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 ROUTTNE
OPERATIONAL REQUIREMENTS
Streamline The Delivery Of Services Through All Departments
upporting Data (Surveys, Environmental Scan, etc.):
Item
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 contract(s) for routine
operational listed herein which are eligible for renewal. The justification for renewing the listed contract(s)
is included with 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 Arpeggio Acoustic
Consulting, LLC; Edward Dugger + Associates, P.A.; Langan Engineering & Environmental Services, lnc.;
and approve the eligibility of the pool of approved firms to provide Undenvriter Services including Bank of
America Merrill Lynch; Citigroup Global Markets, lnc.; Estrada Hinojosa & Company; Fifth Third Securities;
First Southwest; J.P. Morgan; Loop Capital Markets, LLC; MFR Securities, lnc.; Morgan Keegan &
Company, lnc.; Morgan Stanley; Raymond James & Associates; Siebert BrandfordShank & Co. LLC;
Sterne Agee & Leach, lnc.: SunTrust Robinson Humohrev; and Wells Farqo Securities. LLC.
Financia! lnformation :
Source of
Funds:
Amount Account
1 See below See below.
2
3
OBPI Total
Financial lmpact Summary: All expenditures are contingent upon approved budgeted funds being
available.
n-Offs:
t rpartment Director a${fi,Qily Manaser City Manager
AD j-JMr t+-x.!JLyl $r
s - Summary 03-11-1s.doc
NDA ITEM C ZD
DATE 3-II.ISMIAMIBEACH189
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City of Miomi Beoch, 1700 Convention Center Drive, Miomi Beoch, Florido 33139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
^
TO:Mayor Philip Levine and Members oi lne City Co
FROM: Jimmy L. Morales City Manager
DATE: March 11,2015
SUBJECT:REQUEST APPROVAL TO E ERCISE TERM RENEWAL OPTIONS ON
CONTRACTS FOR ROUTINE O ERATIONAL REQUIREM ENTS
ADMI NISTRATION 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. 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 contract(s)
for routine operational requirements listed herein which are eligible for renewal as stipulated in
each contract's solicitation. The justification for renewing the listed contract(s) is included with
the contract information.
i Title:
1 -$gp_eme_n! Fo1!*\oi_s_e_, A_c..p-.q.qli_c, Afi / o*1Sg_.qgd _S*9rvi.q9.9_i Contractor:
Arpeggio Acoustic Consulting, LLC; Edward Dugger + Associates, P.A.; Langan Engineering &
Environmental Services, lnc.
Brief Scope:
This contract provides for noise, acoustic and/or sound consulting services on an "as-needed
basis", for the review of projects being reviewed by the City's Planning Department staff and the i
Best lnterest Justification:
Contractors have received satisfactory performance evaluations by the Planning Department.
Additionally, pricing was established through a competitive process, and, although the CPI-U
has increased approximately 3.1 1% during the contract term, the City will continue to benefit
from contract pricing established prior to the CPI-U increase. The Planning Department has
190
City of Miami Beach - Commission Memorandum
Contract Renewals for Routine Operational Requirements
i Title:
ii Resolution Accepting the City Manager's Recommendation Pursuant To Request For Proposals :
i
i Contractor:
i
: Bank of America Merrill Lynch; Citigroup Global Markets, lnc.; Estrada Hinojosa & Company; i
: Fifth Third Securities; First Southwest; J.P. Morgan; Loop Capital Markets, LLC; MFR
! Securities, lnc.; Morgan Keegan & Company, lnc.; Morgan Stanley; Raymond James &
i Associates; Siebert Brandford Shank & Co. LLC; Sterne Agee & Leach, lnc.; SunTrust
i Brief Scope:
; The Underwriter's Services which may be required at the time of engagement include, but are
i not limited to, the following:
1. Participate in drafting of all bond documents, including the Official Statement.
2. Assist in preparation and discussions with rating agencies and bond insurers, if
requested.
3. Make recommendations for the proposed financing, including, but not limited to,
timing of the sale, the overall sales approach, the structure of the bonds, the
provisions, and the use of credit enhancement.
4. Lead the undenvriting tea in marketing and distributing the bonds to
institutional investors.
5. Undenvrite the financing based upon terms and conditions agreed to by both the City,
financial advisor, and the undenvriters in the Bond Purchase Agreement.
6. Assist with the closing of the financing, including reviewing all closing documents and
providing a post-financing report to the City which highlights the key characteristics of
Best lnterest Justifi cation:
It is in the City's best interest to renew the eligibility of the pool of approved firms to provide
undenruriter services on an "as needed" basis to expedite any bond issuances that the City
Commission
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the extension of
agreements with Arpeggio Acoustic Consulting, LLC; Edward Dugger + Associates, P.A.;
Langan Engineering & Environmental Services, lnc; and approve the eligibility of the pool of
approved firms for Underurriter Services including Bank of America Merrill Lynch; Citigroup
Global Markets, lnc.; Estrada Hinojosa & Company; Fifth Third Securities; First Southwest; J.P.
Morgan; Loop Capital Markets, LLC; MFR Securities, lnc.; Morgan Keegan & Company, lnc.;
Morgan Stanley; Raymond James & Associates; Siebert Brandford Shank & Co. LLC; Sterne
Agee & Leach, lnc.; SunTrust Robinson Humphrey; and Wells Fargo Securities, LLC.
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