C2E-Exercise Term Renewal Options On Contracts For Routine Operational RequiremeCOMMISSION ITEM SUMMARY
Condensed Title:
REQUEST APPROVAL TO EXERCISE TERM RENEWAL OPTIONS ON CONTRACTS FOR ROUTINE
OPERATIONAL REQUIREMENTS
K~lntended Outcome Supported:
Strengthen Internal Controls; Maximize Efficient Delivery of Services
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 may be 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 prices
established through competitive solicitations. In its due diligence process for consideration of contract
renewal options, the Administration has considered: cost considerations, including any increases to the
CPI-U index by the Bureau of Labor Statistics indicating changes in the supply market pricing conditions,
contractor performance and risk management considerations (e.g., insurance and bonds, as applicable).
Additionally, the contract renewals are applicable to the contract period only and do not alter other terms
and conditions of the contract or the scope of the procurement. Any changes to the scope of the original
contract shall be presented under a separate item individually or require a new procurement process
altogether.
The purpose of this item is to request authority to renew the competitively solicited contracts for routine
operational listed herein. The justification for renewing each is included with the contract information.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission approve the extension of
contract for routine operational requirements, awarded through competitive solicitations, with Control
Communications, Inc.
Advisory Board Recommendation:
Financial Information·
Source of Amount Account
Funds: 1 See below. See below. c 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.
City Clerk's Office Legislative Tracking:
MIAMI BEACH
107
Manager
AGENDA ITEM C!.,;(£
DATE /-a-I ((
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachA.gov
COMMIS ION MEMORANDUM
TO:
FROM: Jimmy L Morales City Manager n--z:::::=~~ ----
DATE: January 15, 2014
SUBJECT: REQUEST APPROVAL T EXERCISE TERM RENEWAL OPTIONS ON
CONTRACTS FOR ROUTI E OPERATIONAL 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 may be 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 prices established through competitive solicitations. In its
due diligence process for consideration of contract renewal options, the Administration has
considered: cost considerations, including any increases to the CPI-U index by the Bureau of
Labor Statistics indicating changes in the supply market pricing conditions, contractor
performance and risk management considerations (e.g., insurance and bonds, as applicable).
Additionally, the contract renewals are applicable to the contract period only and do not alter
other terms and conditions of the contract or the scope of the procurement. Any changes to the
scope of the original contract shall be presented under a separate item individually or require a
new procurement process altogether.
The purpose of this item is to request authority to renew the competitively solicited contracts for
routine operational requirements listed herein. The justification for renewing each is included
with the contract information.
• ""'' "'' ono on ono on"-""'''-"-""'""'"'n'"n"n•-•-• ono ono no-no-~ -onO ,, • o•· '"' ~·-~· ~·-0 o-•-• •••• -••
; Contract Number: ! Renewal Period:
. ITB-52-09/1 0 ......... -------··· -·-·---... ···--........... -·-·-·· ___ j ?/1§/?Q11throygh.2/16/201 ? ... .
: Title:
: j='_u_rchase And I nstallati()fl_ Qf .fir~ §.t.§ti().~. A.1~.r::!i.~.9 .$Y~!~t:n~-
• Contractor:
''"""'""'""'""'""""-···~···-···-···-···"'""""'-...................... -...................... ,_,_,_,,,, ... ,.,_, ........................ j
:_.9_Q~!r.9.1_.9.()!:l:IQ:I~~.i~9.~!g~-~-~-.1-~~=·-·---. -------------------
; Brief Scope:
; 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 ·
: .. t.~?.!.?.~!.iY?.~~.YYhE?r1_r:I ~r:IU.fqr.~~ryig~ is disp~:~tc;hE?9: . __ ................................... _ ····--··········---·w···-···········-·-·-· ·-·---
: Best Interest Justification:
: The City's Fire Rescue Department is working with the contractor to resolve technical issues
: with the contractor's services related to the ongoing maintenance of the installed alerting
i system. While the Fire Department is not fully satisfied with the current performance of the
: alerting system, the issues are not solely related to the vendor's performance, but are impacted
i_~Y:_!-~.~ ... ~~~.9-t.q.i~t~_rf?.g.~ th_E?_?.IE:lrtin_g .... ~Y~_tE:lrn_~ltb __ tb_~ .. City's computer~aided dispatc~ sx::;tem .
108
City of Miami Beach-Commission Memorandum 12
Contract Renewals for Routine Operational Requirements
--maintalned-by a separate vendor. The current contract .. w.ith .. Co.ntroi.Commun.ica"fi.ons-re·q-uires !
that the vendor be provided time to address the current issues which have been significantly .
• improved since official notice was given in writing to Control Communications. The Fire and
Information Technology Departments are confident that the performance of the alerting system
will be optimized and are recommending renewal of the maintenance system. Based on the ,
aforementioned the departments recommend that it is in the City's best interest to approve the '
· ~~~~~?I t~E~ ... 9f..!b~ ... C::C?r:'!rt:Jt::! tbr()~gh Fe~rlj9ry 16, 2.9.1§.:.... . . ............ ....... ......... ·········--··-·
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the extension of
contract for routine operational requirements, awarded through competitive solicitations, with
Control Communications, Inc.
JLM I KGB I AD
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