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Home My WebLink AboutR-03-0527J-03-260 03/19/03 RESOLUTION NO. 03— 527 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR-FIFTHS (4/5 THS) AFFIRMATIVE VOTE, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDINGS OF AN EMERGENCY(S), WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES AS DESCRIBED ON THE EXHIBITS) ATTACHED AND INCORPORATED; ALLOCATING FUNDS FROM THE BUDGETS OF VARIOUS USER DEPARTMENT ACCOUNTS. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. By a four-fifths (4/5th,) affirmative vote, the City Manager's findings of an emergency(s), waiving the requirements for competitive sealed bidding procedures as described on the exhibit(s) attached are ratified, approved and confirmed, with funds allocated from the budgets of various user department accounts. ATS �X, 7 All I, CITY COMMISSION MEETIN4G OF MAY 2 2 ?003 Resolution No. 03- 527 Section 2. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.!' PASSED AND ADOPTED this 22nd day of May , 2003. MANUEL A. DIAZ, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of this legislation by signing in the de-ignatcd place pr vided, sz-iia legislation now becomes effective witht :� •+lapse of ten (10) days from tl",e ^..te {�f c M;iGCIon actio; regarding same, without the Mayor exercising a vete. ATTEST • fP cilli A. Thompson, Cita ti erk PRISCILLA A. THOMPSON CITY CLERK W7069:tr:MJC CORRECTNESS: �i If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 2 of 2 03- 527 CITY OF MIAMI, FLORIDA MAR 2 9 20M ."-1:13 OFFI11111119 INTER -OFFICE MEMORANDUM S,., 99-00-229 —�— K.W Donald H. Warshaw DATE: March 28, 200a To : City Manager SUBJECT: EMERGENCY FINDING Waiver of Formal Bids for Stormwater Pump Station Maintenance FROM PJohn. Ja on, Acting Director REFERENCES: Works Department ENCLOSURES: MDWSO Letter Based on my investigation, and an: evaluation by the Miami -Dade Water and Sewer Department, of the condition of the City's four stomwwater pumping stations, I have found that an EMERGENCY exists concerning maintenance of the pump stations which justifies the selection of a maintenance contractor by informal bids. The City has four stormwater pumping stations (1 each) located at 1301 NW 6 Street, 1701 NW 7 Street, 1630 NW 4 Avenue and 342 SW 7 Avenue. Since 1975, the Miami -Dade Water and Sewer Department has been operating and maintaining the City's stormwater pump stations under an informal agreement. Certain operating and safety deficiencies have caused the Director of the Miami -Dade Water and Sewer Department to issue a letter of notice to the City on February 8, 2000, that his department has discontinued operational and maintenance service of the pump stations. The Public Works Department has retained a consultant to immediately prepare plans and specifications for the upgrading of the pump stations, with the safety improvements given priority status. However,. due to the approaching rainy season, it is essential that a maintenance contractor be retained to operate and maintain the pump stations during the renovation period in order to avoid any interruption in service. The estimated cost of the operational and maintenance service is $8,000 per month for all four pump stations until the improvements are complete, at which time a permanent operation and maintenance program will be implemented. Such conditions indicate the need for extraordinary measures to protect the health, safety and welfare of the community and the residences in the floor prone areas of the City. In order to initiate the interim operation and maintenance service as soon as J -03-260 W7069 Emeryency-PumpStas-Maimenance 03- 527 Donald H. Warshaw City Manager Emergency Finding/Waiver of Formal Bids/Stormwater Pump Station Maintenance Page No. 2 possible, formal competitive sealed bid procedures shall be waived for the procurement of contracting services required for said emergency pursuant to sections 18-83 and 18- 84 of the City Code. Informal bids shall be obtained and a contract shall be awarded by the City Manager to the lowest responsive and qualified bidder. This action shall be ratified at the next available City Commission meeting. Funds for the aforesaid pump station maintenance and operations service costs are available from the Stormwater Utility Trust Funds. The amount required for the balance of FY'00 is $48,000. It is requested that the Budget Department be directed to provide the required funds from the Stormwater Utility Trust Funds for this emergency expenditure. Vol\ JHJ/ LJH/mm team anager Date ` c: Raul Martinez, Assistant City Manager Leonard J. Helmers, Chief Civil Engineer, Public Works Department Yvette Smith, Senior Accountant, Public Works Department 000 Sot, )k 6 Emergency-PumpStas-Maintenance 03- 527 �. RECEIvEC MAK L 1 20 Donald H. Warshaw TO City Manager CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM j 99-no-on6 ,. 1,14 - FROM John H. Ja n, Acting Director Public Works Department March 21, 2000 " CATS C' Vrrridc Water Sports Center mac' Floating Dock Project. B -3270-A Approval for increase in Contract REFERENCE_ ENCLOSURES The Vrrick Water Sports Center Floating Dodos were approved as an 'Emergency' project on May 26. 1999 after a finding that a waiver of the formal competitive bid process would be necessary in order to have the floating docks if► place for the 1999 World Blind Sailing Championships which began October 16, 1999. The informal bids received July 1, 1999, were over the architect's estimate and negotiations began with the low bidder to 'value engineer' the project to within the architect's estimate. The bid price of $426,000 was reduced to 5380,000. The cash allowance was cut in half from $15,000 to $7500.00 and was included in the bid amount accepted by the City on August 18, 1999. After approval by the City Manager, the contract package was submitted to the Financial Oversight Board (FOB) on August 30. FOB's approval was received September 1. 1999. The project schedule was very tight even though the City approved the manufacture of the floating dock components before the construction contract was finalized. Fortunately, the floating docks were substantially completed on time (with a temporary C.O.) and the World Blind Sailing Championships were a great success. Although the floating docks were substantially completed on time, there is some additional unforeseen worts required to fully complete this project. The Miami Dade County DERM-Coastal Construction Permit issued August 27, 1999, . after the bid amount was finalized, required 68 tons of nprap boulders to be added to the project as an environmental impact item. There was also unforeseen electrical work required by the electrical inspector needed for the T.C.O. As a result, there is a need to increase the ccnstruk ion contract by a total of $15,207.95. This increase would bring the total cod of the floating dock portion of the overall project to $395.207.95 which is a little less than the architect's original estimate for this work. J -03-259 W7068 ves;dc-F 3- 527 INTza.ncc+�c v�cun� ln��u FILE MAY 2 6' 1999 EMERGENCY FINDING VirriCk Water Sports Center Floating Dock for World Blind Sailing Championships ar,ou /2mldWarshaw ae=e�e+.css City Manager Based on information furnished to me by the Director of the Public Works Department and the Director of the Parks and Recreation Department, I have found that a Valid EMERGENCY P 111 on the virric k Water Sports Center project due to the selection of the City of Miami as the host City for the 1999 World Blind Sailing Championships for which new floating docks need to be designed, permitted. and construction by October 16,1999. In mid-February, 1999, the Chairman of the Shake 4M organization informed City officials that the City of Miamrs Virriek Water Sports Center iformenly G = had been selected as the site for the World Blind-Saifing Championships starting October 16, 1999. The plans for renovating the Virrick Gym site into a Water Sports Center were approved by the City Commission in July, 1998. The plans include new and larger floating docks to accommodate greater access of the disabled and able bodied public, particularly young people, to the waters of Biscayne Bay for sailing and other water sports activities. The City is supporMg the World Blind Sailing Championshlp event and both the Parks and Public Works Departments have been directed to work closely together and expedite the construction of the new floating docks for this event The Public works Department met with the architect, Duany, Plate- Zyberk i Company (DPa, and its.consuftants, Environment Development Consultants MO, and prepared a schedule for the design, environmental permitting, preparation of bid plans, manufacture of floating docks, shipping, and final construction. Based on this schedule isee Memorandum of May 3, 1999 attached), there is not enough time for the City to follow formal bidding and award Procedures and meet the Clt" commitment to have the new floating docks constructed In time for the World Blind Sailing Championships. To meet the Championships' schedule, both Parks and Public Works Departments are recommending the waiver of formal competitive bidding methods under Section iM of the Miami City Code since a valid emergency essential to the obligations of the City exists. The Department of Public Works proposes to implement informal bidding procedures by submitting the bidding documents to at least three a) firms that are specialized and experienced in the manufacture and installation of floating docks. Upon receipt of bid proposals, the firm with the lowest responsible and responsive bid will be awarded the project This finding of an EMERGENCY and award of contract will be submitted to the City Commission at the earliest possible date for ratification and approval. DHW JJ1Vmm c: au Martinez, Assistant City Manager Judy S. Carter, Director, Purchasing Department James J. Kay, Director, Public Works Department Alberto Ruder, Director, Parks i Recreation Department EMERG 4oaWoQc•Vimck-MEMo.poc 03— 527 G Donald H. Warshaw, City Manager Virrick Water Sports Center — Floating Dock Project — Increase in Contract Page No. 2 There is funding available in the Safe Neighbofiood Parks Bond funds for this work under CIP No. 333124. Since this is an 'Emergency' project. which was approved by Me FBO at the original contract amount of $380,000, we are requesting your approval for the $15,207.95 increase in contract, which will also require FOB approval. With this irx:rease the construction can be finished, and we will be submitting the final contract to the City Commission for ratification. If this request meets with your approval please indicate tMoigning below: Donald H. W n; ,City Manager Date: i, oa c: ~Raul Martinez, Assistant City Manager Albert Ruder, Director, Parks & Recreation Department Allan 1. Poms, Chief Architect, Public Works Department N N C; 1 1� < r moi- o v �