Miami-Dade Legislative Item
File Number: 140239
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File Number: 140239 File Type: Resolution Status: Adopted
Version: 0 Reference: R-213-14 Control: County Commission
File Name: OTR-FENCE Introduced: 1/29/2014
Requester: Internal Services Cost: Final Action: 3/4/2014
Agenda Date: 3/4/2014 Agenda Item Number: 8F7
Notes: Title: RESOLUTION AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR’S DESIGNEE TO EXERCISE OPTION-TO-RENEW PERIOD FOR THE CONTRACT DESCRIBED IN THE ITEM, IN AN AMOUNT NOT TO EXCEED $800,000.00, AWARDED UNDER THE COUNTY MAYOR OR THE COUNTY MAYOR DESIGNEE’S DELEGATED AUTHORITY FOR THE PURCHASE OF GOODS AND SERVICES
Indexes: NONE
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 3/4/2014 8F7 Adopted P

County Attorney 1/29/2014 Assigned Oren Rosenthal 1/30/2014

County Mayor 1/29/2014 Assigned County Attorney 3/4/2014
REPORT: ISD-No committee and no sponsor required--CAO-Oren R. Revised

County Mayor 1/29/2014 Assigned Ed Marquez

Legislative Text


TITLE
RESOLUTION AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR’S DESIGNEE TO EXERCISE OPTION-TO-RENEW PERIOD FOR THE CONTRACT DESCRIBED IN THE ITEM, IN AN AMOUNT NOT TO EXCEED $800,000.00, 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 the renewal.

HEADER
Date:
To: Honorable Chairwoman Rebeca Sosa
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Resolution Requesting Authority to Exercise Option-to-Renew Period Under Existing Contract

..Recommendation
It is recommended that the Board of County Commissioners (Board) delegate to the County Mayor or County Mayor’s designee the authority to exercise, in their discretion, the option-to-renew (OTR) set forth in this item. Ordinance No. 07-139 provides for committee review exemption.

The OTR being considered by the Board in this item is described briefly below and in more detail in the accompanying attachment:

Item 1 – Fence Materials - Prequalification: Seeks authority to exercise the sole, five-year OTR term for fence materials, estimated at $800,000. Approval of this item will extend the prequalification pool contract until March 31, 2019.

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

Fiscal Impact/Funding Source
Contract amounts and department allocations represent the maximum spending authority based on estimated past usage. This action does not guarantee that the total contract amounts/values will be expended by these County departments and/or agencies. Funding will be expended only if departmental budgets can support the expenditures as approved in their annual budget adopted by the Board.

Track Record/Monitor
There are no known performance issues with the vendors recommended for award. The departments’ contract managers are reflected in the attached OTR package.

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

BODY
The contract listed in this item require approval to exercise the sole OTR. The contract was awarded under the County Mayor or County Mayor’s designee’s delegated authority pursuant to Section 2-8.1(b) of the County Code and the Master Procurement Implementing Order, I.O. 3-38.

The contract in this package was awarded prior to the effective date of Ordinance 09-52, which requires obtaining Board authorization to award contracts where the renewal options would bring the cumulative value of the contract above $1 million.


Prior to exercising any OTR, 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. This item only seeks the advanced delegated authority to exercise the OTR(s) if determined that it is in the best interest of the County.




__________________________
Edward Marquez
Deputy Mayor



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