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Home My WebLink AboutR-00-0029J-00-001 12/28/99 09 RESOLUTION NO. - 2 A RESOLUTION OF THE MIAMI CITY COMMISSION, BY' A FOUR-FIFTHS (4/5THS )AFFIRMATIVE VOTE, RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S FINDING OF AN EMERGENCY, WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDS, AND APPROVING THE PROVISION OF AIR CONDITIONING MAINTENANCE SERVICES FOR THE HEADQUARTERS BUILDING, NORTH AND SOUTH SUBSTATIONS, AND THE DAVID HERRING TRAINING CENTER, FOR THE DEPARTMENT OF POLICE, IN AN AMOUNT NOT TO EXCEED $16,900; ALLOCATING FUNDS THEREFOR FROM THE POLICE GENERAL OPERATING BUDGET, ACCOUNT CODE NO. 001000.290201.6.670. WHEREAS, the Department of Police requires air conditioning maintenance at the Police Headquarter's Building, North and South Substations and the David Herring Training Center; and WHEREAS, the Department of Purchasing issued Invitations for Bids No. 98-99-129R for the maintenance services; and WHEREAS, the Chief of Police and the City Manager rejected all bids because the David Herring Training Center was inadvertently omitted from the bid specifications and the need to have language included in the specifications for mandatory on-site inspections of the equipment to be serviced; and WHEREAS, Carrier Corporation, the current provider, was requested to continue the maintenance services for a five-month 1 CITY COMMISSION, MEETING OF JA NN, 1 3 2000 Aosoiution Np, period .from August 30, 1999 to January 21, 2000, pending the revised bid process; and; WHEREAS, the City Manager made a finding that an emergency existed and approved the provision of air conditioning maintenance services for the Headquarters Building, North and South Substations, and the David Herring Training Center from Carrier Corporation; WHEREAS, the funding to cover this expenditure is available from the Police General Operating Budget, Account Code No. 001000.290201.6.670;.and NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA; Section .l. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. By a four-fifths (4/5th,) affirmative vote, of the members of the City Commission, the City Manager's finding of an emergency, waiving the requirements for competitive sealed bids and approving the provision of air conditioning maintenance services for the Headquarters Building, North and South Substations, and the David Herring Training Center, from Carrier Corporation, in an amount not to exceed $16,900, for the Department of Police, is hereby ratified, approved and confirmed; Page 2 of 3 � r� 00 f with funds therefor hereby allocated from the Police General Operating Budget, Account Code No. 001000.290201.6.670. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.'/ PASSED AND ADOPTED this 13th day of January 2000. JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not approval of this legislation by signing it in the designated place providedi, s i I%js M6,)n now becomes effective with the elapse often (90) days om the date of Comm!sS' N ::,:,ion regarding same, without the Mayor exer ' a to. ATTEST: V40atter . an, City Clerk WALTER J. FOEMAN CITY CLERK APP V TO F M AND CORRECTNESS:g% rANDRO VILARELLO ITY ATTORNEY W3992:RCL:hdb 1� 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 3 of 3 (-Co " L _ J CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members of the City Commission FROM; (4nal. aw City Manager RECOMMENDATION 23 DATE: DEC 2 9 2000 FILE: SUBJECT: Resolution Ratifying City Manager'g Action REFERENCES: Emergency Purchase of Air Conditioning Maintenance ENCLOSURES: Services for the Police Department It is respectfully recommended that the City Commission adopt the attached Resolution ratifying the City Manager's emergency action authorizing the continued provision of air conditioning maintenance services by Carrier Corporation at the Police Department's Central Headquarters Building, North and South Substations and the David Herring Training Center, in an amount not to exceed $16,900. Funding is available from the Police General Operating Budget, Account Code No. 001000.290201.6.670. BACKGROUND The Purchasing Department issued an Invitation for Bid for these services. Per City Manager's approval all bids received pursuant to Bid advertisement (No. 98-99-129R) were rejected. The David Herring Training Center should have been included but was inadvertently omitted from the bid specifications. Also, the vendor, who submitted the lowest bid, never visited any of the job sites to inspect equipment to determine working conditions and advised that any pre-existing equipment conditions would be billed separately. Therefore, the bid specifications have been amended to include the David Herring Training Center, and make on-site inspections of equipment mandatory. The Purchasing Department has issued new bids with these noted revisions. It is anticipated that this process would not be completed until the end of January 2000. The Police Department requested and received approval from the City Manager to issue an Emergency Purchase for the continuation of these services for a five (5) month period, from August 305h, 1999 to January 3151, 2000. Carrier Corporation has agreed to provide these services under the same terms, conditions, and pricing, through January 3155, 2000, or until a new contract is executed. Carrier has been providing these services to the department in a satisfactory manner. UJ CIV DHW: WEO:lr 11 U6- 029 CITY OF MIAMI, FLORIDA v INTER -OFFICE MEMORANDUM TO. Donald H. Warshaw DATE: OCT 2 9 1999 City Manager FILE: SUBJECT: Emergency Purchase FROM: William E. O'Brien REFERENCES: Air Conditioning Maintenance Chief of Police for the Police Department ENCLOSURES: Office C hief -of lice a 99 Description of commodity/service nee a It is necessary for the Police Department to continue the provision of air conditioning maintenance for the Police Department's Headquarters Building, North and South Substations and the David Herring Training Center. Emergency Justification The Purchasing Department issued an Invitation for Bid for these services. Per your approval all bids received pursuant to this Bid (No. 98-99-129R), were rejected. The David Herring Training Center should have been included but was inadvertently omitted from the bid specifications. Also, the vendor, who submitted the lowest bid, never visited any of the job sites to inspect equipment to determine working conditions and advised that any pre-existing equipment conditions would be billed separately. Therefore, bid specifications will be amended to include the David Herring Training Center, and make on-site inspections of equipment mandatory: The Purchasing Department will re -bid for air conditioning maintenance, services with these noted revisions. It is anticipated that this process would not be completed until the end of January 2000. The contract with Carrier Corporation for the provision of air conditioning maintenance services expired on August 29, 1999. All allowable contract extensions have been exhausted; therefore, the department is requesting your approval of an Emergency Purchase for the continuation of these services for a five (5) month period, from August 30, 1999 to January 31 ", 2000. Solicitations Carrier Corporation has agreed to provide these services under the same terms, conditions, and pricing, through January 31', 2000, or until a new contract is executed. FIN 16-2 0- 029 ISAPPROVED: Aonald H. Warshaw City Manager Department of Management & Budget Approval: Account Code: 001000.290201.6.670 Amount: $16,900.00 Luie L. Brennan Interim Director WEO:lr Date CO- 029 City Of Miami nt & Budget Deb l - , 9?' Donald H. Warshaw AM M? Page 2 g Aniountof:l 3.20_, _ 0 is avaNOb in account number: 00,009, ozol7a Reason for selecting vendor Vermed by: SI URE Carrier Corporation. has been providing this service to the Police Department in a satisfactory manner. Total cost of purchase $16,900.00 ISAPPROVED: Aonald H. Warshaw City Manager Department of Management & Budget Approval: Account Code: 001000.290201.6.670 Amount: $16,900.00 Luie L. Brennan Interim Director WEO:lr Date CO- 029 BID ITEM:' BID NO: DATE BID(S) OPENED: i CITY OF MIAMh OF THE CITY CLERK BID SECURITY LIST AIR CONDITIONING MAINTENANCE FOR NORTH, SOUTH AND CENTRAt, SEPTEMBER 1, 1999 TIME 12:00 n BIDDER TOTAL BID AMOUNT BID BOND (ER) CASHIER'S CHECK TEMPTROL A/C See attached bid WEATHERTROL MAINTENANCE CORP. " NO BID VARSITY CONTRACTORS INC. SAFECO AI'R CONDITIONING AIR CONDITIONING PLUS INC. V. A. E. INC. LEADEX CORPORATION BROWN & BROWN ARCHITECTS GUINES AIR CONDITIONING CONTRACTORS, I:NC. JOHNSON COMM, INC.. "Offers from the -%enf4nrr. � ••ral+n:Zr�,d tiT«IF_';�� C -,ti C''� G�:^ ^�?ncr;-a ��c;z +`, r f#o • z ; r '}I ...e .. C, it� C'xZfii umi „ All u are 4: e z ro)'Gvled as Iagc. :. r qfqi ' received ( / (, ) envelops on behalf of Person recei�ng bid(s) . (City Department) SIGNED: Deputy City on cf'_1._ (Date) • CITY OF MIAMI ADVERTISEMENT FOR Sealed bids will be received by the City of Miami City Clerk at his office located at City Hall, 3500 Pan American Drive Miami, A. 33133 for the following: BID NO. 98-99-129 Air Conditioning Maintenance for North, South and Central Stations OPENING DATE: 12:00 P.M. Wednesday September 1, 1999 Detailed specifications for this bid are available upon request at the City of Miami, Purchasing Department, 444 SW 2nd Avenue, Sixth Floor Miami, Florida 33130, Telephone No. 416-1906. AD NO. 3477 Donald H. Warshaw CITY OF MIAMI City Manager LOGO fa J i+j I, , `14 C IGS/PC 503 Rev. 12/89 j Routing: Forward White and Can6ry to. G.S.A. (Procurement Management) and retain Pink copy DISTRIBUTION: White - G.S.A.; Canary - Department City of Miami This number must REQUISITION 'FOR. ADVERTISEMENT appear, in the advertisement. INSTRUCTIONS: Please type and .'attach a co by -of the advertisement with thia reauisition. be"artm6: nt p 2. Division- Police.DOpartment 'Adminiatkation .3. Account Code number: 4; Is thisa t6nfitmation- 5. Prepared by: 001000.20201.6.287 0 Yes 1j: No. Lourdes-toi)ez 6.. Size of advertisement 7. Starting date: 8.* Telephone number: 8/1-6/99 (30)..579-6413 9r. Number of times this adverti sement is to. be 10, Type of advertisement:. ONCE published: � Legal E] Classified El Display 11. Rbmarks.- FOR THE PROVISION. OF AIR ONDITIONING-MAENTENANCE FOR THE-. CITY "OF MhM'I POLICE CENTRAL HEAD -QUARTERS :BUILDING, AND THE NORTH AND SOUTH SUBSTATIONS BID NO.' 98999-129 12: LIM= Date(s) of Publication Advertisement invoice'No;, Amount. MIAMI TIMES' MIAMI REVIEW: DIARIO' LA�.S AMERICAS' TI x: < x > 13. S. 3 Approved ❑ Disapproved Department Diredor/ Designee Date Approved for. Payment Date C IGS/PC 503 Rev. 12/89 j Routing: Forward White and Can6ry to. G.S.A. (Procurement Management) and retain Pink copy DISTRIBUTION: White - G.S.A.; Canary - Department to SENT BY:CITY OF MIAMI 9- 0-89 ;11'22AM ; `PROCUREMENT MGMT.y 93058581610;1 2/ 3 CITY QF MIAMI MI OF = MYLERK BID5 CU& TY LIST AIR CONDITIONING WMNJ•ENANCE .FOR NORTH, SOUTH AND CENTRAL, BID NO: 9A- 9c)—1 9 d f DATE BID(5) OPENED: SUMER 1, 1 cA- 9 TIME 12:00 n Person teaivina bid(s) received (- ) envelops On behalf of (City Department) Deputy City Ck-4 (Data) _ SENT BY:CITY OF MIAMI ; 9- 9-99 ;11:23AN,PRCdREMENT MOT,- 93058581610;# 3/ 3 l H01.Carter, Judy From: P03 Maria Chiaro Sent: Thursday, September 02,1499 11:28 AM To; HOI Carter, Judy Subject: RE: Receipt of Bid Yes. I think we have opined in the past that if we got it at the "wrong" department but that it was on q►ne that it can W accepted, Sent. Thursday, September 02, 1999 11 74 AM To: P03 Maria Chiaro Subject: Receipt of Bid Mada . Purrharing received a bid yesterday before the bid opening date and tirne. Untbrtunately, it wait part of the regular mail and did not gat lockad at undt after the due time. Tne question is: Can the Purchasing Dept accept this bid that was delivered to Purchasing and not City Gerk even though the bid was delivered to the Thy* before the due ttmeT J SENT BY ;CITY OF MIAMI' 9� S- t 11: 22A ....-- PUROHASING PROCIJU-W-NT NGMT. - 93058581 b 1 U;; I/ r MIA DEPARTMENT 444 SW a"O AVENUE, ON FLOOR MIAMI, FLORIDA 33130 PHONE: (303) 416.1900 FAX: (305) 414-1925 E-MAIL ADDRESS: purchase 0 oi.miaati.fl.us/ WISEITE ADDRESS: http://ei.mixwi.fl.us/ dab iL r FACSdMMZ TRANSMITTAL SHUT Tom FRO COMPANY: DAT&: C( tG FAIL OF PAGES INCLUDING FAX COVER: sa. RE. aW JV J ■ 6 f ..... . Y •� . [ .[y