Increase background screening services contract to $150,000 annually

AGENDA ITEM SUMMARY FORM File ID: #17342 Date: 03/06/2025 Requesting Department: Department of Parks and Recreation Commission Meeting Date: 04/24/2025 Sponsored By: District Impacted: All Type: Resolution Subject: Authorize - IFB Increase Capacity - Background Screening Services - Parks Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, authorizing an increase in capacity beyond the City Manager’s delegated authority of fifty thousand dollars ($50,000.00) for Invitation for Bid (“IFB”) 1436386 for Background Screening Services for the Parks and Recreation Department (“Parks”) from Fingerprint Mendez LLC (“Mendez Fingerprinting”), a Florida Limited Liability Corporation; allocating funds from City of Miami’s various sources of funds from the end user departments and agencies; subject to the availability of funds and budgetary approval, at the time of need; authorizing the City Manager to negotiate and execute any and all documents, including any amendments, renewals, and extensions; subject to all allocations, appropriations, and budgetary approvals having been previously made, compliance with applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including, the City of Miami's Procurement Ordinance, Anti- deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Background of Item: On October 25, 2023, IFB No. 1436386 for Background Screening Services was awarded under the City Manager’s delegated authority of fifty thousand dollars ($50,000.00). Parks has expressed the continuous need for background screening services in order to be compliant with local, state, and federal guidelines for individuals working with and/or around children. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: Total Fiscal Impact: Approximately $70,000.00 Annually General Account No: Various Account Funds Reviewed By Virginia Key Advisory Board Christopher Evans Department Head Review Completed 03/12/2025 12:03 PM Office of Management and Budget Donovan Dawson Budget Analyst Review Completed 03/25/2025 12:50 PM Office of Management and Budget Marie Gouin Budget Review Completed 03/26/2025 1:12 PM Department of Procurement Yadissa Calderon Procurement Review Completed 03/26/2025 3:41 PM City Manager’s Office Barbara Hernandez Assistant City Manager Review Completed 04/04/2025 8:09 AM City Manager’s Office Natasha Colebrook-Williams Deputy City Manager Review Completed 04/04/2025 9:50 AM City Manager’s Office Arthur Noriega V City Manager Review Completed 04/04/2025 10:44 AM Legislative Division Valentin J Alvarez Legislative Division Review Completed 04/04/2025 11:50 AM Office of the City Attorney Thomas M. Fossler ACA Review Completed 04/14/2025 11:27 AM Office of the City Attorney George K. Wysong III Approved Form and Correctness Completed 04/14/2025 11:58 AM City Commission Todd B. Hannon Meeting Pending 04/24/2025 9:00 AM City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com City of Miami Legislation Resolution File Number: 17342 Final Action Date: A RESOLUTION OF THE MIAMI CITY COMMISSION, AUTHORIZING AN INCREASE IN THE CONTRACT CAPACITY BEYOND THE CITY MANAGER’S DELEGATED AUTHORITY OF FIFTY THOUSAND DOLLARS ($50,000.00) PURSUANT TO INVITATION FOR BID (“IFB”) NO. 1436386 FOR BACKGROUND SCREENING SERVICES FOR THE PARKS AND RECREATION DEPARTMENT (“PARKS”), FROM THE APPARENT RESPONSIVE AND RESPONSIBLE BIDDER, FINGERPRINT MENDEZ LLC, (“MENDEZ FINGERPRINTING”), A FLORIDA LIMITED LIABILITY CORPORATION, FOR AN INITIAL CONTRACT TERM OF THREE (3) YEARS WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM THE VARIOUS END USER ACCOUNTS, AND/OR OTHER VARIOUS SOURCES OF FUNDS FROM THE END USER DEPARTMENTS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, AND COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, ("CITY CODE"), INCLUDING THE CITY OF MIAMI'S PROCUREMENT ORDINANCE, ANTI-DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, on October 25, 2022, the City Manager, under his delegated authority of fifty thousand dollars ($50,000.00) approved the award for Invitation for Bid (“IFB”) No. 1436386 Background Screening Services to Fingerprint Mendez LLC, a Florida limited liability corporation (“Mendez Fingerprinting”); and WHEREAS, the Department of Parks and Recreation (“Parks”) has indicated a need to increase the contract capacity beyond the City Manager’s delegated authority of fifty thousand dollars ($50,000.00) in order to continue to be compliant with local, state, and federal guidelines for those working with and around children;

NOW, THEREFORE,

BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The increase in capacity beyond the City Manager’s delegated authority of fifty thousand dollars ($50,000.00) for background screening services for Parks, from the apparent responsive and responsible bidder, Mendez Fingerprinting, for an initial contract term of three (3) years with the option to renew for two (2) additional one (1) year periods, is approved. Section 3. Funds to be allocated from the various end user accounts, and/or other various sources of funds from the end user departments and agencies, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized1 to negotiate and execute any and all documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, prior budgetary approvals, and compliance with applicable provisions of the Code of the City of Miami, Florida, as amended (“City Code”), including the City of Miami's Procurement Ordinance, Anti-Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, all in forms acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: 1 The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions.