C2B-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
Key Intended 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, as stipulated in each contract's solicitation. The justification for renewing each is
included with the contract information.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission approve the extensions of
agreement with Enterprise Leasing Company, and Unify, Inc.
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.
City Clerk's Office Legislative Tracking:
MIAMI BEACH
60
City Manager
AGENDA ITEM _C_'?-__;;;/3o......,-_
DATE a-f-/'f
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, wv.w.miamibeochfl.gov
N MEMORANDUM
TO: Mayor Philip Levine and Members
FROM: Jimmy L. Morales City Manager
DATE: March 5, 2014
SUBJECT: REQUEST APPROVAL TO XERCISE TERM RENEWAL OPTIONS ON
CONTRACTS FOR ROUTIN 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 as stipulated in each contract's solicitation. The
justification for renewing each is included with the contract information.
' Contract Number: · · · ·· ··· ·r ·R:e.newaflieriaa:····-····--·-........... · ·---------------~--------
i ITB-51-08/09 ~----· . i Month To Month .
,_, •-••-•••M•••-•••Mo••-•••-•••-••••-••-·-•••M ••-•••Mo••-•••-•••Mo••M•••-•••-• """""""-'""-'""-'""-'""M•••-•·•-•··-•'·-•·•-•·•-•·•-•-• •-·•-• ,_, •-••-• •-•··-•·•-•·•-•••-•••-•••••••••-,_ •-•••-•••-•••-••••-•••••• •-• •-••-••••••••••••••-""""'""""'""~""""""""~'""""' .~o .• ~o •••••~•••~•••~• .~o ·~• •-"•uooou••••••••! i Title: ;
[_!3~~~?.!.~~~.9.~.~--C>f.Y~.~.iglt:1_~.f()~ .. Tbecg_it•tg_f __ .~.!~~--i ... ~.!=.-~gh ......................................................................................................................................................................................................... i
: Contractor: i
l .... ~~.!~tpri.~~---~~?.~_i_Qg_ 9.91!!P?..QY... . . . ....... .. ... . . . . . ................... m ............................................................................................................. _ •••••••••••••••••••• I
i Brief Scope: I
i This agreement provides a means for the Police Department to rent vehicles for special I
i assignments as needed. The vehicles shall be late models with low mileage, neat and clean in I
! appearance, and in good operating condition, complete with air conditioning, automatic !
! transmission, radio, power brakes and power steering. There will be no mileage charges, or l
! rental charges of any nature except for refueling charges allowed on any rental. The selection of I
1 vehicles will be classified into groups for pricing purposes. From these groups, the City may !
: choose the vehicle most suited for the required line of work. I :· ·-se-st""T rltere-si·Ju·stl·fiCaiiOn· :·--.... ·-· __ .. ___ ·u ·-· ................ -............ -... u ... -------.. ·-----· ·----·-• ------·-.............................................................. ·-·---·-------·--·-----.. ·-· ·-·---· ·-· ·-·-------·-· ·----------·---------·------·----·--· ---------... ·-·-·-· ·-... --·1
: This current agreement resulted from a City issued Invitation to Bid (ITB). In lieu of a I
' subsequent ITB, the City considered competitive awards made by the State of Florida and the I
the Southeast Florida Governmental Purchasing Cooperative Group contract for Undercover I
, Vehicle Rental Services. I
61
i
i
City of Miami Beach-Commission Memorandum 12
Contract Renewals for Routine Operational Requirements
1 After meeting with various vendors and discussing the needs of the department it was ·
i determined that it would be in the best interest of the City to issue its own ITB for the required :
! vehicles. For example, in one case the officers would have to go to Broward to switch vehicles.
• In another case, if the vehicle was tinted, as is sometime required, the officers would have to •
' remove the tint prior to returning the car.
Therefore, this month-to-month extension is to allow the City to issue its own ITB so that a i
contract can be awarded. A recommendation for award is expected to be presented to the City :
Commission at its M!=IYrneE3ti~g.m .. _ .......... _ .. __ .. ... -------~-~--------------··----------·---·-----·------------___ '
, .............................................. --------------- -----·-·· m ·-·-............ ••m ... m. r-----·-·-----------............................. -.................................................................................... ...
l]i;~~~-~19(11m .......... m ..................................................... ____ i A~~-~:{i::~~14 Jhr9UQ h ~Ugl}~t 2. .... 2()15 ........ . i Title:
I ... M.~i_Q~~~-§I-~_<?.t? .. .<:>f .. ~.h.t? ... T~_IE3_<;:qrnl!l_l}Q[<?I:l!i9_f!~_§Y~!E3!l].~ .. ?.! .. Y.I:lt.~.~-L:J.~---g_i_!.Y .. f.~~!!!!~.E3.~ .................................................................. _ ..
i Contractor:
~-~_Qify~ ~~-~: ---------· ------.......... ------........................................................... - -.................................. ····--------·· ! Brief Scope:
i The purpose of this bid is to establish a contract, by means of sealed bids, with a single I qualified vendor for the maintenance of the Telecommunications Systems at various City of
i ... ML1:11!1J.I?E3_1:1<?~_fl:lg[I[HE3~t.9.~ .. 1:1_Q_2PE3!~JlC?~1:1JJ?§!~J~: ___________________________________ --·--------···-·· ___ _
i Best Interest Justification: ! The vendor has received satisfactory performance evaluations by the user department, i Information Technology (IT) Department. Additionally, pricing was established through a
I competitive process, and, although the CPI-U has increased approximately 3.24% during the
! contract term, the City will continue to benefit from contract pricing established prior to the CPIU
! __ i_Q_~tE3~-~E3~ .. IhE3.1I.PE3P.I:lr:t:!:f:IE311L~as recommended extension of the contract term.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the extension of
agreements with Enterprise Leasing Company, and Unify, Inc.
JLM I KGB I AD
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