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Home My WebLink AboutR-02-0492J-02-300 04/17/02 RESOLUTION NO. 02— 402 A RESOLUTION OF THE MIAMI CITY COMMISSION, BY A FOUR-FIFTHS (4/5 THS) AFFIRMATIVE VOTE, RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S FINDING OF AN EMERGENCY, WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES AND APPROVING THE ACQUISITION OF ELEVATOR MAINTENANCE SERVICES FOR THE MIAMI RIVERSIDE CENTER FACILITY, FOR THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION (%NGSA"), MRC DIVISION, FROM SCHINDLER ELEVATOR CORPORATION, FOR A PERIOD OF FOUR MONTHS, FROM MARCH 1, 2002 THROUGH JUNE 30, 2002, IN AN AMOUNT NOT TO EXCEED $8,400; ALLOCATING FUNDS FROM GSA GENERAL OPERATING BUDGET, ACCOUNT CODE NO. 504000.421901.6.670. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. By a four-fifths (4/5th,) affirmative vote of the City Commission, the City Manager's finding of an emergency, waiving the requirements for competitive sealed bidding procedures, and approving the acquisition of elevator maintenance services for the Miami Riverside Center facility, for the Department of general services administration ("GSA"), MRC Division, from Schindler Elevator Corporation, for a period of CITY COMM MEETTN,C; . APS 2 5 2002 Resolution No. 02-- 492 four months, from March 1, 2002 through June 30, 2002, in an amount not to exceed $8,400, is ratified, approved and confirmed, with funds allocated from GSA General Operating Budget, Account Code No. 504000.421901.6.670. Section 2. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.!' PASSED AND ADOPTED this 25th day of April , 2002. MANUEL A. DIAZ AYOR ATTEST: PRISCILLA A. THOMPSON CITY CLERK APPROVED AS TO FORM AND CqORRECTNESS:�/ EJANDRO VILAR LO TY ATTORNEY W6137:LB ii 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 02- 492 CITY OF MIAMI, FLORIDA16 INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members DATE: APR 16 205 L' FILE: of the City Commission i RECOMMENDATION SUBJECT: Resolution Ratifying City Manager's Action REFERENCES: Emergency Purchase - Elevator Maintenance Services ENCLOSURES: For the MRC Facility FISCAL IMPACT:$0.00 It is respectfully recommended that the City Commission adopt the attached Resolution, by a 4/5ths affirmative vote, ratifying, approving and confirming the City Manager's finding and recommendation to proceed, on an emergency basis, to acquire elevator maintenance services for the Miami Riverside Center ("MRC") Facility for a period of four (4) months, commencing 3/1/02 through 6/30/02, from Schindler Elevator Corporation (Non-Minority/Non-Local), located at 15751 S.W. 41" Street, Suite 100, Davie, FL 33331, in an amount not to exceed $8,400, for the Department of General Services Administration, MRC Division. Funding is from the Department of General Services Administration, MRC Division, Account Code No. 504000.421901.6.670. BACKGROUND The Department of General Services Administration, MRC Division, had an established Elevator Maintenance Services Contract, Bid No. 98-99-070/02, for the MRC Facility. The awarded vendor, Thyssen Miami Elevator Company (a/k/a Miami Elevator Company), declined the above -said term contract beyond 9/30/01. As a result, the City exercised the provision to automatically extend the contract for an additional 90 calendar days until a new contract was in place. During this transitional period, the MRC Facility Manager researched the possibility of. purchasing this service through sole source legislation and issued a purchase order in the amount of $4,500 to allow for the continued elevator maintenance services until the supporting documentation for the sole source was obtained. The sole source package was prepared and forwarded to the Department of Purchasing pending their review and approval. In an effort to avoid any lapse of service while the sole source or new bid process is completed, the Department of General Services Administration requested an emergency purchase for the provision of elevator maintenance services for the MRC Facility, for a period of four (4) months, commencing 3/1/02 through 6/30/02, from Schindler Elevator Corporation, in an amount not to exceed $8,400. w CAG7 o AJMIll 02- 492 Budgetary Impact Analysis Department General Services AdministrAP19%ion MRC 2. Agenda Item # (if available) 3. Title and brief description of legislation or attach ordinance/resolution: Ratify an emergency purchase to acquire elevator maintenance services for the Miami Riverside Center Facillty. 4. _ Is this item related to revenue? NO: X YES (If yes, skip to item #7.) 5. Are there sufficient funds in Line Item? YES: x Index Code 421901 Minor Obi. Code 670 Amount $8,400 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: 7. Any additional comments? NO FISCAL DWACT. ina in 02 f�il1 �inrr�ssr�■ii Approved by: O sMT 8. M r�uonlA Departm nt ector esilhqQ a i FOR IU 1%MNT OF MANAGEMENT AND Verified Department of Management and Budget Date 4 Budget Analyst � � - -7/ H 02•-- 492 ACTION ACCOUNT NUMBER ACCOUNT NAME TOTAL Index/Minor Object/Project No. From $ To $ 7. Any additional comments? NO FISCAL DWACT. ina in 02 f�il1 �inrr�ssr�■ii Approved by: O sMT 8. M r�uonlA Departm nt ector esilhqQ a i FOR IU 1%MNT OF MANAGEMENT AND Verified Department of Management and Budget Date 4 Budget Analyst � � - -7/ H 02•-- 492 C,'Y OF IM A;` : _ DROA INTER -OFFICE MENIORANDLIPA CITY MANAGERS OFFICE 02 J'PI 23 Carlos A. Gimenez = January 17, 2002 F`�= City Manager " Emergency Purchase of Elevator Maintenance Services for the MRC Alex J. Martinez - _ - Facility Acting Director - General Services Administration Description of Commodity/Services Needed It is necessary for the General Services Administration, MRC Division, to provide elevator maintenance services for the MRC Facility, from Schindler Elevator Corporation, for a period of four (4) months, in an amount not to exceed $8,400. Emergency Justification The Department of General Services Administration, MRC Division; had an established Elevator Maintenance Services Contract, Bid No. 98-99-070, for the MRC Facility. The awarded vendor, Thyssen Miami Elevator Company (a/k/a Miami Elevator Company), declined the above -said term contract beyond 9/30/01. As a result, the City exercised the provision to automatically extend the contract for an additional 90 calendar days until a new contract was in place. During this transitional period, the MRC Facility Manager researched the possibility of purchasing this service through sole source legislation. A purchase order of $4,500 was processed to allow for the continued elevator maintenance services until the supporting documentation for the sole source was obtained. At this time, the sole source package is being forwarded to the Department of Purchasing for their review and approval. Should this request be rejected, a new bid process must be started. To avoid any lapse in service while the sole source or bid process for the new contract award is being properly secured, this Department is requesting your authorization for an emergency purchase for the provision of elevator maintenance services for the MRC Facility, for a period of four (4) months, commencing 3/1/02 through 6/30/02, in an amount not to exceed $8,400. Solicitation Schindler Elevator Corporation has agreed to provide these services from 3/01/02 through 6/30/02, in a total amount not to exceed $8,400. 02- 492 Carlos A. Gimenez Page 2 of 2 TOTAL COST OF PURCHASE $8,400 BUDGET APPROVAL: Funding is available from the Department of General Services Administration, MRC Division, Account Code No. 504000.421901.6.670, in the amount of $8,400. -Q.Department of Budget and Management Linda M. Haskins Director APPROVED APPROVED: DATE:_/�� DATE: l or 9;-t, LCAGAJM/11 02- 492 JUDY S. CARTER Director Miami Elevator Company Attn: Wolfgang Mendez 7481 NW 66" Street Miami, Florida 33166 Dear Mr. Mendez: Cit# f ffl -1 a M T - SEP 25 AIS 9= 25 i '= ' = RVA Cf i •_' )�ARLOS A. GIMENEZ less n r��+ City Manager 0 - NOTICE OF CONTRACT EXTENSION September 19, 2001 VIA FAX AND REGULAR MAIL Subject: Elevator Maintenance Services for Miami Riverside Center Bid No. 98-99-070 Please be advised that the current Bid Contract #98-99-070 (Resolution No. 99-242) for Elevator Maintenance Services will expire on September 30, 2001. Therefore, be advised that according to General Terms and Conditions, Section 2.7 (E) Award of Contract the following is reflected: "The City reserves the right to automatically extend this contract for up to ninety (90) calendar days beyond the stated contract term in order to provide City departments with continual service and supplies while a new contract is being solicited, evaluated, and/or awarded." Please be advised that the City of Miami has decided to exercise the right to use Section 2.7 (E) of the Bid Contract #98-99-070 to extend the contract for an additional ninety (90) calendar days at the same price, terms and conditions until a new contract is awarded. It is the City's request that your firm continue to provide this commodity, under the same terms conditions, and pricing, pursuant to the contract acquired via Bid No. 98-99-070. Should you have any questions regarding this matter, please contact Maritza Suarez at (305) 416-1907. The City of Miami appreciates your participation in servicing our needs. ) JSC/MS/sj Cc: Bid File Alex Martinez ✓ Lourdes Lopez Mike Mejia i ly yours, (I r of hi 0 492 DEPARTMENT OF PURCHASING/444 S.W. 2nd Avenue, 6th Floor/Miami, Florida 33130/(305) 416-1900/Fax: (305)416-1925 E -Mail Address: purchaseaci.miami.fl.us/ Website Address: httpJ/ci.miami.fl.us/ Mailing Address: P.O. Box 3307M Miami, FL 33233-0708 —r.C.ofAiolzit.3 .111 CONTRACT AWARD RENEWAL, BID NO. 98-99-070/02 OTR: SECOND RENEWAL NAME OF BID: ELEVATOR MAINTENANCE SERVICES CONTRACT PERIOD: OCTOBER 1, 2000 THROUGH SEPTEMBER 30, 2001 ORIG. CONTRACT PERIOD: OCTOBER 1, 1999 THROUGH SEPTEMBER 30, 2000 COMMODITY CODE: 910-13 TERM OF CONTRACT: EFFECTIVE UNTIL SEPTEMBER 30, 1999 WITH THE OTR FOR THREE (3) ADDITIONAL ONE-YEAR PERIODS METHOD OF AWARD: TO THE LOWEST BIDDER BASED UPON THE LOWEST ANNUAL RATE AWARD BASED ON MEASURES: Yes( ) No ( X) ( ) Set Aside ( ) BBE ( ) HBE ( ) WBE owned firms () Local Preference SECTION #1 F.E.I.N. # VENDOR NAME: STREET: CITY/STATE/ZIP: CONTACT PERSON: PHONE # FAX # BEEPER # PAYMENT TERMS: DELIVERY: WARRANTY: ITEM AWARDED: VENDOR AWARD 13-3165693 MIAMI ELEVATOR COMPANY 7481 NW 66TH STREET MIAMI, FLORIDA 33166 RICARDO SAMAYOA (305) 592-7722 (305) 592-1221 (305) 366-0332 NET 30 DAYS 7 CALENDAR DAYS ARO P.O. 1 YEAR MIAMI RIVERSIDE CENTER SECTION #2 AWARD INFORMATION C.C. AWARD DATE: APRIL 27, 1999 AMENDED AMOUNT. NONE AGENDA ITEM #: CA -1 SPECIAL CONDITIONS: YES RESOLUTION NO: 99-242 INSURANCE REQUIREMENT: YES TOTAL AWARD AMOUNT: $14,538.00 FINANCIAL OVERSIGHT BOARD: JUNE 19, 2000 (A YEARLY 26% CONTINGENCY COST) SECTION #3 AFFIRMATIVE ACTION POLICY YES SECTION #4 REQUESTING DEPARTMENT INFORMATION USER DEPARTMENT/DIVISION: DEPARTMENTT GENERAL SERVICES ADMINISTRATION CONTRACT ADMINISTRATOR: LOURDES LOPEZ/STEVE SHAW TELEPHONE NO. (305) 575-5130/(305) 416-1465 FAX NO. (305) 575-5187/(305) 416-2156 SECTION #5 PROCURING AGENCY SENIOR BUYER: MARITZA SUAREZ DATE PREPARED: JULY 28, 2000 TELEPHONE NO:(305) 416-1907 FAX: (305) 416-1925 PREPARED BY: STEPHANIE JONES 02- 492 Jan 416 02 04:34p MRC Faci 1 ittl Management JAN 16 2002 1=52 PM FR < INALER ELEVATOR 002170054 fC1 '13a�41Ei14�i Schindler Elevator Corporation 15751 southwQ6141 V: Strati. Smta 10: 0a4le. FL 33331-1502 TNephone: Sroward: 054) 21; -�M Miw,v (305194"I S& W. Fahn Beach: 15611835-1 IbO Fix: (954)217-0054 Intemet. hvPJMww.ue:sch, ru%u com 01/16/2002 THE CITY OF MIAMI RIVERSIDE CENTER 444 SW 2nd Avenue, Room 34.6 Miami, FL. 33130 Attn: Mr. Mike Mejia FRC Facility Manager Dear Mr. Melia: P.02 Confirming our telephone conversation, we will accept a temporary Purchase Order for the period starting March 1. 2002 and ending June 30, 2002 until the final Purchase Order is issued. As we discussed this morning, this will allow ample time to process the Sale Source Contract and the Purchase Order for the whole period. Sincer Camilo Samayoa r Account Representative Schindler Elevator Corporation cc: Dennis Russell, Schindler District Manager Randy Erickson, Schindler Service Superintendent. ba U s'ewlrw Page 1 +�* TOTAL PAGE -02 �+ 492