C2D-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
lntended Outcome Su
Item Summary/Recommendation :
Streamline The Delivery Of Services Through All Departments
pporting Data (Surveys, Environmental Scan, etc.):
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. ln 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.9., 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 SP Plus Municipal
Services. RBC Markets. LLC. and Safe Air tion.
Financial lnformation:
Source of
Funds:
Amount Account
1 See below.See below.
2
3
OBPI Total
Financial lmpact Summary: Various budget codes are contained in the referenced contract
exoenditures. All exoenditures are continoent uoon aDoroved budoeted funds beino available.
Qepartment Director Assistant City Manager City Manager
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AGENDA ITEM
DATEMIAMIBEACH caD
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City of Miomi Beoch, lZ00 Convention Cenier Drive, Miomi Beoch, Florido 33139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO:Mayor Philip Levine and Members olthe City C
FROM: Jimmy L. Morales City Manager
DATE: January 14,2015
SUBJECT:REQUEST APPROVAL TO
CONTRACTS FOR ROUTINE
XERCISE TERM RENEWAL OPTIONS ON
PERATIONAL REQUI REM ENTS
ADMINISTRATION RECOMMEN DATION
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. ln 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.9., 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.
i Contract Number:
i RFP 43-10111l-,--*---' *--***---
: Title:
Contractor:
: Brief Scope:
i
Contractor shall provide the City with trained, qualified employees, positioned as parking meter i
: collectors and supervisors, to provide the services contemplated in the Agreement including, but
I not limited to, collection service for single space parking meters and multi-space pay stations
: owned by the City. Collection service shall transport all coins, bills, and/or data collected from
, single space parking meters and multi-space pay stations to City designated locations, for the
; purpose of counting, storing and/or depositing. Contractor shall ensure that all personnel are
: trained in the use of the equipment required to open, collect, and audit the single space and
i multi-space parking meters. Additionally, Contractor shall provide secure and safeguarded i
"i"RenewaiPe;rod l-------
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Contract Renewals for Routine Operationa! Requirements
,- eeil inierest iustifiUtionl--
The Contractor has received satisfactory performance evaluations by the Parking Department.
Additionally, pricing was established through a competitive process, and, although the CPI-U
has increased approximately 2.860/o during the contract term, the City will continue to benefit
from contract pricing established prior to the CPI-U increase. The Parking Department has
C6ntAct Num6;il------Renewal Period:
RFP-20-06/07-Tii6l----*-; T-hlough 3!15|2016
i Ft nenqjA! Advis_gry _Sgrvigp"-s"i Contractor:
:
i
: Brief Scope:
;i Financial advisory services which includes financial planning, project financial analysis, i
i investment management, debt issuance, reporting, evaluation of proposals, development of i
: financial strategy for capital projects taking into consideration the City's short and long term i
: financial needs, available financing options and alternative debt structures, and computer :
: support and modeling for complex financial analysis. The flrm will also assist in the selection of :
: RBC Capital Markets acts as Financial Advisors for the City's ongoing capital program, including i
i Water & Sewer Bonds, Stormwater Bonds, Parking Bonds, and with the Line of Credit financing :
i program. They are currently assisting the City with the financing plan for the undergrounding of :
l the utilities for Sunset lslands 3 & 4, and the Miami Beach Convention Center Expansion :
: Project. RBC Capital Markets also provides the City with various other financial advisory :
: services such as:
ii o Review existing debt structure and financial resources to determine available borrowing i
i capacity.i . Advise as to market conditions and recommend the timing of the sale of bonds.i o Provide information concerning the structure of proposed financing programs as well as: those used by other issuers.
, . Advise on the most efficient structure for each issue.i o Advise as to the advantages and disadvantages of municipal bond issuance or other
: credit enhancements., o Assist in negotiating the interest rates proposed by the undenruriters.
i . Participate in annual rating agency reviews and updates.i o Schedule and participate in rating agency presentations for financing.
i . Review the bond purchase agreement and advice as to its acceptance or rejection in
i tight of market conditions.; o Assist legal counsel in the preparation and distribution of the Official Statement.
' o Arrange for distribution of the Official Statement to bond undenruriters and investors int accordance with the objectives communicated by the City.
: Although the City uses RBC Capital Markets on a continuous basis, they are not compensated
: until the City issues bonds. Their fees are part of the cost of issuance that is paid from the bond
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Contract Renewals for Routine Operational Requirements
tTB-0't-10t11
tiiie:--------
lnstallation of Vehicle Exhaust Removal Systems
: Contractor:
1 s9f9_ Ai1 c9_rp-9mlion"
i Brief Scope:
: The contract provides for the purchase, installation and maintenance of vehicle exhaust removal
Best lnterest 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
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 4.98o/o since contract inception. Based
on the aforementioned and the contractor's good standing with the City, the Fire Department
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the extension of
agreements with SP Plus Municipal Services, RBC Capital Markets, LLC, and Safe Air
Corporation.
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