Miami-Dade Legislative Item
File Number: 112087
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File Number: 112087 File Type: Resolution Status: Adopted
Version: 0 Reference: R-1045-11 Control: Board of County Commissioners
File Name: APPROVAL TO ACCESS A STATE OF FLORIDA CONTRACT Introduced: 10/6/2011
Requester: Internal Services Cost: Final Action: 12/6/2011
Agenda Date: 12/6/2011 Agenda Item Number: 8F4
Notes: Title: RESOLUTION AUTHORIZING THE ACCESS OF A STATE OF FLORIDA CONTRACT IN THE AMOUNT OF $3,336,000 TO OBTAIN MAIL PROCESSING EQUIPMENT AND SUPPLIES, AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR’S DESIGNEE TO ACCESS THE AGREEMENT FOR AND ON BEHALF OF MIAMI-DADE COUNTY, AND TO EXERCISE ANY CANCELLATION AND RENEWAL PROVISIONS, AND TO EXERCISE ALL OTHER RIGHTS CONTAINED THEREIN CONTRACT NO. 600-760-11-1
Indexes: MAIL PROCESSING EQUIPMENT
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 12/6/2011 8F4 Adopted P

Internal Mgmt. & Fiscal Responsibility Committee 11/8/2011 3C Forwarded to BCC with a favorable recommendation P
REPORT: Assistant County Attorney Jess McCarty read the foregoing proposed resolution into the record. Chairwoman Bell questioned whether all County departments were able to access the same contracts. Ms. Miriam Singer, Assistant Director, Internal Services Department, noted the County had a centralized process for the acquisition of goods and services, and staff had made every effort to aggregate quantities within the same scope. Chairwoman Bell questioned whether the County knew the total cost of ownership for these services, including construction projects. Ms. Singer noted the total cost of ownership and life cycle costs was included in purchases like the vehicle fleet and appliances. She pointed out that she could not speak to construction projects they were handled by another area within ISD. Chairwoman Bell clarified that she did not want the County to have an abundance of sole source contracts. Hearing no other questions or comments, the Committee proceeded to vote.

County Attorney 10/11/2011 Assigned Hugo Benitez 10/21/2011

County Mayor 10/6/2011 Assigned County Attorney 12/6/2011
REPORT: Internal Services - pending cmte - Attachment: None

County Mayor 10/6/2011 Assigned Alina Tejeda-Hudak 10/6/2011

Legislative Text


TITLE
RESOLUTION AUTHORIZING THE ACCESS OF A STATE OF FLORIDA CONTRACT IN THE AMOUNT OF $3,336,000 TO OBTAIN MAIL PROCESSING EQUIPMENT AND SUPPLIES, AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR’S DESIGNEE TO ACCESS THE AGREEMENT FOR AND ON BEHALF OF MIAMI-DADE COUNTY, AND TO EXERCISE ANY CANCELLATION AND RENEWAL PROVISIONS, AND TO EXERCISE ALL OTHER RIGHTS CONTAINED THEREIN CONTRACT NO. 600-760-11-1

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 approves the access of State of Florida Contract No. 600-760-11-1 in the amount of $3,336,000, and authorizes the County Mayor or County Mayor’s designee to access the agreement for and on behalf of Miami-Dade County, and to exercise any cancellation and renewal provisions and all other rights contained therein.

HEADER
Date:

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


From: Carlos A. Gimenez
Mayor

Subject: Approval to Access a State of Florida Contract: Mail Processing Equipment

STAFF RECOMMENDATION
RECOMMENDATION

It is recommended that the Board approve accessing a competitively established contract by the State of Florida for mail processing equipment and supplies for various County departments.

CONTRACT NUMBER: 600-760-11-1

CONTRACT TITLE: Mail Processing Equipment

TERM: Twenty-nine months through February 20, 2014, with three, one-year options to renew

METHOD OF AWARD: To multiple responsive and responsible vendors for each manufacturer/brand per product group.

PREVIOUS CONTRACT $529,000 for one year
ALLOCATION:

CONTRACT AMOUNT: $1,488,000
*If the County chooses to exercise the three one- year options-to-renew, the total contract value will be $3,336,000

MANAGER'S BACKGROUND
BACKGROUND:
Various County departments require the purchase and lease of mail processing equipment, which includes mail machines, mail openers, inserters, folding equipment, bursters, mail related software systems, sealing machines, electronic scales, postage meter rentals and supplies. The main users of the contract are the Elections Department, Water and Sewer Department and Office of the Clerk.

This recommendation is to access a State of Florida contract for this equipment. In order to be recommended for award, the vendors on the State of Florida contract must comply with the County’s requirements including vendor registration, and acceptance of the County User Access Program and the Inspector General fee provisions. Pitney Bowes, Inc. and its leasing agent in the contract, Pitney Bowes Global Financial Services, LLC, have complied with these requirements.

USING/MANAGING AGENCIES
AND FUNDING SOURCES:

Department Allocation Funding Source Contract Manager
Board of County Commissioners $ 2,000 General Fund Miriam Rivero
Building and Neighborhood Compliance $ 30,000 General Fund/Proprietary Funds Stan Krafick
Solid Waste $ 17,000 Proprietary Funds Olga Espinosa-Anderson
Park and Recreation $ 7,000 General Fund William E. Solomon
Seaport $ 5,000 Proprietary Funds Phillip Rose
Water and Sewer $750,000 Proprietary Funds Gregory Hicks
Economic Advocacy Trust $ 17,000 General Fund Angela Vaughns
Medical Examiner $ 3,000 General Fund Theresa Bryant
Fire Rescue $ 64,000 Fire District Funds Marianela Betancourt
Office of the Clerk $260,000 Proprietary Funds Charis Lubeck
Human Services $ 15,000 Federal Funds/ State Funds/General Fund Kyra H. King
Police $ 67,000 General Fund Laura Romano
Finance $ 26,000 Proprietary Funds Armando Fresnedo
Elections $150,000 General Fund John Mendez
Library $ 22,000 Library District Anna Rodriguez
General Services Administration $ 45,000 Internal Service Funds Audie Thompson
Public Housing Agency $ 8,000 Federal Funds Barry Cowvins
Total $1,488,000

The allocation and funding source have been reviewed and approved by the Office of Management and Budget. There is no fiscal impact beyond what is stated in this recommendation.PROCUREMENT CONTRACTING OFFICER: Constance Thame

VENDORS RECOMMENDED FOR AWARD:

Vendor Address Principal Award
Pitney Bowes, Inc. 1 Elmcroft Murray D. Martin Equipment and supplies
(Non-local Vendor) Stamford, CT 06926

Pitney Bowes Global 1 Elmcroft Road Murray D. Martin Payment for leasesGlobal Financial Stamford, CT 06926 Murray D. Martin
Services, LLC
(Non-local Vendor)

PERFORMANCE DATA: There are no performances issues with the recommended firms.

COMPLIANCE DATA: There are no compliance issues with the recommended firms.

CONTRACT MEASURES: No measure– accessing other entity contract.

LIVING WAGE: The services being provided are not covered under the Living Wage Ordinance.

USER ACCESS PROGRAM: The User Access Program provision will apply. The 2% Program discount will be collected on all purchases where permitted by funding.

LOCAL PREFERENCE: The Local Preference does not apply – accessing other entity contract.

ESTIMATED CONTRACT
COMMENCEMENT DATE: Upon approval by the Board and expiration of the Mayoral veto period.

DELEGATED AUTHORITY: If this item and attached resolution are approved, the County Mayor or designee will have the authority to exercise, at County Mayor’s or designee’s discretion, contract modifications, subsequent options-to-renew and other extensions in accordance with the terms and conditions of the contract.



______________________________________
County Manager/Deputy Mayor









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