HomeMy WebLinkAboutR-03-0568J-03-301
03/19/03
RESOLUTION NO. 03— 568
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 CaMG SIGN
NEETIN,c OF
MAY 2 2 2003
Resolution No.
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03- 568
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 siggm�ng in tiic, d signatod pace J`,'' e ;�, said legi`slatitan now
becomes effective with the e.la.)se of ten (a 0) days from the ftp to of commission action
regarding same, without the Mayor exercising a vote.
ATTEST:
PRISCILLA A. THOMPSON
CITY CLERK
D CORRECTNESS:
ORO VILARELLO
TTORNEY
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PriFella 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- 568
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
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TO: Carlos A. Gimenez DATE: November 26, 2002 FILE:
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City Manager/Chief Executive Officer
SUBJECT: Emergency Purchase Order for
Basic Architectural/Engineering
/�' ,`• y and Cost Estimating Services for the
FROM: Chief William W. Bryson, Director REFERENCES: Emergency Operations Center (EOC)
Department of Fire -Rescue City -Wide Project
ENCLOSURES:
The Department of Fire -Rescue respectfully requests your approval for an emergency purchase order in
the amount not to exceed $147,500, be issued to Sequeira & Gavarrete, P.A., a Non-Minority/Non-Local
vendor, located at 811 Ponce De Leon Blvd., Coral Gables, Florida, 33134, for the provision of basic
architecturaVengineering and cost estimating services for the Emergency Operations Center (EOC) City -
Wide project
The Department of Fire -Rescue has a critical need to continue the services of professional architectural
services from Sequeira & Gavarrete, P.A. In conjunction with the City of Miami Emergency Operations
Center (City -Wide) project, the Fire -Rescue Training Center has been established as the most appropriate
location for an Emergency Operations Center (EOC) in case of a hurricane or other natural disaster. The
EOC is necessary to ensure that the safety and welfare of the citizens of the City of Miami is maintained
in the event of a disaster. On June 13, 1996, the City Commission passed Resolution No. 96-438,
Amending Resolution No. 95-761, adopted October 26, 1995, for the professional services agreement
between the City of Miami and various professional architectural and landscape architectural firms in
conjunction with the City of Miami Projects, thereby changing the terms for each agreement from one
year to two years.
Pursuant to Resolution No. 96-438, a blanket purchase order number 902405 was issued by the
Department of Purchasing in January 1999, to Sequeira & Gavarrete, P.A., in the amount of $69,000 for
the provision of architectural services for the Emergency Operations Center (EOC) City -Wide project.
Subsequently, on March 5, 2001, the Purchasing Department issued another purchase order number
212522, in the amount of $55,000 for additional architectural services required for aforementioned
project. This increase was necessary to allow the Alarm Office to move to the Fire -Rescue Training
Center as well as the Emergency Operations Center in case of an emergency situation.
Since the approval of said project, the existing agreement has expired. However, additional project
elements and modifications are needed to complete the second part of the original scope of work for the
City -Wide Emergency Operations Center prior to next hurricane season beginning on June 1, 2003. This
project also includes, re -roofing of the existing main roof area and installation of hurricane proof
shutters to new glaze opening. Therefore, to change the firm at this time will delay the completion of
work and increase the cost of said project.
To avoid additional cost and further delay in said project, it is imperative that we continue the
engagement of architectural services from Sequeira & Gavarrete, P.A., for the provision of basic
architectural/engineering and cost estimating services for the Emergency Operations Center (City -Wide)
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03- 568
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Carlos A. Gimenez
Page 2 of 2
November 26, 2002
project on an emergency basis. This will also allow the supervision of this project through the
construction phase as well, which was not included in the first architectural drawings.
Funding is available from the Capital Improvement Project No. 313302, Account Code No.
289301.6.270. (Funded by the Fire Assessment). If you have any questions or concerns, please do not
hesitate to contact me.
Approval/Disapproval:
Pilar to mi ' or/Designee Date
Approval/Disapproval: ► �" l 4 �'`' ^'�
J Palacino,.CIP Director/Designee
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ApprovaU �isapji6vkl: !C
Marcefo P&Aia. Acting B4getDirec*/besignee
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Attachments
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03- 568
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TO: Carlos A. Gimenez
City Manager
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CITY OF MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM
Mom: Chief William W. Bryson, Director
Department of Fire -Rescue
DATE: November 8, 2002
SUBJECT: Emergency Purchase Order
for Stepmills & TreadmiIls;
Fire -Rescue Department
REFERE"CE3 : Bid No. 01-02-273
ENCLOSURES:
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FILE : FW114M
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The Department of Fire -Rescue respectfidly requests an emergency purchase order to accept the
bid of Gym Source Miami, Inc., a Nort-Minority/Non-Local vendor, located at 8452 N.W. e
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 5101,549.86.
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 of the Department of
Fire -Rescue in achieving maximum performance while performing their job duties at the scene of
emergencies and to; 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 FY -2001, Account Code No.
110014280107.6.840. , �,,': I; I.{ �� (s+.�-•► -, +rte
Budget Approval:,l��
Marcelo Penha, Acting Budget Director/Designee N ate
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Annrnval:
J -03-300
City Manager D
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03- 568
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. 1.
• Item #21 - Purchase of 15 Stairmaster Stepmills and 14 Stairmaster
Treadmills - This equipment was purchased with monies acquired
through a FEMA Grant entitled "FEMA/Assistancia 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 -
MON 03- 568
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 purchase
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
x.004 03- 568
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.
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