approval to exercise the renewal option through June 24, 2014. Despite I
increases to the CPI-U for these services since contract commencement, pricing remains as ]1
· inall awarded.
~~"""~~~·~~~·~-~~~~~~-~~~~~~~~~~-~~~ ~~~~~~~"·~~~~·~· '"~~~·~ ~~~·~~~~~'"' ~~-~
!·contract Number: newal Period:
16/2013 thro!::Jgh 2/16/2014 ··········~~~~~~"·m··~' ITB-52-09/1 0
r·fitre·:""'~'·«<~·--="~-·'""·~~ """~~--=x~<-~-'·· ''"
I Purchase AQSL!r:!~!~llation Of Fire §!~!ion Alerting~}'~t;;;;e~m;.;;;s~~~~
j Contractor:
/ Control Communications
rBrietscop~e:·~ ···~~~~
l The contract was awarded for the purchase, installation and maintenance of alerting systems for
the City's four (4) fire stations and one (1) dispatch system at the Police Department. The
alerting system is the system that notifies the Fire Department units of a call for service that is
being dispatched from the Public Safety Communications Unit (PSCU). It consists of alerting
tones, bells, strobe lights and loud speakers throughout the four fire stations and the Fire Shop
that activate when a call for service
Best Interest
The City's Fire Rescue Department is satisfied with the contractor's services related to the
ongoing maintenance of the installed alerting system. Additionally, while the prices paid by the
City remain as awarded, the CPI-U has increased 3.75% since contract inception. Based on the
aforementioned and the contractor's good standing with the City, the Fire Rescue Department
recommends, in the City's best interest, to approve the renewal term of the contract through
2014.
Contract Number: ~·~~~·~~·~~~~~~-·~~ ... ~.m~~~~R~enewaTPe~n~'od~: ~~~
ITB-27 -09/1 0 6/24/2013 throu h 6/23/2014
Contractors:
Paper Solution, Inc. (d/b/a Park Tek Solution)
Print Media ~~~~~~
Brief Scope:
The contract provides for the supply and delivery of multi-space parking pay station receipt
paper, on an as needed basis, required by the Parking Department to service the City's pay-to-
rk s stems.
Best Interest ust!ftcatlon:
The City's Parking Department is satisfied with the contractor's services, and has further stated
that the use of any new product would have to be tested for a period of time to confirm that it
can be used at the multi-space meters. Additionally, while the prices paid by the City remain as
awarded, the CPI-U has increased 5.34% since contract inception. Based on the
aforementioned the Parking Department recommends the renewal of the contract through
2014.
101
City of Miami Beach-Commission Memorandum IS
Contract Renewals for Routine Operational Requirements
iod:
r~,::,:,:,,:::::_~~,:,=-~~-:_=-~~~-~,,~,~~~~~~~,~~~~~,~,~,,,,,,~~,,,~~~=~0=~~1:~ 3:::~~th~r()~ghJ{?/201~~ ~~,,~~~,~~,~~~~~~,,~~,
Brief Scope:
1 The contract provides for the purchase, delivery and installation of sod as required by the City of
1
1
!Vliarl'!i Beach Pa.r~,~,,,,~!1d Recreati()!1~Department2!l an as needed basis for ld~,~Q!!~~ide:~,
Best Interest Justification:
The Parks and Recreation Department is satisfied with the contractor's services related to the
ongoing maintenance of the installed alerting system. Additionally, while the prices paid by the
I City remain as awarded, the CPI-U has increased 5.96% since contract inception. Based on the I aforementioned the Parks and Recreation Department recommends the renewal of the contract 1
i for one (1tY!3~L!b!!l,l!9!!~anu~!}'m§Lm2014:~ ~,,,~,~-~~,,~~,~~"' ~~~~~~~~~~~~~"''~ '
ewal Period:,, ,,
'"~-~~~~~,~~~~~~~~,,~"~1 c::::/2:;,c7,~/=2=,~0,,1:, ,3~, ,t~h~r~ou~w~h.~1~"''2=,6=~:/,~20~1~4~~~~,~~~·,,~ 1
Installation of V~,b.!.£,1e Exhaust R~,rl'!oval Syst~rl'!~
Contractor:
Safe Air Comoration
Br!ef Scope:
The contract provides for the purchase, installation and maintenance of vehicle exhaust removal
systems within the City's Fire Department facilities.
Best Interest Justification:
Safe Air Corporation has installed the vehicle exhaust removal systems at the City's fire stations !
and, according to contract requirements, continues to maintain these systems. The City's Fire I
Rescue Department is satisfied with the contractor's services. Additionally, while the prices paid
by the City remain as awarded, the CPI-U has increased 4.26% since contract inception. Based
on the aforementioned and the contractor's good standing with the City, the Fire Department
recommends, in, t~e City's best if1~~E~!!, to ar22r()ye the ren~,'!Y~I term of t~e, contract. ,,
~~-~,~~
umber: Renewal Period: '
RFP-16-10/11 8/26/201£1broug~2014~~,,, ,,]
, I nvesttg,~Ji9,t!J3ervices , ,,-~,~~"'" ~~,~~~~J
Contractor: 1
Horizon lnv ons I Brief Scope: ~-~~,m~, "~~~~~~~~~~,,~ ~~~,~~,~
I Risk Management (Human Resources) utilizes investigative and adjusting services for selected 1
f
,,,,!ort liability claim~~,,§l~d worker~· compensatiE~ claims. , ,,~~,~,~~~,~~~~, ,~~~~,~, ~~~~,~,~
Best Interest Justification: I
1 Risk Management (Human Resources) has indicated satisfactory performance by the contract I
I vendor. Additionally, CPI-U has increased 1.35% since contract inception in August 2011. ti
1 Based on the aforementioned the Risk Management Division recommends renewal of this
I contract thEQ~gh August 25, 2014. ,,,,,,,,~
102
City of Miami Beach-Commission Memorandum 16
Contract Renewals for Routine Operational Requirements
Contract Number: Title: Contractor:
ITB-34-08/09 To Provide Grounds Superior Landscaping & Lawn
Maintenance Service For The Service Inc.; SFM Services,
City Of Miami Beach Inc.; Everglades
Causeways, Islands And Environmental Care, Inc.
Other Locations Country Bills; and Elan Lawn
Landscaping, Inc.
Contract Number: Title: Contractor:
ITB-35-09/1 0 Landscape Maintenance Superior Landscape & Lawn
Services For Beachwalk, Service, Inc; ValleyCrest
Boardwalk, Street Ends And Landscape Maintenance, Inc.
Spoils Areas Citywide and Lukes-Sawgrass
Landscape
Contract Number: Title: Contractor:
ITB-19-08/09 Grounds Maintenance Superior Landscaping & Lawn
Services For South Pointe Service, Inc.
Park
Contract Number: Title: Contractor:
ITB-57 -08/09 Grounds Maintenance SFM Services, Inc.
Services For Parking Lots
Citywide
Contract Number: Title: Contractor:
ITB-20-09/1 0 Grounds Maintenance Superior Landscaping & Lawn
Services For North Services, Inc.; Southern
Shore/Washington Avenue Landscaping Enterprises, Inc.;
Areas SFM; Everglades
Environmental
Brief Scope:
Citywide grounds maintenance service.
Best Interest Justification:
The Administration is anticipating the issuance of a Citywide solicitation in September 2013, to
include all grounds maintenance sites. In order to continue service until such time as a
replacement contract is awarded by the City Commission, it is recommended that these
contracts be renewed on a month-to-month basis.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the extension of
contracts for routine operational requirements, awarded through competitive solicitations, with
the following vendors as applicable: ASE Telecom, IBM, A &B Bulk Mailers, Pride Enterprises,
Arrowmail Presort Company, Enterprise Leasing Company, Enterprise Electrical Contracting,
Control Communications, Paper Solution (d/b/a Park Tek Solution), Print Media, Sunset Sod,
Safe Air Corporation, Horizon Investigations, Superior Landscaping & Lawn Service , SFM
Services, Everglades Environmental Care, Country Bills, Elan Lawn Landscaping, ValleyCrest
Landscape Maintenance, LukesSawgrass Landscape, and Southern Landscaping Enterprises;
further authorizing the City Manager to consider and approve any subsequent renewal periods
for which the referenced contractors may be eligible as deemed to be in the best interest of the
City, co gent upon approved budgeted funds being available.
JLM I
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