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Home My WebLink AboutR-03-0562J-03-295 03/19/03 RESOLUTION NO. 03— 562 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. W% W ki r i1 a� CITY CQMMISSION MEETIIsiG OF Resolution No. 03" 562 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 Ail iami Code Sec. 2-36, since the Mayor did noil a n-nrc-,!al of this i gisiation by s+ ir. +ry in t: i desiunated place prcr.;. a �kj becomes effective ` ;lt`'4 !be i la-:,, e of f•^n (10) days from fi" , dere Of G()i3',Mlsslon action regarding same, without the Mayor exercising a vote. ATTEST: PRISCILLA A. THOMPSON CITY CLERK o NDRO VILARELLO ATTORNEY W7104:tr:MJC D CORRECTNESS: cilia A. Thompson, City Cerk �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- 562 Donald 11. Warsham, City Manager 'hie t .Gime z, Director Department of Fire -Rescue �.' 99-00-005 L Ati-wit 16. I 99 1-414144 ak Emergency Contract Lxtensiun Jackson Memorial Hospital The Department of Fire -Rescue respectfully requests an emergency extension of the one year contract with Jackson Memorial Hospital (JMH), which authorized JMH to provide the services of a Medical Director to coordinate emergency medical services provided by the Emergency Response Division of the Fire -Rescue Department in the annual amount of $96,000. This contract was authorized pursuant to Resolution No. 98-387, adopted April 14, 1998. Additionally, Florida State Statute 401.265 mandates that any emergency medical service system which employs or utilizes paramedics to perform advanced life support procedures shall employ or contract with a medical director to coordinate the above services. Upon termination of the above contract, a Request for Proposals was prepared and issued, as instructed by the City Commission, seeking qualified proposers to provide the required emergency medical services. Until such time as the RFP process was completed, it was necessary to extend the above contract for a four-month period. At this time, a new contract with JMH, the sole respondent to the RFP, is being finalized and it is necessary to request an emergency extension of the existing contract until September 30, 1999, in a total amount not to exceed $70,000. Funds for this service are available from Account No. 001000.280601.6.270. CA6/MCiUWWB/csk Budget Approval: Luie cting Director CApprol ' pproval: Q I A 17 /Tjp onald H. Warshaw, ity Manager d -03-295 W7104 FM -044 t t rr 9 9 Date City of Miami Date u=^a-gement & Budget Date j Amount of S IDg336,2119 available in account number: oo/000_ ZBo�i, �, 270 Verifiea -;a; URE 03-- 562 r.= Carlos A. Gimenez City Manager PMV Carlos McDonald, Directo Office of Communicatio ` OF 16,,^, ►:. mo"'Uq —••- "`-"�-vtt INTER -OFFICE MEMORANDUM DAr_ : RLE : October 7, 2002 sue'ECT REVISION TO EMERGENCY FINDING to provide Office of Communications Production REFERENCES: Facilities ENCUrAME& This memorandum serves to request your approval to have a purchase order issued in the amount of 583,030 to R. J. Heisenbottle Architects, P.A. to provide designs and construction documents for renovating the existing fonner Passport Acceptance Facility in the Coconut Grove Expo Center into a TV Studio/Media Area for Office of Communications Production Facilities. The amount of $83,030 includes a fixed 576,430 basic service fee; $3600 for additional services and $3000 to cover reimbursable expenses. The EMERGENCY FINDING approved August 22, 2002 authorized the existing Professional Services Agreement with R. J. Heisenbottle Architects, P. A. to. be increased to provide the above services. At the time, a professional service fee had not been agreed upon and was not specifically identified in the memorandum. Your approval is needed for the finance Department to issue the purchase order. Funding for these professional services fees is available under CIP No. 311049. If approved, this revision and the original EMERGENCY FINDING will be placed on the next available City Commission agenda for ratification and approval as soon as possible after the work is completed. J f VEDDate C.1 Acting Director 0 2 Department of Management & Budget 0 O tf • r y APPROVED Date ` Citf Manager FKRIJHJ AIP/mm c: John H. Jackson, Director, Public Works Department Janet Palacino, Director, C.LP. Department Jorge Avino, Deputy Director, C.I.P. Department Marcelo A. Penba, Acting Director, Management & Budget Department Allan I. Poms, Chief Architect, C.I.P. Department J -03-294 t,O 747 W7103 atww facility->.megeacy Revbim --- - 0 3'- 5 6 2 Carlos A. Gimenez City Manager Carlos McDonald, Directo ir Office of Communications 02"'7 2 r r August 20, 200 ~ " 4: "EMERGENCY FINDING" to Provide Offices and Production Facilities for the Office of Communications Operations Staff This memo serves to request your authorization for an "Emergency Finding' for renovating the former Passport Acceptance Facility at the Coconut Grove Expo Center into offices and facilities for the Office of Communications Operations staff. This request includes the following: 1. To increase the existing City Hall professional services, contract for design and construction documents to provide offices and TV production facilities. 2. Waiver of formal bidding procedures and award of contract for the renovation of the existing unused City facilities and procurement of sound, lighting and TV equipment. 3. Waiver of Building Permit fees. The Office of Communications (formerly known as Media Relations) is in the process of upgrading the quality of its cable TV productions, public presentations and its communications capabilities. Now under construction are the City Hall Commission Chamber lighting, sound, TV equipment and interior improvements, including historic restoration of the Chamber itself and compliance with the Americans With Disabilities (ADA) Act. The Office of Communications staff currently has offices and operations in three (3) different locations. Another important improvement that needs to be done is to consolidate the Office of Communications' Operations at one location to improve efficiency, maximize productivity and to provide for much needed production facilities. Nearby City Hall is the former Passport Acceptance Facility in the Coconut Grove Expo Center, which is now vacant. This. location is separated from the convention facilities and has most of the existing amenities to be renovated into offices and production facilities for the Office of Communications. These improvements are needed immediately as a necessary and timely extension of the City Hall improvements project. 03- 562 C:%M%DirccioryNAP•EMERGENCY-COM%t NICATIO%'S OFC.doc Carlos A. Gimenez "EMERGENCY FINDING" Office of Communications Renovations Project August 20, 2002 Page two It is recommended that the existing Professional Services Agreement with R.J. Heisenbottle Architects, P.A. be increased to provide designs and construction documents to renovate the existing Passport Acceptance Facility into Office of Communications offices and production facilities. We further recommend the waiver of formal bidding procedures and the immediate award of a construction contract to the lowest responsive and responsible bidder for the above referenced improvements. Also recommended is the procurement of TV equipment, lighting, sound equipment and furnishings, using informal procedures. The waiver of all City Building Permit fees is also requested. Funding for this project, up to $340,000, is available under CIP No. 311049. if approved, this "Emergency Finding" will be placed as soon as possible after this work is completed on the next available Commission agenda for ratification and approval. PROVED: DATE: C' F APF Mliz� Marcelo A. Penha, Acting Director j Department of Management & Budget :.atureDate APPROVED: DATE:,` V�- _ z City Manager FKRICM/JRA/AIPIrjf c: John H. Jackson, Director, Public Works Department Jorge R. Avino, Assistant Director, Public Works Department Judy Carter, Director, Purchasing Department Marcelo A. Penha, Acting Director, Management & Budget Department Allan I. Poms, Chief Architect, Public Works Department C.\MvDirectoryWP-EMERGENCY-COMMUNICATIONS OFC.doc 03- 562 INTER -OFFICE MEMORANDUM TO: Carlos A. Gimenez City Manager Carlos McDonald, Director FROW : Office of Communications DATE: January 21, 2003 FILE: B-3)285 SUBJECT: Amending the Supplement to Emergency Finding for City Hall REFERENCES: Project ENCLOSURES: dated 11/13/02 This memo serves to amend the approved November 13m, 2002 Supplement to Emergency Finding or City Hall Commission Chambers project which increased the existing construction contract with McCartney Construction Company and also authorized the direct purchase of some furnishing for Staff room in order to save sales tax monies. Based on the proposal from Designers Service Bureau, Inc, a vendor on State of Florida Contract, the manufacturer of the furniture for Staff room, it is necessary to authorize this direct purchase up to $33,000.00 The price can change slightly if the Purchasing Department can fmd lower prices. Funds are available in CIP Nos.: 311050 and 311037. If approved, this "EMERGENCY FINDING" will be placed on the next available City Commission Agenda for ratification and approval after the construction is completed. Approved Marcelo Penha, Acting Director pagement & Budget Approved CCity Manager pp F P/AZP/GB c: Janet E. Palacino, Department of Capital Improvements Michael Rath, Acting Director, Purchasing Department Marcelo A. Penha, Acting Director, Management & Budget Department Allan Poms, Department of Capital improvements Genady Beylin, Department of Capital Improvements Date[ L iJ Data ,p3 03- 562 IL W low CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Carlos A. Gimenez City Manager Carlos McDonald, Director DATE: November 13, 2002 FILE SUBJECT: Supplement to Emergency Finding for City Commission Fewhambers- Lighting, Sound aENc aid Interior Improvements This memo serves to request your authorization for a supplemental revision to the "Emergency Finding" for new Lighting, Sound and Interior improvements to the City Commission Chambers at City Hall dated July 3, 2002. This revision of the original "Emergency Finding" is to request your approval to increase the. existing construction contact with the McCartney Construction Company. from $600,000 maximum to the increased amount of $955,769 maximum. This increase in the construction cost is due to a significant increase in the scope of work for the City Hall Improvements Project We are also requesting approval for the City to direct purchase some fumishings in the amount of $161,231 to save sales tax monies. The increase in the scope of work includes the following improvements: • To provide afire alarm system and fire sprinklers to bring the City Hall building in compliance with the Fire Code regnircments. • To Provide new dais for the City Commission, Mayor and staff seating area in order to improve public viewing of proceedings, to improve the facilities for presentations, and to provide Americans With Disabilities Act (ADA) accessil»lity thmughout the Chamber and Dais. • To expand the Historic Restoration improvements to include newly discovered original interior windows into the project and to provide replications original murals as part of the work. • To provide renovations of the public entrance lobby, corridors and the foyers in order to improve security, and ADA accessibility. the entrance Lobby finishes will be upgraded to have a historic quality of the original Pan Am Terminal Building. 03- 562 Carlos A. Gimenez Page 2 November 13,2002 • To improve the Chamber public seating arca with new carpet, new theater chairs, and interior wall improvements. Also, to increase the public seating, to provide press accommodations, and to improve the Comnnission Chamber acoustics. Increase cost for the above improvements Based on current available finding. S355,769. Current Approved Construction Contract Amount S600,000. Additional finding will be required to complete the project As of this date, approximately S300,000 additional will be needed The above improvements were originally planned to be done in separate phases. The City Manager made the decision to do the project in one phase because the overall cost, construction time and public inconvenience would be less. The projected completion date is January 15, 2003. However, the Commission Chambers are to be sufficiently ready by December 12, 2002 for Pan Am Anniversary Event. We are specifically requesting the Emergency Purchase by the City of the theater chairs -and the dais cabinet work, which are high cost items, in order to save 510,516. in sales taxes. The following are the bid items, , and prices obtained by the General Contractor. Item Mfr. Theater Chairs Irwin Seating Co. Dais Cabinetwork Federal Millwork, Inc. Price Sala Tax S 28,686. S 1,865. 132545. 8.651. $161,221. S10,516. The above items may change slightly in price if the Purchasing Department can find lower prices for these items. 03- -562 Carlos A. Gimenez Revision to EMERGENCY FINDING for City Commission Chambers — Lighting, Sound and Interior Improvements September 24, 2002 Page two It is recommended that the existing Professional Services Agreement with R.J. Heisenbottle Architects, P.A. be increased in the amount of 5124,010 to provide the additional services for the increased scope of work indicated above. It is also recommended that a $20,000 cash allowance be added for City aooroved additional services for unforeseen conditions. The total amount of the increase is S 144,010, which would bring the total architectural fees for this project up to a maximum of S 212,330. Funding for the A/E professional services for the City Hall improvements are from CIP 311050. C.I. VED: DATE: u &k7, �! ce cbng Director .atu `1e epa ent of Management & Budget APPROVED: DATE: vr' "m ity Manager FKR/CM/JRA/AlP1rjf C: Frank K Rollason, Assistant City Manager John Jackson, Public Works Department Carlos McDonald, Office of Communications Jorge Avino, Public Works Department Albert Dominguez, Public Works Department Jose Sardina, GSA CITY OF h:i:+ :". F►'vn.: S4 INTER -OFFICE MEMORANDMA CITY MQNIGERS OFF1Cr Carlos Gimenez-= August 21, 2002 F��e City Manager _ - Supplement to "Emergency Finding" for City Commission 71L.� Chambers Renovation Project - Carlos McDonald, Director - . - Office of Communicatio This memo serves to request your authorization for a supplement to the "Emergency Finding" for the new lighting, sound and television equipment and related improvements to the City Commission Chambers at City Hall dated July 3, 2002. At the July 9, 2002 Commission Meeting, the City Commission approved Ordinance No. 12252 which provides additional funding for the Purchasing of television equipment under CIP project numbers 311050, 311051, 311049. The combined total for all three CGS projects, as authorized unanimously by the Commission, is $1,073,000. The original July 3' "Emergency Finding" would appear to cap funding for equipment issues at 5240,000 since that was the available balance at the time in 31105 1. This supplement is to request your authorization for the procurement of television equipment utilizing funds from all three above referenced CIP accounts, up to a maximum of $633,000, by revising the amount per Ordinance No. 12252. Approved �- Date 0, 12 pV Marcelo Penha, Acting Director Department of Management & Budget Approved Date s enez City Manager CMD/sc c: Judy Carter, Director of Purchasing Marcelo Penha, Acting Director of Management & Budget Pilar Saenz, CEP Administrator 03- 562 Carlos A. Gimenez Page 3 November 13, 2002 Funds in the amount of $408,990 are available under CIP No.: 311050 and another $108,000. are available under CIP No.: 311037. If approved, this "EMERGENCY FDWING" will be placed on next available City Commission Agenda for ratificatiion and approval -fie , e co—action is completed. ,� f& Marcelo Peaha, Acting Director ■v :-- .�4 - let Date FKR/ /JRA/AIP c: Janet E. Palacino, Director, Capital Improvements Progxa:ns Jorge R Avino, Deputy Director, Capital Improvements Program Michael Rath, Acting Director. Purchasing Marcelo A. Penna, Acting Director, Management & Budget Depwm ent Allan 1. Pours, Chief Architect, CapitalImprovements Program S T4M CITY OF MIAML FLORIDA INTER -OFFICE MEMORANDUM TO Carlos A. Gimenez City Manager FROM: Carlos McDonald, Director Office of Communications / DATE September 24, 2002 FILE SUBJECT' Revision to EMERGENCY FINDING for City Commission Chambers - Lighting, Sound REFERENCES and Interior Improvements ENCLOSURES. This memorandum serves to request your authorization for an increase in the fees for the architect, R. J. Heisenbottle Architects, PA., in connection with the original EMERGENCY FINDING (dated July 3, 2002) for new fighting, sound and interior improvements for the City Commission Chambers. An increase in architect and engineering (A/E) fees for professional services is necessary because the scope of work has substantially increased since the project originally began. The increase in the scope of work includes the following proposed -improvements: ■ Add fire alarm system and fire sprinklers to bring the City Hall building Life Safety protection up to code. ■ A new dais for the City Commission, Mayor and staff seating area to improve public viewing of proceedings, to upgrade functionality for presentations, and to provide Americans With Disabilities Act (ADA) accessibility. • Historic restoration improvements to include newly discovered original interior windows into the work and to replicate original murals as part of the project • Renovations of the public entrance lobby and the foyers to improve security and aesthetics, to. renovate the corridors adjacent to the Chambers and provide for ADA accessibility. • New public seating, carpet and "interior rear wall improvements to increase public seating and to provide press accommodations, and to improve the acoustics. Many of these improvements were planned for ' later phases but the City Manager directed that this work be done now rather than "piece meal" the project. As a result, the architects have to provide increased services for the designs and construction plans for the work to continue. The architect's fees for the additional A/E services are as follows: • Add fire alarm, fire sprinklers & modify dimmedelec. room ■ Designs and construction plans for a new Dais, Chamber seating, Carpeting, new walls & acoustic treatment, entry lobby, foyers and corridors • Construction plans to replicate, fabricate and install murals Sr— 2E , : 4:? Total C:%MyDircctory\AP-GSA-COMM CHAMBERS LIGHTING. ETC.doc $ 23,370 69,550 11 $124,010 03— 562 41 gITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUMC1T, M6h4GERS OFFICE 02,N„ _ 5 Ayr11 : -, TO: Carlos A. Gimenez DATE. July 3, 2002 FeE City Manager sMECT : "EMERGENCY FINDING" for / City Commission Chambers - �I Ugbtting, Sound & Interior Inapcovem Its � : John H. J as REFERENCES. Director Public Works Department ENCLOSURES: This memo serves to request your authorization for an "Emergency Finding" for new fighting, sound, television (TV) equipment and related interior improvements to the City Commission Chambers at City Hall. This requests includes the fonowinr (1) Architectural and Engineering (A/E services for the Design and Construction Documents. (2) Architectural and Engineering (A/E) services for Historic Restoration. (3) Purchase of "Long Lead Time" of new Lighting and Sound Equipment and new T.V. Equipment required for the Project. The Media Relations Office has a priority project to improve the fighting, sound system and TV equipment in the City Hall Commission Chambers. The project also includes the restoration of the historic murals on the ceilings and walls. An outside architect, R.J. Heisenbottle Architects, with lighting, sound and historic preservation experience, was engaged to do the design, prepare construction plans and coordinate the design work with specialty subconsualtants. The Project will be done in phases and the first phase is scheduled to be done during the City Commission recess this year from the end of July to mid September 2002. The construction work is subject to Commission approval of the funding. The initial phase is on a very tight schedule mad the Architect must expedite the design and consttuction plans, including separate bid packages for special lighting and sound equipment to meet this schedule. The special light fixtures, sound systems, and certain TV equipment are ions lead items that will have to be bid -out earlier as separate bid packages in order to have this equipment on hand for installation when construction n underway at City Hall. A general contractor must be selected before the end of July and the work in the bid packages will be assigned to him as part of the construction contract. As a later phase of work, the project will also include a new Commission dais, interior improvemean to the Commission Chamber and improvements to related spaces in City Hall Because of the very tight schedule and for the convenience of the public attending Commission meetings, we mend approval of the "Emergency Finding" to authorize Atchitectuual/Engiaeeriag Professional Services and the procurement of nese special lighting and sound system equipment and T.V. equipment required for the project 03- 562 Carlos A. Gins Ck! Page 2 July 3, 2002 There is finding available under CIP No. 3 11051 for the procurement of equipment up to a maximum of $240,000. The City has already interim funding for Services for Phase I in the amount of 3 S,= from the Non-Deparomental Account which will be reimbursed at a later date when the Commission foonak funds the total project inchrdiag At the June 27, 2002 City Commission meeting, a motion was passed directing the City Manager to proceed with the foregoing work and committing to provide the additional finding for the oenstrncxioa wodc This "EmergwOt be placed on the next available Commission agenda for ratification and approval by the City Con APPRO Date Iga L/JWAIP/gc c Carlos hfcDonald, Media Reladaus Office Jorge R. Avino, Assistant Director Jay Cayes, Director of Purchasing Alun Poms, Chief Architect Marcelo A. Penha, Acting Director Department of Management and Budget 12100 .6..770 Date4 4 03- 562 INTER -OFFICE MEMORANDUM I 0 Carlos A. Gimenez DATE: December 18, 2002 a City Manager SUBJECT: Amending the Supplement to Emergency Finding for City Hall FROM ; : , . - REFERENCES: Commission Chambers - Lighting. Janet E. Palacino ;4«;;,t.: Sound and Interior Improvements project Director �ENCLOSURES: dated November 13, 2002 Department of Capital Improvements This memo serves to amend the approved November 13*, 2002 Supplement to Emergency Funding for City Hall Commission Chambers project which increased the existing construction contract with McCartney Construction and also authorized the direct purchase of some fivaishing in order to save sales tax monies. Based on revised figures from the manufacttuer of the dais and plastic laminated decorative benches in the entrance lobby, it is necessary to increase the authorization for the direct purchase from $132,545 to $142,490.00. The price can change slightly if the Purchasing Department can find lower prices. Funds are available in CIP Nos.: 311050 and 311037. if approved, this "EMERGENCY FINDING" %ill be placed on the next available City Commission Agenda for ratification and appro- al after the construction is coinpleted. Approved 2.jCA�r�, Dept Date !i nL-t k_x Data _ City Manager V j)Er.` ` 1P/JRA/AIP/GB c: Carlos McDonald, Director, office of Communicatio'e'/' Jorge R. Avifio, Deputy Director, Department of capi provements Michael Rath. Acting Director, Purchasing Department Allan Poms, Department of Capital Improvements 0- 562 • ; i ; moi- i 1: y��.� r�;,,i ti��%.ti ;ITER -OFFICE MEMORVItDW.1 r :T. -_ Carlos A. Gimenez July 24, 2002 City Manager _ _,._ _ JC. Supplement To The "Emergency Finding" for City Commission CChambers- John H. Jac n, P.E. `' =�`�''E' Lighting, Sound & Interior Director Improvements Public Works Department This memo serves to request your authorization for a supplement to the "Emergency Finding" for new fighting, sound and television equipment and related improvements to the City Commission Chambers at City Hall dated July 3, 2002- At that time, there was no Capital Improvement Project (CIP) funding in place for the construction of the project. At the July 9, 2002 Commission Meeting, the City Commission approved Ordinance No. 12252 which provides the funding for the construction of the above referenced project under CIP No. 311050. On July 18, 2002, the Public Works Department received construction bids for the project. The lowest responsive and responsible bid was from McCartney Construction Company in the amount of $543,885. This Company is experienced in Historic Preservation construction. There is funding available under CIP No. 311050 for construction up to a maximum of $600,000. This supplement to the July 3nd "Emergency Funding" is to request your authorization to award a construction contract and/or purchase order to McCartney Construction Company up to a maximum of 5600,000. for the above referenced project The July 39a "Emergency Finding" and this supplement will be placed on the next Commission agenda for ratification and approval by the City Commission Approved Date Z494,7 Marcelo A. Penha, Acting Director Dept. of Manage t and Budget Approv Date os A. Gimenez a:� City Manager Z IHJ/JRA/AIP/mp C: Carlos McDonald, Media Relations Office Jorge R. Avin6, P.E. P.L.S., Assistant Director Judy Carter, Director of Purchasing ./ Allan Poms, Chief Architect Marcelo A. Penha, Acting Director, Department of Management and Budget G:VRAM=NWord1Suppkment City Commission Chambers amm.doc ®3-- 562