Miami-Dade Legislative Item
File Number: 140255
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File Number: 140255 File Type: Resolution Status: Amended
Version: 0 Reference: Control: County Commission
File Name: ISD AWARD OF COMPETITIVE CONTRACTS Introduced: 1/30/2014
Requester: Internal Services Cost: Final Action:
Agenda Date: 3/4/2014 Agenda Item Number: 8F6
Notes: SEE 140771 FOR FINAL VERSION AS ADOPTED. Title: RESOLUTION AUTHORIZING AWARD OF A COMPETITIVE CONTRACTS IN A TOTAL AMOUNT UP TO $89,077,000.00, ESTABLISHMENT OF A PREQUALIFICATION POOL CONTRACT IN AN AMOUNT NOT TO EXCEED $75,000,000.00, ACCESS OF ANOTHER ENTITY’S COMPETITIVELY ESTABLISHED CONTRACT IN AN AMOUNT NOT TO EXCEED $3,180,000.00, REJECTION OF BIDS TENDERED IN RESPONSE TO SOLICITATIONS, AUTHORIZING ADDITIONAL EXPENDITURE AUTHORITY IN A TOTAL AMOUNT UP TO $23,246,000.00 FOR VARIOUS CONTRACTS FOR THE PURCHASE OF GOODS AND SERVICES; AND AUTHORIZING THE USE OF CHARTER COUNTY TRANSPORTATION SURTAX FUNDS FOR SUCH CONTRACT
Indexes: COMPETITIVE CONTRACT AWARDS
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 8F6 Amended
REPORT: SEE LEGISLATIVE FILE NO. 140771

Finance Committee 2/11/2014 3J Forwarded to BCC with a favorable recommendation P
REPORT: Chairman Bovo opened the floor for public comments and called for persons wishing to appear before the Committee on the foregoing proposed resolution. The floor was closed after no one appeared wishing to speak. Commissioner Heyman questioned whether Item 3.1 – Electronic Monitoring Offender Services; a contract to lease electronic monitoring devices and related services for the Corrections and Rehabilitation and Juvenile Services Departments in the amount of $3.18 million had been vetted with local judges and other criminal justice system practitioners. Ms. Miriam Singer, Internal Services Department Assistant Director, explained that the Corrections Department worked closely with the Court System on the electronic bracelet requirements. She said Corrections Department staff had the opportunity to attend a session where the proposed products and services were presented and technical requirements were reviewed. Commissioner Heyman inquired whether delaying the decision on this item would present any problems. Mr. Lester Sola, Internal Services Department Director pointed out that the purchase was with the same provider currently being used and the State of Washington contract was being accessed to obtain favorable pricing. Commissioner Heyman said the issue was not to obtain the best price through the User Access Program, but whether the Chief Judge and other stakeholders opined on this new product before entering into a 34 month contract. Mr. Lester Sola asked Commissioner Heyman whether the Internal Services Department (ISD) could speak to the Chief Judge and the Corrections Department Director prior to the County Commission meeting. He said that ISD would withdraw the item and enter into a new solicitation if the stakeholders did not want to proceed. Commissioner Heyman asked Deputy Mayor Edward Marquez along with Internal Service Department Director Lester Sola to meet with the State Attorney, the Chief Judge, the Administrative Criminal Judge, the Public Defender, and the Interim Corrections Department Director regarding Item 3.1 – Electronic Monitoring Offender Services, to discuss whether the proposal to lease electronic monitoring devices and related services would meet the Corrections and Rehabilitation Department’s Monitored Release Unit House Arrest Confinement Program and Juvenile Services tracking requirements; whether the proposed electronic monitoring devices were appropriate for use in monitoring alcohol and drug offenders; and whether the system incorporated global position system (GPS) technology, prior to the Board approving a 34-month contract at a cost exceeding $3 million. Commissioner Heyman asked that Item 3.1 be bifurcated. Chairman Bovo asked Deputy Mayor Edward Marquez along with ISD Director Lester Sola to determine a method to designate the department(s) requesting award of competitive contracts, along with the costs associated with the requested items, in future resolutions. Chairman Bovo noted concern that he did not believe the $1.129 million expenditure for fire extinguisher inspections and recharging services in Item 1.3 – Fire Extinguisher Inspections and Maintenance, was an appropriate use of the People Transportation Plan (PTP) funding. Mr. Hugh Chen, Deputy Director of Operations, Transit Department, pointed out the intent was to have the surtax language removed. Deputy Mayor Edward Marquez noted a meeting was scheduled with Chairman Bovo to discuss procurement issues and this issue could be further addressed at that time. He pointed out that the Transit Department’s portion of the total requested funding was $161,000 and that fire extinguishers were needed on trains for safety purposes. Chairman Bovo said fire extinguishers would still be needed on trains if PTP funding was not available. Deputy Mayor Marquez noted a breakdown of all funding sources for each item was included in the resolution. He suggested that similar contract types could be reported together in the future. Chairman Bovo pointed out that it was often difficult to respond to media inquiries without having access to the pertinent details. Discussion pursued between Commissioner Heyman and Assistant County Attorney Heffernan regarding bifurcating Item 3.1. It was then decided that the item would be bifurcated at the Board of County Commissioners meeting should Mr. Sola not obtain the requested information. Mr. Sola said he would convene the meetings as requested and provide the results to Commissioner Heyman prior to the Board meeting. Chairman Bovo noted he would bifurcate Item 1.3 relating to the use of PTP funds when this foregoing proposed resolution was considered by the Board. Hearing no further questions or comments, the Committee proceeded to vote on the foregoing proposed resolution as presented.

County Attorney 1/30/2014 Assigned Bruce Libhaber

County Mayor 1/30/2014 Assigned County Attorney 3/4/2014
REPORT: ISD - No Sponsor - Pending Feb cmte - Pending County Attorney verification - Attachments: Competitive Contracts

County Mayor 1/30/2014 Assigned Ed Marquez 1/30/2014

Legislative Text


TITLE
RESOLUTION AUTHORIZING AWARD OF A COMPETITIVE CONTRACTS IN A TOTAL AMOUNT UP TO $89,077,000.00, ESTABLISHMENT OF A PREQUALIFICATION POOL CONTRACT IN AN AMOUNT NOT TO EXCEED $75,000,000.00, ACCESS OF ANOTHER ENTITY’S COMPETITIVELY ESTABLISHED CONTRACT IN AN AMOUNT NOT TO EXCEED $3,180,000.00, REJECTION OF BIDS TENDERED IN RESPONSE TO SOLICITATIONS, AUTHORIZING ADDITIONAL EXPENDITURE AUTHORITY IN A TOTAL AMOUNT UP TO $23,246,000.00 FOR VARIOUS CONTRACTS FOR THE PURCHASE OF GOODS AND SERVICES; AND AUTHORIZING THE USE OF CHARTER COUNTY TRANSPORTATION SURTAX FUNDS FOR SUCH CONTRACT

BODY
WHEREAS, the County Mayor recommends to this Board to authorize additional expenditure authority for the purchase of goods and services,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that:

Section 1. This Board authorizes award of competitively established contracts as set forth in items 1.1, 1.2, and 1.3 of the incorporated memorandum in a total amount up to $89,077,000.00.

Section 2. This Board authorizes the establishment of a prequalification pool contract for the purchase of goods and services as set forth in item 2.1 of the incorporated memorandum in a total amount of up to $75,000,000.00 for the purchase of goods and services.

Section 3. This Board authorizes accessing another entity’s competitively established contract as set forth in item 3.1 of the incorporated memorandum in an amount up to $3,180,000.00 for the purchase of goods and services.

Section 4. This Board authorizes rejection of bids tendered in response to solicitations as set forth in items 4.1 and 4.2 of the incorporated memorandum.

Section 5. This Board authorizes additional expenditure authority as set forth in item 5.1 of the incorporated memorandum in an amount up to $23,246,000.00 for the purchase of goods and services.

Section 6. This Board authorizes the County Mayor or County Mayor’s designee to conduct spot bids, award subsequent contracts, and add vendors to the pool at any time, subject to ratification by the Board on a bi-annual basis, for the pools set forth in items 1.2 (Group D) and 2.1 of the incorporated memorandum.

Section 7. This Board authorizes the County Mayor or County Mayor’s designee to execute contracts for the items approved herein and exercise contract modifications, options-to-renew, any cancellation provisions, and any other rights contained therein in accordance with the terms and conditions of such contracts.

Section 8. This Board authorizes the use of Charter County Transportation Surtax Funds for item 1.3 set forth herein.

HEADER
Date: March 4, 2014

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

From: Carlos A. Gimenez
Mayor

Subject: Resolution Authorizing Award of Competitive Contracts, Establishment of a Prequalification
Pool, Access of Other Entity’s Contract, Rejection of Bids, Additional Expenditure Authority,
and Use Charter County Surtax Funds

STAFF RECOMMENDATION
Recommendation
It is recommended that the Board of County Commissioners (Board) approve the award of competitive contracts, establishment of a pre-qualification pool, access of another entity’s contract, reject bids received, and authorize additional expenditure authority, with authority to exercise option-to-renew (OTR) periods. The items are described below and in more detail in the accompanying attachments.

Section 29-124 of the Code requires all contracts funded by People’s Transportation Plan Surtax proceeds, regardless of value, to be approved by the Citizen’s Independent Transportation Trust (CITT) and the Board. This package is placed for Committee review pursuant to Miami-Dade County Code Section 29-124(f). These recommendations may only be considered by the Board if the CITT has forwarded a recommendation to the Board prior to the date scheduled for Board consideration or 45 days have elapsed since the filing with the Clerk of the Board of this contract award recommendation. If the CITT has not forwarded a recommendation and 45 days have not elapsed since the filing of this award recommendation, I will request a withdrawal of this item. The contracts in this package are scheduled for the February 2014 CITT meeting.

Section 1 – Competitive Contract Awards
The items included in this section will award competitive contracts to the recommended vendors for the purchase of goods and services. The total amount requested for these two contract awards is $89,077,000.

Item 1.1 – System Furniture Services: Awards a contract for the purchase of reconfiguration, modification, refurbishment, and movement of system furniture for various County departments. The amount requested for the five-year term is $2,864,000.

Item 1.2 – Hauling and Disposal of Class “B” Biosolids: Awards a contract and establishes a prequalification pool (for Group D) to purchase transportation and disposal services for anaerobically digested Class “B” biosolids and/or mixed grit biosolids by the Water and Sewer Department (WASD). The amount requested for the five-year term is $42,542,000. If the one, five-year OTR is exercised, the cumulative value will be $85,084,000.

Item 1.3 – Fire Extinguisher Inspections and Maintenance: Awards a contract for the purchase of fire extinguisher maintenance services for multiple County departments to include inspecting, recharging and hydro-testing fire extinguishers to ensure that they operate effectively. The amount requested for the five-year term is $1,129,000.

Section 2 – Establish Prequalification Pool
The item included in this section establishes a pool of prequalified vendors for future spot market competitions to purchase goods and services.

Item 2.1 – Temporary Debris Staging and Reduction Sites: Approves establishment of a prequalification pool for the operation and management of temporary debris staging and reduction sites for Public Works and Waste Management. The amount requested for the five-year term is $75,000,000. This contract is only accessed in the event of a hurricane or other disaster that requires large scale, federally-funded emergency debris removal.

Section 3 – Access Other Entity’s Contract
The item included in this section will allow for the access of another entity’s competitively established contract for the purchase of goods and services.

Item 3.1 – Electronic Monitoring Offender Services: Approves access of a competitively established contract by the State of Washington for the lease of electronic monitoring devices and related services for the Corrections and Rehabilitation and Juvenile Services departments. The amount requested for the 34-month term is $3,180,000.

Section 4: Rejection of Bids
The items included in this section will reject all bids tendered in response to competitive solicitations.

Item 4.1 – Cryogenic Oxygen Plant Maintenance & Tech Support: Rejects all four bids received under solicitation 4694-1/23 – Cryogenic Oxygen Plant Maintenance & Tech Support. The fiscal impact for the five-year contract term would have been $2,500,000.

Item 4.2 – Uniform Rental Service: Rejects all three bids received under solicitation 8740-0/19 – Uniform Rental Services. The fiscal impact for the six-year contract term would have been $2,693,000.

Section 5 – Additional Expenditure Authority
The item included in this section will increase expenditure authority for a contract for the purchase of goods and services. The additional expenditure authority is for goods and services allowed under the original terms and conditions of this contract, but for which the funding necessary requires Board authorization. The total additional spending authority requested is $23,246,000.

Item 5.1 – Test and Assess Pre-Stressed Concrete Cylinder Pipes: Water and Sewer is requesting additional expenditure authority of up to $23,246,000 to continue to test and assess the condition of pre-stressed concrete cylinder pipes throughout the County.

Scope
The impact of the items is countywide in nature.

Fiscal Impact/Funding Source
The allocations and funding sources, by department, is listed in the attached items.

Track Record/Monitor
There are no known performance/compliance issues with the vendors recommended for award in this package. Each department’s contract manager is reflected in the attached items.

Delegated Authority
If the items in Section 1 through 3 of this package are approved, the County Mayor or County Mayor’s designee will have the authority to exercise, in their discretion, subsequent options-to-renew periods and extend contracts for purchase of goods and services in accordance with the terms and conditions of each contract.

Upon approval of the items 1.2 and 2.1, pools of pre-qualified vendors will be established to participate in spot market competitions. The County Mayor or the County Mayor’s designee will have the authority to solicit pricing and award contracts up to an aggregate contract amount of the allocation authorized by the Board. Additionally, the County Mayor or the County Mayor’s designee may add qualified vendors to the pool at any time during the term of the contract, subject to bi-annual ratification by the Board. The County Mayor or County Mayor’s designee will also have the authority to exercise, at their discretion, contract modifications, options-to-renew, and other extensions in accordance with the terms and conditions of the pool contracts.
Due Diligence
Due diligence was conducted in accordance with the Internal Services Department’s Procurement Guidelines to determine Contractor responsibility, including verifying corporate status and review of performance or compliance issues.  The lists referenced include convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties.  There were no adverse findings relating to Contractor responsibility. This information is provided pursuant to R-187-12.

MANAGER'S BACKGROUND
Background
Additional background information on each item is attached.

Attachments


__________________________
Edward Marquez
Deputy Mayor



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