City Commission

City of Coral Gables 405 Biltmore Way Coral Gables, FL 33134 www.coralgables.com Meeting Minutes Tuesday, March 31, 2020 9:00 AM Virtual Commission Meeting City Commission Mayor Raul J. Valdes-Fauli Vice Mayor Vince Lago Commissioner Jorge L. Fors, Jr. Commissioner Patricia Keon Commissioner Michael Mena Peter J. Iglesias, P.E., City Manager Miriam Soler Ramos, City Attorney Billy Y. Urquia, City Clerk City Commission Meeting Minutes March 31, 2020 The City Commission Meeting will be held as a VIRTUAL MEETING with elected officials and City staff participating through video conferencing. This virtual meeting will be held on the Zoom platform used by the City Clerk for live remote comments. Members of the public may join the meeting via Zoom at (https://zoom.us/j/3054466800). In addition, a dedicated phone line will be available so that any individual who does not wish (or is unable) to use Zoom may listen to and participate in the meeting by dialing: (305) 461-6769 Meeting ID: 3054466800. In addition, the public may comment on an item on the agenda using the City’s already established e-comment function which may be found on the City’s website at: (www.coralgables.com\commissionmeetings) or by sending an email to cityclerk@coralgables.com prior to the start of the meeting. The meeting will also be broadcasted live for members of the public to view on the City’s website (www.coralgables.com\cgtv) as well as Channel 77 on Comcast. Please note that Governor DeSantis’ Executive Order Number 20-69 suspended the requirements of Section 112.286, Florida Statutes, the Florida Sunshine Law, that a quorum to be present in person, and that a local government body meet at a specific public place. The Executive Order also allows local government bodies to utilize communications media technology, such as telephonic and video conferencing for local government body meetings. City of Coral Gables Page 1 City Commission Meeting Minutes March 31, 2020 ROLL CALL Present: 5 - Commissioner Fors Jr., Commissioner Keon, Vice Mayor Lago, Commissioner Mena and Mayor Valdes-Fauli INVOCATION City Attorney Miriam Soler Ramos gave the Invocation. PLEDGE OF ALLEGIANCE Vice Mayor Lago led the Pledge of Allegiance. A. CITY ATTORNEY ITEMS RESOLUTION NO. 2020-73 Non 20-1302 A Resolution of the City Commission of Coral Gables, FL recognizing and admiring the Agenda heroic efforts that our doctors, nurses, and health professionals are doing combatting this epidemic. A motion was made by Vice Mayor Lago, seconded by Commissioner Mena, that this motion be adopted by Resolution Number 2020-73 . The motion passed by unanimous vote. Yeas : 5 - Commissioner Fors, Jr., Commissioner Keon, Vice Mayor Lago, Commissioner Mena and Mayor Valdes-Fauli City Clerk Item No. 1 RESOLUTION NO. 2020-74 A.-1. 20-1290 A Resolution of the City Commission of the City of Coral Gables, Florida, in accordance with the Florida Governor’s Executive Order 20-69, adopting Rules of Procedure for Virtual City Commission meetings that take place during the pendency of the state of emergency declared in Florida Governor’s Executive Order 20-52. Attachments: Cover Memo - Virtual Meeting Draft Resolution - Virtual Meeting Virtual Meeting Rules A RESOLUTION OF THE CITY COMMISSION IN ACCORDANCE WITH THE FLORIDA GOVERNOR’S EXECUTIVE ORDER 20-69, ADOPTING RULES OF PROCEDURE FOR VIRTUAL CITY COMMISSION MEETINGS THAT TAKE PLACE DURING THE PENDENCY OF THE STATE OF EMERGENCY DECLARED IN FLORIDA GOVERNOR’S EXECUTIVE ORDER 20-52. A motion was made by Commissioner Keon, seconded by Commissioner Fors, Jr., that this matter be adopted by Resolution Number 2020-74. The motion passed by the following vote. Yeas : 5- Commissioner Fors, Jr., Commissioner Keon, Vice Mayor Lago, Commissioner Mena and Mayor Valdes-Fauli City Clerk Item No. 2 City of Coral Gables Page 2 City Commission Meeting Minutes March 31, 2020 A.-2. 20-1293 Request for Executive Session. This Agenda Item was Discussed and Filed City Clerk Item No. 3 B. CITY MANAGER ITEMS RESOLUTION NO. 2020-75 B.-1. 20-1109 A Resolution accepting the recommendation of the Procurement Officer to award the Workers Compensation and Third-Party Liability Claims Administrative Services contract to Johns Eastern Company, Inc., the highest ranked responsive-responsible proposer, pursuant to Section 2-763 of the Procurement Code entitled “Contract Award” and Request for Proposals (RFP) 2019-043. Attachments: Johns Eastern Company Response Award Recommendation Agenda Memo - RFP 2019-043 - Workers Compensation and Third-Party Resolution - RFP 2019-043 - Workers Compensation and Third-Party A RESOLUTION OF THE CITY COMMISSION ACCEPTING THE RECOMMENDATION OF THE PROCUREMENT OFFICER TO AWARD THE WORKERS COMPENSATION AND THIRD-PARTY LIABILITY CLAIMS ADMINISTRATIVE SERVICES CONTRACT TO JOHNS EASTERN COMPANY, INC., THE HIGHEST RANKED RESPONSIVE-RESPONSIBLE PROPOSER, PURSUANT TO SECTION 2-763 OF THE PROCUREMENT CODE ENTITLED “CONTRACT AWARD” AND REQUEST FOR PROPOSALS (RFP) 2019-043. A motion was made by Commissioner Keon, seconded by Commissioner Mena, that this matter be adopted by Resolution Number 2020-75. The motion passed by the following vote. Yeas : 5- Commissioner Keon, Vice Mayor Lago, Commissioner Mena, Commissioner Fors, Jr. and Mayor Valdes-Fauli City Clerk Item No. 4 RESOLUTION NO. 2020-76 B.-2. 20-1289 A Resolution authorizing the renewal of the Property and Casualty Insurance Program which includes, but is not limited to, Property, General Liability, Automobile Liability, Public Officials Errors & Omissions, Excess Workers’ Compensation, Crime Liability, Cyber Liability, Terrorism Property and Liability, Pollution Liability, Active Assailant Coverage, Flood, as well as other ancillary lines of insurance coverage and insurance broker fees through Arthur J. Gallagher Risk Management Services, Inc ., for a not to exceed amount of $ 2,684,109 for the policy period of May 1, 2020 to May 1, 2021. (Funding Source: Insurance Fund) Attachments: 2020-2021 Property Insurance RESOLUTION Executive Summary 3-31-2020 Renewal Period 5-1-2020 - 5-1-2021 02 26 20 Meeting Mins W Exhibit Cover Memo - approval of prop and casualty ins renewal A RESOLUTION OF THE COMMISSION AUTHORIZING THE RENEWAL OF City of Coral Gables Page 3 City Commission Meeting Minutes March 31, 2020 THE PROPERTY AND CASUALTY INSURANCE PROGRAM WHICH INCLUDES, BUT IS NOT LIMITED TO, PROPERTY, GENERAL LIABILITY, AUTOMOBILE LIABILITY, PUBLIC OFFICIALS ERRORS & OMISSIONS, EXCESS WORKERS’ COMPENSATION, CRIME, CYBER LIABILITY, TERRORISM PROPERTY & LIABILITY, POLLUTION LIABILITY, ACTIVE ASSAILANT COVERAGE, FLOOD, AS WELL AS OTHER ANCILLARY LINES OF INSURANCE COVERAGE AND INSURANCE BROKER FEES THROUGH ARTHUR J. GALLAGHER RISK MANAGEMENT SERVICES, INC., FOR A NOT TO EXCEED AMOUNT OF $ 2,684,109 FOR THE POLICY PERIOD OF MAY 1, 2020 TO MAY 1, 2021. A motion was made by Vice Mayor Lago, seconded by Commissioner Mena, that this matter be adopted by Resolution Number 2020-76. The motion passed by the following vote. Yeas : 5- Vice Mayor Lago, Commissioner Mena, Commissioner Fors, Jr., Commissioner Keon and Mayor Valdes-Fauli City Clerk Item No. 5 RESOLUTION NO. 2020-77 B.-3. 20-1124 A Resolution accepting the recommendation of the Procurement Officer to award the contract for Pump Stations SCADA/Telemetry System Rehabilitation to Custom Controls Technology, Inc. as the lowest responsive and responsible bidder in the amount of $835,180.01, pursuant to Invitation for Bids (IFB) 2019-046 and Section 2-763 of the Procurement Code entitled “Contract Award”. Attachments: Resolution IFB 2019-046 - Pump Stations SCADA-Telemetry Rehabilitation Agenda Memo City Manager Recommendation Memo Signed Bid Tabulations for IFB 2019-046 Custom Control Technology, Inc. Response to IFB 2019-046 A RESOLUTION OF THE CITY COMMISSION ACCEPTING THE RECOMMENDATION OF THE PROCUREMENT OFFICER TO AWARD THE CONTRACT FOR PUMP STATIONS SCADA/TELEMETRY SYSTEM REHABILITATION TO CUSTOM CONTROLS TECHNOLOGY, INC., AS THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER IN THE AMOUNT OF $835,180.01, PURSUANT TO INVITATION FOR BIDS (IFB) 2019-046 AND SECTION 2-763 OF THE CITY’S PROCUREMENT CODE ENTITLED “CONTRACT AWARD”. A motion was made by Commissioner Mena, seconded by Vice Mayor Lago, that this matter be adopted by Resolution Number 2020-77. The motion passed by the following vote. Yeas : 5- Commissioner Mena, Commissioner Fors, Jr., Commissioner Keon, Vice Mayor Lago and Mayor Valdes-Fauli City Clerk Item No. 6 City of Coral Gables Page 4 City Commission Meeting Minutes March 31, 2020 RESOLUTION NO. 2020-78 B.-4. 20-1248 A Resolution accepting the recommendation of the Procurement Officer to award Groups A-I the IFB contract for the Office Furniture - Public Safety Building to JC White Architectural Interior Products, in an estimated amount of $ 181,994.46 not to exceed the available budgeted funds, pursuant to Invitation for Bids (IFB) 2019-051 and Section 2-763 of the Procurement Code entitled “Contract Award”. Attachments: Agenda Resolution IFB 2019-051 Agenda Memo -IFB 2019-051 Award Reccommendation memo_IFB2019-051 Office Furniture A RESOLUTION OF THE CITY COMMISSION ACCEPTING THE RECOMMENDATION OF THE PROCUREMENT OFFICER TO AWARD THE OFFICE FURNITURE - PUBLIC SAFETY BUILDING TO JC WHITE ARCHITECTURAL INTERIOR PRODUCTS, IN THE ESTIMATED AMOUNT OF $181,994.46 NOT TO EXCEED THE AVAILABLE BUDGETED FUNDS, PURSUANT TO INVITATION TO BIDS (IFB) 2019-051 AND SECTION 2-763 OF THE CITY’S PROCUREMENT CODE ENTITLED “CONTRACT AWARD”. A motion was made by Vice Mayor Lago, seconded by Commissioner Mena, that this matter be adopted by Resolution Number 2020-78. The motion passed by the following vote. Yeas : 5- Commissioner Fors, Jr., Commissioner Keon, Vice Mayor Lago, Commissioner Mena and Mayor Valdes-Fauli City Clerk Item No. 7 RESOLUTION NO. 2020-79 B.-5. 20-1249 A Resolution accepting the recommendation of the Procurement Officer to the IFB contract for the Miscellaneous Furniture - Public Safety Building to lowest responsive and responsible bidders(s) by groups to Pradere Office Products (Group A -E and G- I) and Patterson Pope (Group F) in an estimate amount of $402,130.00 not to exceed the available budgeted funds, pursuant to Invitation for Bids (IFB) 2019-053 and Section 2-763 of the Procurement Code entitled “Contract Award”. Attachments: Agenda Memo -IFB 2019-053 Agenda Resolution IFB 2019-053 Groups A-I Patterson Pope, Inc.- Bid Pradere Office Products- Bid IFB 2019-053 Award Recommendation Signed A RESOLUTION OF THE CITY COMMISSION ACCEPTING THE RECOMMENDATION OF THE PROCUREMENT OFFICER TO AWARD THE MISCELLANEOUS FURNITURE - PUBLIC SAFETY BUILDING TO THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDERS BY GROUP TO PRADERE OFFICE PRODUCTS FOR (GROUPS A-E AND G-I ) AND PATTERSON POPE, INS. FOR (GROUP F) IN THE ESTIMATED AMOUNT OF $402,130.00 NOT TO EXCEED THE AVAILABLE BUDGETED FUNDS, PURSUANT TO INVITATION TO BIDS (IFB) 2019-053 AND SECTION 2-763 OF THE CITY’S PROCUREMENT CODE ENTITLED “CONTRACT AWARD”. City of Coral Gables Page 5 City Commission Meeting Minutes March 31, 2020 A motion was made by Vice Mayor Lago, seconded by Commissioner Mena, that this matter be adopted by Resolution Number 2020-79. The motion passed by the following vote. Yeas : 5- Commissioner Keon, Vice Mayor Lago, Commissioner Mena, Commissioner Fors, Jr. and Mayor Valdes-Fauli City Clerk Item No. 8 RESOLUTION NO. 2020-80 B.-6. 20-1279 A Resolution declaring as surplus a modular building and authorizing its sale to Advanced Modular Structures, Inc. in the amount of $25,000, in accordance with Section 2-879 of the Procurement Code. Attachments: Advanced Modular Structures proposal COVER declaring as surplus and authorizing sale of modular building at FS2 Resolution declaring as surplus and authorizing sale of modular building at FS2 A RESOLUTION OF THE CITY COMMISSION DECLARING AS SURPLUS A MODULAR BUILDING AND AUTHORIZING ITS SALE TO ADVANCED MODULAR STRUCTURES, INC. IN THE AMOUNT OF $25,000 IN ACCORDANCE WITH SECTION 2-879 OF THE PROCUREMENT CODE. A motion was made by Vice Mayor Lago, seconded by Commissioner Keon, that this matter be adopted by Resolution Number 2020-80. The motion passed by the following vote. Yeas : 5- Vice Mayor Lago, Commissioner Mena, Commissioner Fors, Jr., Commissioner Keon and Mayor Valdes-Fauli City Clerk Item No. 9 B.-7. 20-1291 Update on the City’s efforts relating to Coronavirus/COVID-19. This Agenda Item was Discussed and Filed City Clerk Item No. 10 C. DISCUSSION ITEMS City Clerk Item No. 11 [Note for the Record: A verbatim transcript of this meeting is available for public inspection in the Office of the City Clerk and in Legistar]. City of Coral Gables Page 6 City Commission Meeting Minutes March 31, 2020 ADJOURNMENT [Note for the Record: There being no further business on the Regular City Commission Meeting Agenda. The Commission of the City of Coral Gables adjourned its meeting at 9:58 a.m. The next regular meeting of the City Commission has been scheduled for Tuesday, April 21, 2020, beginning 9 a.m.] BILLY Y. URQUIA City of Coral Gables Page 7