The URL can be used to link to this page

Home My WebLink AboutM-99-02677. CITY OF MIAMI, FLORIDA 6A INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members DATE of the City Commission APR 19 1999 FILE SUBJECT: Proposed Resolution 0 Wo FROM: Donald H. Warshaw REFERENCES: Replacement of Flooring City Manager and Carpet ENCLOSURES: RECOMMENDATION It is respectfully recommended that the City Commission adopt the attached Resolution authorizing the furnishing of carpeting from Duffy and Lee Company, a female owned, non -local vendor, located at 3351 Southwest 13' Avenue, Fort Lauderdale, Florida, 33315, under an existing State of Florida Contract No. 3 60-240-97- 1, until October 4, 1999. In addition, it is also recommended that the City Commission adopt the attached Resolution, by a four -fifths (4/5') affirmative vote of the members of the City Commission, after a duly advertised public hearing, ratifying, approving, and confirming the City Manager's request for waiving the requirements for competitive sealed bids and authorizing the provision of Duffy and Lee Co. for the installation of vinyl flooring. The total cost of the project is not to exceed $450,000. Funding is available from the Capital Improvement Program Budget, Project Numbers 312015.299401.6.830 ($400,000) and 312025.299301.6.830 ($50,000). BACKGROUND The Department of Police is requesting to replace approximately 7,187 square yards of carpeting and 3,000 square yards of flooring at the Police Department Headquarters Building. The existing flooring is over 15 years old and due to its poor condition has become a health hazard. Duffy and Lee Co., one of the qualified vendors awarded the State of Florida Contract No. 360- 240-97-1, was selected because of their experience and expertise in handling large institutional flooring contracts. During the lengthy process of selecting a qualified vendor, it was brought to our attention that vinyl flooring was not included on the state contract. Separating out this portion of the work, and awarding it to another vendor would cause undue delay and disruption of police operations and the job as a whole. In order for the work to be done efficiently and economically, furniture and equipment moves must be coordinated with carpet installation, and flooring must be jointed with carpeting seamlessly. t 99- 267 tV. V - s Based upon the low percentage (29%) of the contract award for flooring, the undue delay, and the logistical difficulties in seamlessly installing the flooring and carpeting, the Police Department is requesting (a) that you make a finding that it is not practicable or advantageous to the city to award the flooring contract to a different vendor and (b) that you recommend to the City Commission that the competitive sealed bidding methods be waived and (c) that the furnishing and installation of the flooring be awarded to Duffy and Lee Co. w DHW:WEO:ll �u. 99- 267 11 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Donald H. Warshaw � r, r- 1 ,• TO: City Manager DATE: , " .. v. •_ FILE SUBJECT: Police Department Carpeting And Flooring FROM: William E. O'Brien REFERENCES: Chief of Police ENCLOSURES: During 1998, the police department began the lengthy process of replacing the existing carpeting and flooring throughout the building. Duffy and Lee Co., one of the qualified vendors awarded the State of Florida contract under number 360-240-97-1, was selected because of their experience and expertise in handling large institutional flooring contracts. This is an extensive contract involving the installation of approximately 7,187 square yards of carpeting and 3,000 square yards of flooring. Since the decision to award Duffy and Lee Co. the contract for the main police headquarters building, it has come to our attention that vinyl flooring is not included on the state contract. As you can see by the figures above, vinyl flooring is only 29.5 % of the job. Separating out this portion of the work, and awarding it to another vendor would cause undue delay and disruption of police operations and the job as a whole. For the work to be done efficiently and economically, furniture and equipment moves must be coordinated with carpet installation, and flooring must be joined with carpeting seamlessly. Section 18-79, entitled, "Competitive sealed bidding," of the Code of the City of Miami authorizes the waiving of competitive sealed bidding methods when they are not practicable or advantageous. Based upon the low percentage of the contact award for flooring, the undue delay, and the logistical difficulties in seamlessly installing the flooring and carpeting, the police department is requesting (a) that you make a finding that it is not practicable or advantageous to the city to award the flooring contract to a different vendor and (b) that you recommend to the city commission that the competitive sealed bidding methods be waived and (c) that the furnishing and installation of flooring be awarded to Duffy and Lee Co. PROVED Donald . ars taw City Manager WEO:tjr 99- 26'7 a T P 71. N TO: Donald H. Warshaw City Manager FROM: William E. O'Brien Chief of Police CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE : �, FILE: SUBJECT: Replacement of Flooring And Carpet REFERENCES: ENCLOSURES: The Police Department has verified that funds are available from the Department of Management & Budget, for the procurement of replacement flooring and carpet, in an amount not to exceed $450,000, from the Capital Improvement Program Budget, Project Numbers 312015.299401.6.830 ($400,000) and 312025.299301.6.830 ($50,000). BUDGETARY REVIEW AND APPROVAL J • 9 Luie BrenKan, Interim Director Department of Management & Budget WEO:ll CAPITAL IMPROVEMENT APPROVAL Pilar Sa • -Butler, Ad mistrator Capit mprovement Program Department of Management & Budget 99- 267 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Walter J. Foeman DATE: FILE: LEG 7-2 City Clerk SUBJECT: Request to Publish Notice for Public Hearing FROM: Major JorgmLmr'esa REFERENCES. Commander Business Management Section ENCLOSURES: Please make arrangements to publish a Notice of Public Hearing for objections to the waiving of the requirements for formal sealed bids for the fiunishing and installation of flooring service, from Duffy & Lee Co. Attached is the advertisement. The date and time of this public hearing will be Z at o a a.m. ;4! APPROVED Elvi Gallastegui-Alonso Agenda Coordinator JLM:ll Attachment h'• CITY OF MIAMI NOTICE TO THE PUBLIC — A public hearing will be held by the City Commission of the City of Miami, Florida on at a.m. in the City Commission Chambers at City Hall, 3500 Pan American Drive, Miami, Florida, for the purpose of considering a waiver of the requirements of obtaining sealed bids for the furnishing and installation of flooring service by Duffy & Lee Co. This item is provided by Duffy & Lee Co., at a cost not to exceed $85,000.00. Inquiries from other potential sources of such a package who feel that they might be able to satisfy the City's requirements for this item may contact Martin Garcia at the City of Miami Police Department (305) 579-3491. All interested persons are invited to appear and may be heard concerning such proposed waiver and purchase. The hearing will be held at the time and place specified above. Should any person desire to appeal any decision of the City Commission with respect to any matter considered at this hearing, that person shall ensure that a verbatim record of the proceeding is made, including all testimony and evidence upon which any appeal may be based. Walter Foeman City Clerk Miami, Florida 99- 267 I AWARDED UNDER STATE OF FLORIDA CONTRACT NO.360-240-97-1 & WAIVING COMPETITIVE BIDDING METHODS ITEM: DEPARTMENT: TYPE OF PURCHASE: REASON: RECOMMENDATION: AwazdUnderStateContracts lkl. Carpet and Flooring (Furnishing and Installation) Police Short Term The existing flooring is over 15 years old at the Department of Police Headquarters Building and due to its poor condition, it has become a health hazard. It is recommended that award be made to Duffy and Lee Company for the purchase and installation of carpet, awarded under State of Florida Contract No. 360-240-97-1; in addition, waiving the requirements for competitive sealed bidding methods and authorizing the purchase and installation of flooring from Duffy and Lee Company based upon a written finding by the City Manager that it is not practicable or advantageous to the City to award the flooring contract to a different vendor. 99- 267