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HomeMy WebLinkAboutR-02-0046J-02-009 1/2/02 RESOLUTION NO. 21— /+ ' A RESOLUTION OF THE MIAMI CITY COMMISSION, BY A FOUR-FIFTHS ( 4 /5Txs ) AFFIRMATIVE VOTE, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF AN EMERGENCY, WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES, AND ACCEPTING THE JULY 24, 2001 BID OF PROFESSIONAL GENERAL CONTRACTORS, INC., AS THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FOR THE PROJECT ENTITLED "LEMON CITY RESTROOM BUILDING, SECOND BIDDING, B-6374", IN THE AMOUNT OF $188,800; ALLOCATING FUNDS FROM CAPITAL IMPROVEMENT PROJECT NOS. 331386 AND 331369, AS APPROPRIATED BY THE ANNUAL APPROPRIATIONS AND CAPITAL IMPROVEMENT PROJECTS ORDINANCES, AS AMENDED, IN THE AMOUNT OF $188,800 FOR THE CONTRACT COSTS AND $4,000 FOR EXPENSES, FOR A TOTAL ESTIMATED COST OF $192,800; AUTHORIZING THE CITY MANAGER TO EXECUTE ALL NECESSARY DOCUMENTS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID PURPOSE. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. By a four-fifths (4/5t h') affirmative vote of the City Commission, the City Manager's finding of an emergency, cITY' COMMS SION K=TTN(3 , JAN 1 92002 A�z�rr� tea. waiving the requirements of competitive sealed bidding procedures, and accepting the July 24, 2001 bid of Professional General Contractors, inc., the lowest responsive and responsible bidder for the project entitled "Lemon City Restroom Building - Second Bidding, B-6374", in the amount of $188,800 is ratified, approved and confirmed. Section 2. The total estimated project costs of $192,800 are allocated from Capital Improvement Project Nos. 331386 and 331369, as appropriated by the Annual Appropriations and Capital Improvement Projects Ordinances, as amended. The total. project costs consist of $188,800 for contract costs and $4,000 for estimated expenses incurred by the City. Section 3. The City Manager is authorized" to execute all necessary documents, in a form acceptable to the City Attorney, for said purpose. i� The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. Page 2 of 3 Section 4. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.' PASSED AND ADOPTED this 10th day of January 2002. �� / W i' g4;dW R J. CITY CLER MANUEL A. DIAZ, MA OR APPROVED AS TO FORM AND CORRECTNESS: La 1 JANDRO VIELLO 0'I Y ATTORNEY W5889:tr:LB zi 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. Tf the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 3 of 3 (I CITY OF MIAMI, FLORIDA 21 INTER -OFFICE MEMORANDUM To : The Honorable Mayor and Members of the City Commission FROM: I Carlos A. Gimenez City Manager RECOMMENDATION DATE : DEC 2) 7 ').^'01 FILE: SUBJECT: RESOLUTION Ratifying Emergency Finding for Lemon City Restroom REFERENCES: Building — Second Bidding — B-6374 ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached Resolution ratifying, approving and confirming the City Manager's finding of an EMERGENCY, waiving the requirements for competitive sealed bidding procedures, and awarding a contract to PROFESSIONAL GENERAL CONTRACTORS, INC., for the project entitled LEMON CITY RESTROOM BUILDING — SECOND BIDDING, B-6374, in the amount of $188,800. BACKGROUND The Parks & Recreation Department requested the Public Works Department to prepare bidding documents for the project. The estimated construction cost for the project was $146,334. The first bid for the project was deemed non-responsive because it was significantly over the allowable budget. After the first bid, changes were made to the plans, including an increment of approximately 2% of the total gross area, and a water main extension inside the Park. The lowest and responsive bid received was from Professional General Contractors in the amount of $188,800. The Lemon City Restroom Building -- Second Bidding project is partially funded from Safe Neighborhood Parks Bond (SNPB) funds, which must be expended by December 31, 2001. The Public Works Department has waived the Design and Construction Administration fees. The Parks & Recreation Department has confirmed the fund allocation to cover the construction costs. Due to time constraints, the work must proceed immediately. VFa' MHJ7JRA/SV/mm LemonCityRestroomBIdg-2ndBid-B6374 ` IE CJ Budgetary Impact Analysis 1. Department `b bl c L��vwS Division—: cs C, J P1 3 20 1r�I f ElY 20 Pf, 4: 05 THL CIT i ur i`ilr>3i1, FLA. Agenda Item # (if available)^' Zitle and brief description of legislation or attach ordinancetresolution: �G't�l �t✓!m erg nct h r ^ �,�C R - i9s-7 LT.. 4. Is this item related to revenue? NO: YES (If yes, skip.to item #7.) 5. Are there sufficient funds in Line Item? YES: Index Code Minor Obj. Code Amount $ NO:..� Complete the following questions. 6. Source of funds: Amount budgeted in the Line item $ Amount needed in the Line Item $ Sufficient funds will be transferred from the following line items: ACTION ACCOUNT NUMBER ACCOUNT NAME TOTAL IndexWnor Object/Project No. From 33 L 3 K6.5:6el'30S, '16- .��t� �Y. bra reya a oc7 To 3 � 3( o 5, 1, - iso -, -sd C s- 7. Any additional comments? Y 76 ",d are (a.LL App!,OTd by: C,3.P 1 01 8.C.O If Z Q a r'�.. Ure s e Department r/Deaisn Date by: J I Verified by: Budget Anabret Date 02 4G TO Carlos A. Gimenez City Manager 0 CITY OF MIAMI. FLORIDA FROM _ W . ohn H. Jackso , Director Public Works Department INTER -OFFICE MEMORANDUM • oHTW Fr:=_ November 7. 2001 SUBJEC REVISION TO EMERGENCY FINDING Waiver of Formal Bids for Lemon City Park REFERENCES : Restroom Building ENCLOSURES: This memorandum is an update and revision to the Emergency Finding dated April 26, 2001 and approved May 6, 2001, waiving formal bidding procedures and authorizing informal bids for the proposed new Restroom Building and the proposed new Day Care Center at Lemon City Park. Both projects were originally bid out at the same time with the expectation that the bidders would give lower bids on each project if they could build both at the same time. The two projects were bid as minority "set-aside" projects. Only two (2) bids were received and both were substantially higher than they estimated construction cost. Afterwards, you authorized a second bidding and the Public Works Department separately re -bid the projects -with open bidding on the proposed Restroom Building and with minority set-aside bidding on the larger proposed Day Care Center. Only the low bid on the proposed Restroom Building was within the available funding for this project. The estimated construction cost of the new Restroom Building in the April 26th Emergency Finding was $166,000 based on a similar building built over two (2) years ago at a nearby park. The Parks and Recreation Department wanted the same building, only slightly larger (2%) with an added security window. The lowest responsive and responsible bid was from Professional General Contractors, Inc., in the amount of $188,800. This bid is $22,800 higher than the $166,000 estimate in the Emergency Finding but it is reasonable due to the larger building size and increased construction costs. Funds to cover the cost of the Iowest bid are available in the project budget under CIP #331386 and CIP #331369. This memorandum requests your approval to increase the allocation of funds for the Restroom Building project in the amount of $22,800 to cover the cost of the low bid of $188,800. EmergencyFi nd-REV ISION-LemonCityRestroomBldg �a c3 Carlos A. Gimenez, City Manager Revision to Emergency Finding / Waiver of Formal Bids / Lemon City Park Restroom Building November 7, 2001 Page No. 2 The bids received for the proposed Day Care Center (2nd Bidding) were again substantially higher than the available funding. We are also requesting your approval to reject the bids received in the second bidding and to re -bid the -Day Care Center Building with bidding open to all contractors interested in this project. Please indicate your approval by your signature below. APPROVED Date I q D APPROVED Ruder, Dir for arks & Recreation De ent APPROVED------' Date P' enz, CIP A strator Department of Management and Budget APPROVE Date r Linda M. Haskins, Director Department of Management and Budget APPROVED Date //--/s M os A. Gimenez -� City Manager JHJ/AIP/mm c: Alberto. Ruder, Director, Parks & Recreation Department Allan I. Poms, Chief Architect, Public Works Department Sandra Vega, Architect II, Public Works Department W- EmergeneyFind-REVISIGN-LemonCityRestroomBldg.doc NOV i s �m CIP DIVISION 0 CITY OF MIAMI, FLORIDA • INTER -OFFICE MEMORANDUM I TO Carlos A. Gimenez + vu I - - DATE: City Manager SUBJECT FLA. I # A. FROM : ohn Jackso , irector REFERENCES Public Works Department ENCLOSURES: April 26, 2001 FILE EMERGENCY FINDING Waiver of Formal Bid for Lemon City Day Care Center --Second Bidding (B -6272-A) and Restroom Building This memorandum serves to request your authorization to proceed with informal bidding to award to the lowest responsible and responsive bidder, a contract to construct a Day Care building and a Restroom and Office Building at Lemon City Park. The Lemon City Day Care Center was originally bid in June 1998 together with another day care center building at Eaton Park, which was identical in design except for the site plan. Both projects were awarded to the same contractor, Jessla Construction Corp. and construction contracts were executed February 4, 1999. Since the buildings were identical, the contractor had the same sub -contractors and suppliers on both projects. The contractor first started construction on the Eaton Day Care Center and then began work on the Lemon City Day Care Center. At Lemon City, the site was cleared and the foundation excavated but they were unable to proceed due to a Florida Power and Light (FPL) power distribution pole on the site. Construction continued on the Eaton Day Care Center. FPL's relocation of the power distribution pole did not occur in a timely manner. Because of the delay, the contractor requested a substantial increase in the contract due to increased construction costs. Also, their sub- contractors were already on other work and were no longer available to do the Lemon City Project. There was not sufficient funding available in the Lemon City project to cover the increased costs and construction was placed on hold until additional monies were found. When additional funds were identified, there were fruitless increased cost negotiations. The contractor finally decided to withdraw from the Lemon City Day Care Center project and concentrate on finishing the Eaton Park Day Care Center project. The contractor's withdrawal was mutually agreed upon by the City, since no acceptable agreement on increased costs was achieved. The contractor received payment for the limited work done on the Lemon City project in March of this year. We urgently need to complete the Lemon City Day Care to maintain the City's commitment to the community. Sufficient funds in the amount of $450,000 (in CIP No. 331386) from Community Development Block Grant (CDBG) monies, a State of Florida grant, and from Contributions from Special Revenue Funds are available to construct this project. The availability of CDBG monies are due to expire by September 30, 2001 and the State grant should be expended as soon as possible, since it was awarded a few years ago. The Public Works Department has updated the plans to re -bid the project, which is now estimated to take six to eight months to build. The Building Department has indicated that the construction permit for Lemon City Day Care is still valid and that a replacement contractor could be approved. Any changes in the plans will be approved as plan revisions, since the original construction plans remain basically the same. Additionally, the area for the day care remains excavated and fenced PIP E Carlos A. Gimenez City Manager April 26, 2001 Page 2 • which makes the park unattractive and presents a possible liability issue if the fence is vandalized. This request is for an Emergency Finding on the aforementioned basis to waive the formal bidding process for re -bid, and get this project under construction as soon as reasonably possible. Additionally, to achieve economies to scale, the Lemon City Park Restroom and Office Building at the same site similar to the Restroom Building just completed at nearby Buena Vista Parks is ready for bidding. There is approximately $166,000 in Safe Neighborhood Parks Bonds (SNPB) under CIP No. 331386, Project 6373, available for this project. An amount of approximately $20,877 of these funds is due to expire on December 31, 2001. It would be beneficial to bid the Day Care Center and the Restroom and Office Building at the same time to receive a more competitive price. Furthermore, there is a cost effectiveness to the City by being able to manage two (2) different capital projects simultaneously on the same site. This request also includes the Emergency Finding of Urgent Need and bid economy of bidding two buildings at the same site to informally bid the Restroom and Office Building. In conclusion, and pursuant to Section 18-83 of the City Code, informal bids shall be obtained and contracts shall be awarded for LEMON CITY DAY CARE BUILDING AND THE RESTROOM BUILDING. This action shall be ratified at the next available City Commission meeting. A roved: lfl . _ Date: 5h�'e! 5 7OVAL: tLinda M. Haskins, Director 1 � Management and Budget Department ti 41,1 � { IWJHJ/AR/EB/vh c: Alberto Ruder, Director, Parks and Recreation Department Allan Poms, Chief Architect, Public Works Department Date: `2G APR a o zom CIP DIVISION 2 41 FACT SHEET DEPARTMENT OF PUBLIC WORKS - REVISED 10/29=01 DATE: 7 / 26 / 2001 JOB NUMBER: $-6374 PROJECT NAME: Lemon City Restroom Building - 2nd bidding CIP NUMBER: 331,386 LOCATION: 27 INE St. Miami, Florida 33147 PROJECT MANAGER / EXT. No.; S,Ve a / J. Ordonez OTHER TYPE: FEDERAL (C.D.B.G.): 0 ASSOCIATED DEPARTMENT: Public Works S.N.P.B. ASSESSABLE: EMERGENCY: COMMISSIONER DISTRIC' 2 BID REQUEST: FORMAL= INFORMAL RESOLUTION No.: DESCRIPTION: This project consists of the fumishing of all labor, materials and equipment for the construction of a new restroom building with a small office, storage room and covered terrace. Also, the project includes new walkway, slte grading, utilities work, plumbing, mechanical and electrical work. Second Bidding will be open to all bidders to Increase the number of partIcIpants. First Bidding was a set aside. for Black-minorIty only There were oniy two bids received and they were signiflcantly over the allowable budget. The revision of this fact cheet is due to the waived of the Design and Construction Administration fees by the Public Works Department to cover the amount need for the construction. pF NECESSAW, CONTINUE ON THE sACI9 SCOPE OF SERVICES: PUBLIC WORKS OUTSIDE COST COST (% OF CONST. COST) ADVERTISING $ -- (E) $ 1,000.00 (a) OUTSIDE DESIGN $ -- $ -- TESTINGS / SURVEY / PLAT $ - 3,000.00 (E) P.W. DESIGN & BID DOCUMMENTS $ (E) $ -- % CONSTRUCTION $ -- $ 188,800.00 (BID) CONSTRUCTION ADMINISTRATION $ (BID) $ -- % OTHER: (E) - ESTIMATE TOTAL $ 192,800.00 (TOTAL ENG, FEE) ESTIMATED CONST. COST $ 146,334.00 CONTRACTOR'S INFORMATION: CLASS: = E = NON - MINORITY TYPE OF WORK: General Contractor MINORITY ®1=1? YEARS OF ESTABLISHMENT: 10 LICENSE CC # 000019247 NAME: Professional General_ Contractors, ncs TELEPHONE: (305) 444- 8438 ADDRESS: 280 Catalonia Ave Suite 400 CITY, STATE, ZIP: Coral Gables CLASS: J - JOINT P = PRIME S = SUB CONTACT PERSON: Carlos R. Ramos -(President MINORITY: B = BLACK H = HISPANIC F = FEMALE SUB -CONTRACTORS: NAMES: Eagle Electric (Electricity Lic # 000001 OB081 Y at Enterprise (Plumbing Lie # 038677 COPIES: ASSISTANT DIRECTORS, COST ANALYSIS, FILE, ASSOCIATED DEPT, GIP MANAURK ntv. kA LEMON CITY RESTROOM BUILDING - 2ND BIDDING - INFORMAL BID Prujccl Nlnnber. B-6374 - 2ND BIDDING CIP Number: 331386 Proicclt Manager: SANDRA VEGA AND/OR JUAN 11.ORDONEZ Date: 7/24/2001 Person who received Ilse bids: SANDRA VEGA AND JUAN B. ORDONEZ Received at: MRC BUILDING-PUBLIC WORKS DEPAWI'MENT Coustrtwtion Estimate = $ 5146,334.00 'Dime: 10:00 A.M. BIDDER II )DI'.R �— PROFESSIONAL. GENERAL ETON. CONSTRUCTION AFFAIRS INC TLIIIC ENTERPRISE INC AVENTURA ENG. & CO. �AE)I)1(l.SS 25UCAIAI_ON[AAVI_NIE.400'2651A N. W. 201 ItSIRI:E1 11.0. BOX 6111'!3 1'0 BOX8UUU52 C.GABLES, FLORIDA 33134 MIAMI, FLORIDA 33142 N. MIAMI, FLORIDA 33261 AVENTURA, FLORIDA 33280 Illi) BOND AMOUNT 11,13.0IECK 5% B.B. 5% IRREGULARITIES — - E E MINORI'T'Y OWNED YES YES YES YES UNIT UNIT UNIT UN11 l 11:M No. OLSCRIP t 1UN I'KICE 101 AL I'MUE I'O I AL PRICE 101 AL PRICE ! OI AL BASE BID,ITEMS l THRII 3+ADD.Ne.I 5188,800.0 $214,880.00 S0.00 $0.00 COMPLETE BUILDING CONSTRUCTION $162,400.0 $148,650.00 $0.00 $000 2 COMPLE TE SITE WORK $6,600.0 $40,070.00 $0.00 $0.00 3 SPFCIAI. PROVISIONS $15,000.0 $15,000.00 $0.00 $0.00 4 ADI? No.!! W. LINE TO EXIST.W. METER $4,800.0 $11,160.00 $0.00 $0.00 • IRREGULARITIES LEGEND IT HAS BEEN DETERMINED BY THE DEPARTMENT OF PUBLIC WORKS THAT TILE A -- No Power - of- Attomey LOWEST RESPONSIBLE AND RESPONSIVE BID IS FROM PROFESSIONALGENERALCON B -- No Affidavit as to Capital & Surplus of Bonding Company FOR THE TOTAL AMOUNT OF $186,800.00 of Bonding Company C -- Proposal Unsigned or Improperly Signed or no Corporate Seal IF TIIE ABOVL CONTRACTOR IS NOT TIE LOWEST BIDDER, EXPLAIN: D Incomplete Extensions E -- No Bid Proposal QL�F F -- Improper Bid Bond G -- No Ccrtifcale of Competency Number II -- No First Source }tiring Compliance Statement /J ,3i �; I -- No Minority Compliance Statement �% 3!/ ! -- No Duplicate Bid Proposal K No City Occupational license I OF 3 n i� LEMON CITY RESTROOM BUILDING - 2ND BIDDING - INFORMAL BID Project Number: �BB6374 - 2ND BIDDING CIP Number: 331386 Prajcc4 M:u,ager:SANDRA VEGA AND/OR JUAN 11.ORDONE7 Date: 7/24/2001 Person who tcccivcd the bids: SANDRA VEGA AND JUAN B. ORDONFZ Received at: MRC BUILDING -PUBLIC WORKS DEPARTMENT Coustruction Estimate = $ $146,334.00 Time: 10:00 A.M. BIDDER MILES C. JENNINGS. JR PARTNERS IN CONSTRUCTION McKINNON CONSTR. CO. EDFM CORPORATION AI)I)l�l:ti5 3]75 PLAZA S 1RLL 1 9822 N.E. 2ND AVh S I L. #8 66UIJ NW 27111 AVL:.Yl.#'2UY 1022 NW 541 H S'I RE LI MIAMI, FLORIDA 33133 MIAMI, SI IORES, FLORIDA 33138 N. MIAMI, FLORIDA 33147 MIAMI, FLORIDA 33127 Illi) BOND AMOUNT _ IRREGULARITIES E E E E MINORITY OWNED YES YES YES t:M Nu. E)I:SI:RkI' I ION UNI F PRICE I (J1 AL UNI I PRICE I U'1 AL UNIT PRICE 1'0 I AL UNIT PRICE 'I U 1 AL BASE BIMITEMS 1 TI1Rl13+ADD.Na.I $0.00 50.00 $0.00 50.00 ! COMPLETE BUILDING CONSTRUCTION $0.00 $0.00 $0.00 $0.00 2 COMPLE"113 SITE WORK $0.00 $0.00 $0.00 $0.00 3 SPECIAL PROVISIONS $0.00 $0.00 $0.00 $0.00 4 ADD No.I l W. LINE TO EXIST.W. METER _ $0.00 $0.00 $O.OD $0.00 • IRREGULARITIES L EGI:ND IT HAS BEEN DETERMINED BY TIIE DEPARTMENT OF PUBLIC WORKS THA"I'pHI; A -- No Power-of-Allontey 13 -- No Affidavit as to Capital & Surplus of Bonding Company LOWEST RESPONSIBLE AND RESPONSIVC BID IS FROM PltoFESS10NALGENERALCON. FOR THE TOTAL AMOUNT OF of Banding Company $188,800.00 C Proposal Unsigned or Improperly Signed or no Corporate Seal IF'II IE ABOVE CONTRACTOR IS NOI* "IIiE LOWGS'I BIDDER, EXPLAIN: 1) -- Incomplete I:xlensions E -- No Bid Proposal F - Improper Bid Bond G -- No Certificate Competency �jr+I//o- of Number /y(• 1 11 No First Source I Tiring Compliance Statement7/� 7 S! 8 I -- No Minority Compliance Statement o f J -- No Duplicate Bid Proposal - K •- No City Occupational License 2 OF 3 0 LEMON CITY RESTROOM BUILDING - 2ND BIDDING - INFORMAL BID Pj-gcd NumUel: B-6374 - 2ND BIDDING CIP Number: 331386 Pt lIC0 Alanagcr: SANDRA VEGA AND/OR.IUAN It. ORDONEZ Date: 7124/2001 Ki—n eeho resccived the Bids: SANDRA VEGA AND.HIAN B. OROONEZ Received at: MRC BUILDING -PUBLIC WORKS DEPARTMENT 01isslructinn Eslimale S 5146,334.1111 Time: 10:00 A.M. BIDDER )T iR — SILTEK GROUP, INC A I M )HP.S5 44UJ UogWood !arae Weston, Florida 33331 [Ili) IIONI) AMOUNT 1100c ULARITIES E MINORITY OWNED Il•.n1 Nu. DI:SUKIPIJON UNIT UNIT UNIT UNIT PRICE '10 FAL PRICE TOTAL PRICE TOTAL PRICE TO FAL IIA%K IIIU,I'['EMti 1 TI IRU 3+ADI).Nnl 54,00 I COM PI-FTH III IILDING CONSTRUCTION $0.00 2 COMPI.l:I'E SITE WORK S4.00 3 SPECIAL PROVISIONS $0.00 4 ADD No.1/ W. LINE TO EXIST.W. METER • IRRI CULARITIIiS LEGEND IT HAS BEEN DETERMINED BY THE DEPAR'T'MENT OF PUBLIC WORKS THATTHE A No Power - of- Attoruuy , ` LOWEST RESPONSIBIX AND RESPONSIVE BID IS FROM PROFE SSIONAL GENERAL 6N. 11 -- No Affidavit as to Capital & Surplus of Bonding Company FOR THE TOTAL. AMOUNT OF 5188,800.00 of Bonding Company C -- Proposal Unsigned or Improperly Sigtted or no Corporate Seal IF T11E ABOVE CONTRACTOR IS NOTTHE LOWEST BIDDER, EXPLAIN: 1) - Incomplete Extensions E -- No Bid Proposal D-1� F -- Improper Bid Bond G -- No Certificate ofCompetcncy Numhcr If -- No First Source Hiring Compliance: Statement 1 -- No Minority Compliance Statentenl I -- No Duplicate Bid Proposal K -- No City Occupational License 30F3 E •