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HomeMy WebLinkAboutJ-1 Resolution: Misc. Office SuppliesCITY OF MIAMI GARDENS Aqenda Cover Pape Date: 04/25/07 Fiscal Impact: No o Yes x (If yes, explain in Staff Summary) Funding Source: various departments ContracUP.O. Requirement: Yes x No^ Sponsor Name/Department: General Services Public hearing ^ Quasi-Judicial ^ Ordinance ^ Resolution^ 1 st Reading ^ 2nd Reading ^ Advertising requirement: Yes ^ No X RFP/RFQ # Yes ^ No X Title Authorize the City Manager to issue Purchase Orders as needed for Miscellaneous Office Supplies Staff Summary See attached J-1) CONSENT AGENDA RESOLUTION MISC. OFFICE SUPPLIES City of ~Vliami ~ard~ens 1515-200 NW 167th Street Miami Gardens, Florida 33169 Mayor Shirley Gibson Vice Mayor Oscar Braynon II Councilman Melvin L. Bratton Councilman Aaron Campbell Councilman Andre Williams Councilwoman Sharon Pritchett Councilwoman Barbara Watson 1V~M0 L~1VI To: Mayor and City Council From: Dr. Danny O. Crew City Manager Date: April 25, 2007 Re: Proposed Resolution authorizing the City Manager to issue purchase orders for miscellaneous office supplies on an as needed basis The City departments have a need to purchase office supplies in order to support City operations. Funding for this expenditure is provided in the using department's operating budgets. The City of Los Angeles acting as the lead agent for the U.S. Communities Government Purchasing Alliance, competitively solicited bids for office supplies and awarded to Office Depot the Term Contract Master Agreement #42595 is currently in force with an ending date of January 1, 2010. The City of Miami Gardens is a member in good standing of the U.S. Communities Government Purchasing Alliance (see attached agenda memo). When the City began issuing purchase orders to Office Depot in accordance with the U.S. Communities Agreement through the Southeast Florida Governmental Cooperative Group, the need for miscellaneous office supplies was not contemplated that it would be greater than the City Manager's authority to approve, however, the need is more than anticipated, and will exceed the sums the City Manager is authorized to spend. Recommendation: That the City Council approve the attached resolution authorizing the City Manager to issue purchase orders to Office Depot, located in Delray Beach, Florida, as needed in amounts not to exceed the allocated budgets. RESOLUTION No. 2007- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE PURCHASE ORDERS ON AN AS NEEDED BASIS IN AN AMOUNT NOT TO EXCEED THE BUDGETED AMOUNT FOR MISCELLANEOUS OFFICE SUPPLIES BY RELYING UPON THAT CERTAIN U.S. COMMUNITIES GOVERNMENT PURCHASING ALLIANCE TERM CONTRACT MASTER AGREEMENT #42595; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. 1 2 3 4 5 6 7 8 9 10 11 12 13 WHEREAS, it is necessary for the City Manager through his staff to be able to purchase office supplies on an as needed basis, and WHEREAS, the City of Los Angeles acting as the lead agent for the U.S. Communities Government Purchasing Alliance competitively solicited bids for office supplies and awarded the same to Office Depot by virtue of Term Contract Master Agreement #42595, and WHEREAS, the City of Miami Gardens is a member of the U.S. Communities Government Purchasing Alliance, and WHEREAS, the City would like to rely upon that certain Agreement #42595 for its purchase of the supplies on an as needed basis in an amount not to exceed the budgeted amount for the term of the Agreement which is January 1, 2010, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: 14 Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas 15 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 16 made a specific part of this Resolution. 17 Section 2. AUTHORIZATION: The City Council of the City of Miami Gardens 18 hereby authorizes the City Manager to issue purchase orders on an as needed basis in 19 an amount not to exceed the budgeted amount for the purchase of miscellaneous office 20 supplies from Office Depot in accordance with that certain Term Contract Master 21 Agreement #42595. 22 Section 3. EFFECTIVE DATE: This Resolution shall take effect immediately 23 upon its final passage. 24 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 25 GARDENS AT ITS REGULAR MEETING HELD ON APRIL 25, 2007. 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 ATTEST: RONETTA TAYLOR, CMC, CITY CLERK SHIRLEY GIBSON, MAYOR Prepared by SONJA KNIGHTON DICKENS, ESQ. City Attorney SPONSORED BY: DANNY CREW, CITY MANAGER MOVED BY: VOTE: Mayor Shirley Gibson Vice Mayor Oscar Braynon, II Councilman Melvin L. Bratton Councilman Aaron Campbell Councilman Andre Williams Councilwoman Sharon Pritchett (Yes) (No) (Yes) (No) (Yes) (No) (Yes) (No) (Yes) (No) (Yes) (No) 54 Councilwoman Barbara Watson (Yes) (No) 55 56 SKD/teh 217372_1.DOC 57 ~ac~the~~t ~[or~cfa ~€~vern~~~~~1 ~~arc~€asi~g G€~€~per~~i~e ~~a~€~~ ~ ~T ~T ~ F~. BID/RFP NO.: U.S. Communities #218955 / Agreement #42595 DESCRIPTION/TITLE: OFFICE SUPPLIES CONTRACT PERIOD: December 1, 2006 -- January 1, 2010 TERM OF CONTRACT: 4 Years CiIIZY~CSYfSiYii((OiSY~G1ii4YLixaK:Y4:iii5YYYiia~~Soni5s66i'G~3Y[eisi'u"f{6'J~:~fstfaL~YiYtiY~4sYFFG~Y1~i~FG.y.~~~4tLL~~ilias..~~2r4~t~kiiil~xn6CYY584~~GYf~~~ i~YY.ibfi4(i~~i~~e`iiii~iLfai..aauWK~ui LL ~i~zu~~~~:: SECTION #1 - VENDOR AWARD Vendor Name: Office Depot Inc. Vendor Address: 2200 Old Germantown Rd. Delray Beach, FL 33445 Contact: Terry Lynn Beaty -- Individual representative may be appointed for each entity Phone: (954) 346-6000 Customer Service: (800) 386-0226 Fau: (954)346-4012 CelllPager: N/A Email Address: Terry.Beaty@officedepot.com Website: www.offcedepot.com FEIN: 59-1039552 i~iiuii-'bu`"6i4i~GYii3viiiiilY~ilkliiYx~~xLiiif~L'9is4YYiifiawYSanRiY`16uiii"d'i"sa`tfi~iii$Yt~Y}i`ssiaWiwiiYf`JiffYY~s~axwYi'i+iYuii~afuliiY2Y'iitau~tiii~iib~YYYb2laiw 7Y'6'SfNYS3fifY~N~i~'iuiliGtiiinifi2iifiua~mdiw~5u SECTION #2 - AWARD/BACKGROUND INFORMATION Award Date: Resolution/Agenda Item No.: Insurance Required: Performance Bond Required: September 27, 2006 R-2006-173 X Yes No Yes X No ~s_ •••*3f€sxicvxSiG~sce4:Ya~YiYrss:ifYSYiscixrGTw::eziGSy-:Y:cYn~r~sfYxL'x'lilsYBrsLaYau3exG•.'.n3u~~iaiexLxEYY~a~kas.:bN~~"1c~zSZ:iic.aa.aYZiisiss:aa~SwY,ex~ii8lfeiscsiss8G2~331'iL~ira:xa10a3s3i~hLrua:sd3i..svli,ma:.iiffr,lYs SECTION #3 - PROCURING AGENCY Agency Name: City of Tamarac Agency Addrass: 7525 NW 88~h Ave. Tamarac, FL 33321 Agency Contact: Keith K. Glatr, CPPO Telephone: (954) 597-3570 Facsimile: (954) 597-3565 Email: keithg@tamarac.org City of Tamarac "Commit~ed fo Excellence...A~ways" Jeffrey L Milter City Manager September 28, 2006 Michae! F. Cosgrove Vice President Office Depot }nc. 2200 Old Germantown Road Delray Beach, FL 33445 ~ Dear Mr. Cosgrove: I am pleased to advise you that at its meeting on September 27~ 2006, the City of Tamarac Commission approved a resaluti~n authorizing the award of an agreement befin-een the City and Office Depot, Inc. for o~ce supplies, awarded as a result of U.S. Cammunities Cooperative Agreement on behalf of the Southeast Florida Govemmental Purchasing Coaperative (Ca4p). Attached is the approved resolution along with the original agreement, which constitute the full agreement with the City. The Purchasing and Contracts Manager, Keith K. Glatz, will continue to be the City of Tamarac contact, representing Tamarac as the lead agency far the Co-~p members participating in this Agreement. You can reach him at (954) 597-3570; however, if there shoutd be any problems of serious consequence, I expect you to advise me directly and immediately. The City looks forward to continuing working with your company on this contract. Sincerely, ~~ . ~~~~ , /'7 r.N - - Jeffrey L. Miller City Manager c: Keith K. Glatz, Purchasing and Contracts Manager Attachments ALVaUlTR11052 7525 N.V~t. 88th Rvenue ~ Tamarac, Florida 33321-2a01 e{95a) 597-3510 ^ Fax t45a) 597-3520 ^ wvrw.famarac.arg Ec~uo~ ORP~unity Empkoyer 0 t~srsb~l eertity thet t}~ docue~t is e trw Temp Reso #11052 ~ d~ya~~ ~ L~ Pa e 1 9 lhsoriplnelafwhkhi~onfiteinCiryHell. ~ September7, 2006 WITNE55 MY HANO AND OFFlqAL SELL QFTHE ~OFS FlOAIDA. This ~ dsy ,.~._, ~ C "~ ,i ,,, C~TY OF Tf~MARAC, FLORIDA C Clerk , ~ ~ - • RESOLUTiON NO. R-2406-~`~,~ A RESOLUTtON OF THE CITY COMMISSION OF THE C1TY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE OFFlCIALS TO AWARD OFFICE SUPPLY NEEDS TO OFFICE DEPOT, INC. ON BEHALF OF THE SOUTHEAST FLORIDA G4VERNMENTAL PURCHASING COOPERATIVE F~R THE PERIOD OF DECEMBER 1, 2006 THROUGH JANUARY 1, 2010, UTILt21NG PRICENG PROVIDED THRt3UGH THE U.S. COMMUNITtES GOVERNMENT PURCHASING ALLIANCE TERM CONTRACT MASTER PURCHASE AGREEMENT #42595; PROVIDING FOR CONFLlCTS; PRUVIDING FOR SEVERABILITY; AND PROVlDING FOR AN EFFECTII~E DATE. WHEREAS, the City of Tamarac has need to purchase office suppiies to support atl City operations; and WHEREAS, the utilization of a term contract agreement provides for volume savings through quantity discounts; and WHEREAS, the City of Tamarac served as the °lead agency" for the Southesst Fiorida Govemmental Purchasing Cooperative for the purchase of office supply needs; and WHEREAS, twenty-six {2fi} govemmental agencies within the Southeast Florida Govemmental Purchasing Cooperative are eligible to utilize this agreement for the purchase of approximately $2.1 mil~ion in office suppties; and Temp Reso #11052 e~•~ c ~ ~i t4o~-~~~-~ z~~-r~age ~°'~ `~"'r" ~ ._.._...__~~TYI~'G'f.~~~~~~'~n.- •^.a ...__ - .-~..._ ~ . '" ~ .~ '~ ~• • ^.'~ t~ :s.. : •'~!nn -,•^. r •'t ~ . ..... ~. .~ : . , ....~ , • .1 VI/HEREAS, the U.S. Communities Govemment Purc~hasing Alli,ance, f~.~, ;;~ ~: ~- ,~ _" - ~a t: '~ a •:r nationwide strategic sourcing program designed by pubiic profes'sianaTs for ~~ by govemment agencies and public-benefit non-profits throughout the nation; and WHEREAS, the Assaciation of Schaol Business Officials, Intemational (ASBO), the National Association of Counties (NACO), the National Institute of Govemmental Purchasing (NIGP), the National League of Cities (NLC), and the United States Conference ~f Mayors (USCM), }ointly sponsor the U.S. Communities Govemment Purchasing Alliance; and WHEREAS, the City of Los Angeles, Cal'~fomia, as national lead agency, and in cooperafion with the U.S. Communities Govemment Purchasing Alliance, issued RFP 218955, and awarded Term Contract Master Purchase Agreement #42595 to Office DepQt, Inc. on January 2, 2006, copies of which are inciuded herein as Exhibit A and Exhibit B to Exhibit 1; and WHEREAS, the City staff has reviewed the current marketpiace, and has determined that the pricing offered through the U.S. Carnrnunities Govemment Purchasing Alliance is the most competitive in the marfcetptace; and WHEREAS, the City has successfully utiiized Office Depot, I~c. to supply City office supply needs since 2~01; and WHEREAS, City Code Section 6-155 allaws the Purchasing and Contracts Manager the authority to procure suppties, materials and equipment, which are Temp Reso #11052 Page 3 September 7. 2a06 the subject af contracts with other govemmentai agencies without following purchasing procedures as set forth in City Code Section 6-149; and WHEREAS, the City of Tamarac is a member in good standing of the U.S. Communities Govemment Purchasing A(Iiance; and WHEREAS, the term of the U.S. Communities Govemment Purchasing Alliance Term Contract Master Agreement #42595 is currently in force, with an ending date of January 1, 2010; and WHEREAS, the City would begin to utilize the U.S. Communities Govemmental Purchasing Alliance Term Contract Master Agreernent #42595 immediately upon expiration of the current City office supply agreement which expires on November 30, 2006; and WHEREAS~ suffcient funds are availabfe from a!t Departments' Operating funds; and WHEREAS, the Director of Financial Services and the Purchasing 8~ Contracts Manager recommend the purchase af affice Supplies using the U.S. Communities Term Contract Master Purchase Agreement #42595 awarded to ~ffice Depot, Inc, and that the appropriate City Officials be authorized to execute and Agreement between the City and Office Depot, a copy of said Agreement is attached hereto as Exhibit 1; and WHEREAS, the City Commission of the City of City of Tamarac, Florida deerns it to be in the best interest of the citizens and residents of the City of Tamarac to approve the purchase of office supplies far the City and on behalf of the Southeast Florida Govemment Purchasing Cooperative in an approximate Temp Reso #19052 Page 4 September 7, 2006 annual amount of $85,000 far the City, and $2.1 million for the Southeast Flarida Governmental Purchasing Cooperative, and to auihorize the appropriate City Officials to execute and Agreement with Office Depot Exhsbit 1} for the period effective December 1, 2006 through January 1, 2010; and NOW, THEREFORE, BE IT RESOLVED BY THE CfTY CQMMISSION OF THE CITY OF TAMARAC, FLORIQA THAT: SECTION 1: The foregoing °WHEREAS° ctauses are HEREBY ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. SECTION 2: The appropriate City officiais are hereby authorized to award to and execute an agreement (Exhibit 1), accepting the terms of the U.S. Communities Govemment Purchasing Alliance Term Contract Master Agreement #42595 with Office Depot, Inc. on behalf of fhe Southeast Florida Govemmental Purchasing Cooperative for the period beginning December 1, 2006 through January 1, 2010. SECTION 3: All resolutions ar parts af resolutions in conflict herewith are HEREBY repeated to the extent of such conflict. SECTION 4: If any clause, sectian~ other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 5: This Resolution shaN become upon its passage and adoption. Temp Reso #11052 Page 5 September 7, 20Q6 effective immediately PASSED, ADOPTED AND APPRaVED this ~day af 2006. . BETH FLANSBAUM-TALABISCO MAYdR ATTEST: .~ 7L s~.. ~ ~,.. ~., - r -~- ~ MARtON SWENSON, CMC CtTY CLERK RECORD OF COMMtSSION VOTE: MAY~R FLANSBAUM TALABISCO DIST 1: ViM PORTNER DIST 2: C~MM ATKINS-GRAD DIST 3: COMM. SULTANOF DIST 4: COMM. DRESSLER I HEREBY CERTiFY that ' I have approved this RESOLUTION as to form.