HomeMy WebLinkAboutR-03-0567J-03-300
03/19/03
RESOLUTION NO. 03— 567
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.
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CITY ColqMISSIOIF
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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 riot ind.i, ate approval of
this lcg�slation by signing in the desi: n3fed place prow ,",ed, d, i e isl aflon now
becorges effective with the C c Asn of i -en ( I0) days from the date of action
regarding same, without the %Mayor exercising a vote.
ATTEST:
PRISCILLA A. THOMPSON
CITY CLERK
APPROVE
AND CORRECTNESS:
scilla 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- 567
P
TO: Carlos A. Gimenez
City Manager
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
FPA"": Chief William W. Bryson, Director
Department of Fire -Rescue
n2-n3_n4Fi
C1TY
DATE: November 8, 2002 FILE: FM'1 I��oc
Ah/G
SUBJECT: Emergency Purchase Order
for Stepmills & Treadmills;
Fire -Rescue Department
REFERENCES : Bid No. 01-02-273
ENCLOSURES:
The Department of Fire -Rescue respectfully requests an emergency purchase order to accept the
bid of Gym Source Miami, Inc., a Non-Minority/Non-Local vendor, located at 8452 N.W. 6`h
Court, Miami, Florida, 33150, for the acquisition of fifteen (15) Stairmaster StepMill 7000 PT,
and fourteen (14) StairMaster Club Track 612 Treadmills to be used as part of the department's
comprehensive wellness and fitness initiative, in a total amount not to exceed $101,549.86.
The Fire -Rescue Department received a grant from the Federal Emergency Management Agency
("FEMA') for the implementation of a Wellness and Fitness Program. In compliance with the
provisions of the grant, the Department of Fire -Rescue has a critical need to purchase the above
aforementioned equipment necessary for the implementation of the department's Wellness and
Fitness Program. This equipment will also be used to assist employees 4 the Department of
Fire -Rescue in achieving maximum performance while performing their job duties at the scene of
emergencies and td. afford them a high quality of life.
The Department of Fire -Rescue has analyzed the bids received pursuant to Bid No. 01-02-273,
and the lowest and most responsive bidder meeting specifications was Gym Source Miami, Inc.
Due to the time restrictions of this Grant, and in accordance with the policies and procedures, it
is essential that we obtain this equipment without delay to avoid the prospect of losing our
funding source and said monies earmarked by the Department's Coordinator. All unspent
monies are to be returned to the Federal Government. Funding is available from the
FEMA/Assistance to Firefighters Grant Award
110014.280107.6.840. , 4 F.,'-- .` W., 1
Budget Approval.•____----
FY'2001, Account Code No.
(l y. " A. A -4 C-1 `T#20
Marcelo Penha, Acting Budget Director/Designee
AnnmvaL-
J -03-300 City Manager
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03— 567
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM 02-03-046
TO : Honorable Mayor and Members DATE: January 21, 2003 FILE
Of the City Commission
SUBJECT:
FROM: Carlos A. Gimenez, REFERENCES:
City Manager/Chief Executive Officer
ENCLOSURES:
Fire -Rescue
Emergency Purchases
As per your request at the January 9, 2003 City Commission Meeting,
below is the additional information you requested on Agenda Items 21
through 24.
• Item #21 - Purchase of 15 Stairmaster Stepmills and 14 Stairmaster
Treadmills - This equipment was purchased with monies acquired
through a FEMA Grant entitled "FEMA/Assistanc-e to Firefighters
Grant Award" approved in August 2001. The original performance
dates for this grant was extended through November 14, 2002. Part
of the grant required the procurement of aerobic exercise
equipment. This equipment was competitively bid "in accordance
with the City of Miami Procurement Ordinance. These items were
not available on existing State or County Contracts. The lowest
bidder was not acceptable and the appropriate documentation and
justification had to be prepared to select another bidder. At this
time, FEMA granted another extension to December 14`h, 2002, due
to the close time constraints. Unfortunately, the final approvals for
the selected bidder occurred four days after the deadline for
submitting procurement items for the December 12, 2002
Commission Meeting. Therefore, to meet the FEMA grant deadline
of December 14`h, 2002, this item was awarded as an emergency to
avoid losing the FEMA Grant monies.
• Item #22, Replacement of Roofs - Fire Station No. 3/Fire Garage
Complex - On April 2001, Chief Architect Alan Poms and staff
inspected the roof of Fire Station No. 3 and the Fire Garage located
at 1151 NW 7 Street. They found that the roof was in very poor
condition and recommended that they be replaced as soon as
possible. For public safety reasons, I approved a request from the
Fire Department on an emergency finding to immediately proceed
with the process to replace the roof. The Department of Fire-
FM.004
03- 567
Rescue requested that a Sarnafil roofing system be used at this
facility. The Fire Department has utilized the Sarnifil roofing
system in the past for Stations 7 and 8 and has found it extremely
durable and finds that it requires low maintenance. Most
importantly, it has a 15 -year warranty and is noted to withstand
major storms thereby allowing the department the capability to
provide service during an emergency. Attached for your review is a
letter from Sarnafil, Inc. with an attached list of authorized Sarnafil
providers. Note that there is no provider within the City of Miami
limits. The Department of Public Works informally bid the project
and received one (1) Miami -Dade County vendor response and five
(5) non -local responses. This work is not available on an existing
State or County Contract. (See Attachment A for back-up
documentation)
• Item #23, Purchase of Fire Hoses - The October South Florida
floods produced disastrous conditions and the Florida Governor
declared this incident a State of Emergency. To, alleviate the
conditions of the roads, the Fire Department utilized an enormous
amount of equipment, specifically fire hose. This caused a severe
shortage of reserve fire hose. This depletion of hoses was
unforeseen. However, Resolution 00-1142.1 authorized the City
Manager to execute a Disaster Relief funding agreement with the
State of -Florida for the purpose of accepting Federal Emergency
Management Agency (FEMA) grant funds for reimbursement of
Emergency relief expenses incurred by the City of Miami during the
aftermath of the October flood. As per FEMA Code of Federal
Regulations, small projects are to be completed within one year of
the disaster declaration date. To meet this time constraints, the
Department of Fire -Rescue requested an increase of $35,741 to
purchase additional fire hose as result of the storm. This purFhase
was made from an existing City Contract in accordance with the
City of Miami Procurement Ordinance. (See Attachment B for back-
up documentation)
• Item #24, Construction of Motorola Equipment Room - The Fire
Department, in conjunction with the Department of General Services
Administration acquired a turn -key process for installation of
FM.004 03- 567
equipment, components and accessories to upgrade the existing City
of Miami MHz trunked radio system and for the acquisition,
installation, optimization and interface of the CM6HC digital
microwave system with the 800 MHz trunked radio system. The
Fire Department is currently in the process of converting a portion
of the Fire College into the dispatch operations for the department.
This new equipment is designed to interact with dispatch
operations. This equipment was scheduled for delivery in mid July
2002 and as the EOC construction has not begun, the room at the
Fire College was not ready. The Fire Department, to meet the
existing contractual dites, determined that there was a need to
build a Motorola room for the new equipment at the Fire College in
time for it's July 2002 arrival. The Department of Fire -Rescue
prepared and submitted specifications to three (3) vendors
requesting informal bids and awarded the bid to the most responsive
bidder. This ensured that the equipment would not be damaged or
interrupted upon installation and most importantly, to avoid an
additional cost of $200,000 to have the equipment installed at Police
headquarters and later relocated to its final destination.
In conclusion, the Department of Fire -Rescue frequently deals with grant
deadlines which must be met in order to obtain equipment with federal
monies. Also, it must be considered that this department deals with first
line emergencies and must be prepared with the appropriate equipment to
save lives and property. In all of the items mentioned above, the
Department of Fire -Rescue appropriately followed the Purchasing
Ordinance policies and procedures. However, I have spoken to the
department and insisted that they exercise better planning in future to
limit emergency purchases.
If you have any questions, please do not hesitate to contact me.
CAG/WWB/MLK/mgr
FM.004 03- 567
CITY OF MIAMI, FLORIDA `.' c;� 70 01-02-227
INTER -OFFICE MEMORANOt,( GERS �-
Carlos A. Gimenez DATE: June -24;'2002 FILE: FM.069 doe
TO:
City Manager
FROM : ` r►I lam W. Bryson, Director
Department of Fire -Rescue
SUBJECT : Emergency Purchase Order for
The construction of a Motorola
Equipment Room
REFERENCES:
The Department of Fire -Rescue respectfully requests your approval for an emergency purchase order for
the construction of a Motorola equipment robin from RL Fenton Construction, a DaddHispanic vendor
located at 275 Fontainebleau Blvd, Suite 170, Miami, Florida, 33I7Z for a total amount not to exceed
537,464.00.
As you are aware, the City is in the process of converting a portion of the Fire College for Fire -Rescue
dispatch operations, and as a backup to police dispatch operations. On October 25, 2001, Resolution Nos.
01-1134 and 01-1135 was adopted and passed by the City Commission authorizing the acquisition of a
tum -key process for installation of equipment, eorts and accessories to upgrade the existing City
of Miami MHz trunked radio system and for the acquisition, installation, optimization and 'interface of
the CM6HC digital microwave system with the 800 MHz trunked radio system on behalf of the General
Services Administration, in an amount not to exceed S7,439,143. This upgrade will improve the
reliability of the system, and will provide the City with a technology that enables the revitalized system
to have a life expectancy well into the next decade, and will ensure the continued safety of the City's
firefighters, police officers and residents.
A blanket purchase order was issued by the Purchasing Department in March 2002, for acquisition of
communication equipment, installation and upgrades. Recently, the General Services Administration
advised our department that said aforementioned corrununicetion equipment is scheduled for delivery in
mid July 2002. However, the Department of Fire -Rescue does not have an existing room to
accommodate the Motorola communication equipment; whereas, required in the existing contract
between the City of Mum and Motorola, Inc. Time is critical and the Department of Fire -Rescue has an
immediately need for the construction of a Motorola equipment room to be completed by mid July 2002
to begin the upgrades and installation of said communication equipment. This room will be located on
the sixth floor of the existing Fire College Training Facility, at 3425 Jefferson Street, Coconut Grove,
Florida.
The Motorola equipment room will house the microwave equipment that is a critical component of the
City's communication system including the Department of Police and Fire -Rescue. Also, this Motorola
room will house the Central Electronic Bank (CEB) and the back-up emergency power system. The
Department of Fin -Rescue Support Services Division has pared and submitted specifications to three
(3) vendors requesting informal bids. We have received written quotes from two (2) of these vendors,
and the lowest responsible and most responsive bidder was PLL Fenton Construction.
J -03-299
W7108 63- 567
Carlos A. Gimcnez
Page 2 of 2
July 24, 2002
It is imperative that we construct this Motorola equipment room immediately to ensure this first line
equipment is not damaged or interrupted upon installation and to avoid additional cost of 5200,000 to
have the equipment relocated to its final destination.
Should you approve this purchase, funding is available in the amount of $37,464.00, from the Capital
Improvement Project Number 313302, Account Code 289301.6.860, as funded by the Fire Assessment.
Budget Approval:
Marcelo Penha, Acting Budget DirectodDesignee
n
CAGNVWB/MLRITFram
Attachments
.444- t.
Date
FM -069 03- 567