Miami-Dade Legislative Item
File Number: 112071
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File Number: 112071 File Type: Resolution Status: Adopted
Version: 0 Reference: R-927-11 Control: Board of County Commissioners
File Name: AUTHORITY TO EXERCISE OPTION TO RENEW PERIODS Introduced: 10/5/2011
Requester: Internal Services Cost: Final Action: 11/3/2011
Agenda Date: 11/3/2011 Agenda Item Number: 8F1
Notes: Title: RESOLUTION AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR’S DESIGNEE TO EXERCISE OPTION-TO-RENEW PERIODS FOR CERTAIN NON-COMPETITIVE CONTRACTS DESCRIBED IN THE ITEM, SUBJECT TO THE MONETARY LIMITATIONS SET FORTH THEREIN, AWARDED UNDER THE COUNTY MAYOR OR THE COUNTY MAYOR DESIGNEE’S DELEGATED AUTHORITY FOR THE PURCHASE OF GOODS AND SERVICES
Indexes: OPTION-TO-RENEW
Sponsors: NONE
Sunset Provision: No Effective Date: Expiration Date:
Registered Lobbyist: None Listed


Legislative History

Acting Body Date Agenda Item Action Sent To Due Date Returned Pass/Fail

Board of County Commissioners 11/3/2011 8F1 Adopted P

County Attorney 10/6/2011 Assigned Hugo Benitez

County Mayor 10/5/2011 Assigned County Attorney 11/3/2011
REPORT: Internal Services - Attachments: Item No. 1 - 5

County Mayor 10/5/2011 Assigned Alina Tejeda-Hudak 10/5/2011

Legislative Text


TITLE
RESOLUTION AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR’S DESIGNEE TO EXERCISE OPTION-TO-RENEW PERIODS FOR CERTAIN NON-COMPETITIVE CONTRACTS DESCRIBED IN THE ITEM, SUBJECT TO THE MONETARY LIMITATIONS SET FORTH THEREIN, AWARDED UNDER THE COUNTY MAYOR OR THE COUNTY MAYOR DESIGNEE’S DELEGATED AUTHORITY FOR THE PURCHASE OF GOODS AND SERVICES

BODY
WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board delegates to the County Mayor or County Mayor’s designee the authority to exercise, in their discretion, the options-to-renew set forth in this item when in the best interest of Miami-Dade County; and the Board further authorizes the County Mayor or the County Mayor’s designee to execute any and all documents necessary to give effect to those renewals.

HEADER
Date:

To: Honorable Chairman Joe A. Martinez
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Resolution Requesting Authority to Exercise Option-to-Renew
Periods Under Existing Non-Competitive Contracts

STAFF RECOMMENDATION
Recommendation
It is recommended that the Board of County Commissioners delegate to the County Mayor or County Mayor’s designee the authority to exercise, in their discretion, the Options-to-Renew (OTRs) set forth in this item. Ordinance #07-139 provides for committee review exemption. Contract amounts and/or department allocations represent the maximum spending authority based on estimated past usage. This action does not guarantee that the total contract amount/value will be expended by County departments and/or agencies.

Scope
The impact of the items in the accompanying OTR package is countywide in nature.

Fiscal Impact/Funding Source
Funding will be expended only if departmental budgets can support the expenditures as approved in their Resource Allocation Plan adopted annually by the Board.

Track Record/Monitor
There are no known performance issues with the vendors recommended for award in the accompanying OTR package. Each departments’ contract manager is reflected in the accompanying agenda item.

Delegated Authority
If this item is approved, the County Mayor or County Mayor’s designee will have the authority to exercise OTRs in accordance with the terms and conditions of the contracts listed in the accompanying package.

MANAGER'S BACKGROUND
Background
The non-competitive contracts listed in this item require approval to exercise OTRs contained in each contract. Each of the contracts were awarded under the County Mayor or County Mayor’s designee’s delegated authority ($100,000 for non-competitive procurements) pursuant to Section 2-8.1(b) of the County Code and the Master Procurement Administrative Order, A.O. 3-38.

Prior to exercising any Options-to-Renew (OTR) periods, market research is conducted to ensure continuing to purchase from the awarded vendors is in the best interest of the County. Market research includes competitive factors such as pricing, quality, product features, technology, and lead time. It may also include commercial factors such as environmental issues, other governmental entity practices, industry trends, support and capabilities. The OTRs for each contract in this package will be executed if determined to be in the best interest of the County.

Item No. 1: Water Quality Monitoring Equipment Maintenance and Parts seeks authority to exercise the remaining OTR period to procure maintenance services and parts for the existing water quality monitoring equipment used by Permitting, Environmental and Regulatory Affairs. The amount being requested for the remaining option term is $50,000.

Item No. 2: Breeze Hoist Overhaul, Parts, and Repair seeks authority to exercise the two remaining OTR periods to purchase parts, overhaul, and repair services from Breeze-Eastern Corporation for the hoists installed in Air Rescue Helicopters owned by the Miami-Dade Fire Rescue Department. The amount being requested for the remaining option terms is $420,000.

Item No. 3: Levi Ray & Shoup Software Maintenance & Support Services seeks authority to exercise the remaining OTR period to allow the Information Technology to purchase software maintenance and support services for the Levi, Ray and Shoup software. The amount being requested for the remaining option term is $48,000.

Item No. 4: Traffic Control Computer Hardware Maintenance Services seeks authority to exercise the remaining OTR period to allow the Public Works and Waste Management’s Traffic Signals and Signs Division to purchase equipment maintenance services for the existing Traffic Control Computer System. The amount being requested for the remaining option term is $25,000.

Item No. 5: High Scope Educational Research seeks authority to exercise the remaining OTR period for the Head Start/Early Start Program curriculum training for the Community Action and Human Services. The amount being requested for the remaining option term is $43,000.


__________________________
Deputy Mayor



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