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HomeMy WebLinkAboutR-99-0379J-99-441 5/11/99 RESOLUTION NO. 9 379 A RESOLUTION OF THE MIAMI CITY COMMISSION BY A FOUR -FIFTHS (4/5T11`) AFFIRMATIVE VOTE, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF AN EMERGENCY; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDS AND APPROVING THE EMERGENCY PROCUREMENT OF HOUSING INSPECTION SERVICES FROM TROPICAL HOME AND BUILDING INSPECTIONS, .INC., FOR THE DEPARTMENT OF COMMUNITY DEVELOPMENT; ALLOCATING FUNDS THEREFOR FROM SECTION 8 MODERATE REHABILITATION AND COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAMS, IN THE AMOUNT OF $15,650, TO DEFRAY THE COST OF SAID INSPECTION SERVICES; AND FURTHER AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH TROPICAL HOME AND BUILDING INSPECTIONS, INC., IN A FORM ACCEPTABLE TO THE CITY ATTORNEY. WHEREAS, during the week of November 18-22, 1998, the U.S. Department of Housing and Urban Development (HUD) conducted a Management Review of the City's Section 8 Moderate Rehabilitation Program; and WHEREAS, the Management Review included findings that fifty- nine (59%) percent of the Section 8 housing units failed the Housing Quality Standards (HQS) Inspection; and WHEREAS, the Management Review indicates that the high HQS failure rate may be attributed to the Department of Community cm COMMSSION AUXMG OF J U N 0 8 1999 Resolution No. 99- 79 �tr r- Development's lack of a system and staffing to conduct the required inspections; and WHEREAS, in response to HUD's management review of the Section 8 Program, and the immediate need to implement the City's corrective action plan, the Department of Community Development is required to perform housing inspections on four hundred twenty (420) apartments in the Program; and WHEREAS, this process must be expedited to ensure that the tenants in the City's Section 8 Moderate Rehabilitation Program have safe, decent and sanitary housing; and WHEREAS, due to the current staff shortage, the Department of Community Development has secured four (4) estimates from private inspection companies to perform the HUD mandated inspections; and WHEREAS, Tropical Home and Building Inspections, Inc. provided the City with the lowest estimate of $15,650 to perform the required (HQS) inspections, which includes 420 initial inspections and 200 re -inspections of the City's Section 8 housing inventory; and WHEREAS, funds are available from the Section 8 Moderate Rehabilitation and Community Development Block Grant Programs to cover the cost of said services; and WHEREAS, the City Manager has made a written finding that an emergency existed and authorized the emergency procurement of - 2 - 99 - 979 �.Ar �. ' 7 housing inspections services from Tropical Home and Building Inspections, Inc.; and NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and finding 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 (4/5ths) affirmative vote of the members of. the City Commission, ratifying, approving, and confirming the City Manager's finding of an emergency; waiving the requirements for competitive sealed bids and approving the emergency procurement of housing inspection services from Tropical Home and Building Inspections, Inc., for the Department of Community Development in the amount of $15,650, allocating funds from Section 8 Moderate Rehabilitation and Community Development Block Grant Program to defray the cost of said services. Section 3. The City Manager is authorizedll to enter into an agreement with Tropical Home and Building Inspections, �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 - 3 - 99- 9r9 wF - Inc. in a form acceptable to the City Attorney. Section 4. This Resolution shall become effective immediately upon its adoption and signature of the Mayor./ - PASSED AND ADOPTED this 8th day of June , 1999. JOE CAROLLO, MAYOR In eccardwxe with Miami Code Sec. 2-36, since the Mayor did not indicate approval of this llegmlatbn by signing it in the designated place provided aid legisI ' n now b� fictive with the elapse of ten (10 da rom the date of comm' s!on action fegaRfvg same, without the Mayor rci ing eto. - ATTEST: Wa Foe n, City Clerk WALTER J. FOEMAN CITY CLERK APPROVE A O Eb� CORRECTNESS V D E �-T f A R Y 3468:RCL 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. 4 - 3 99-- 379 klm CITY OF MIAMI, FLORIDA 14 INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members of DATE: "'pY Z 8 ie999 FILE the City Commission SUBJECT: Resolution Ratifying Emergency Purchase of Housing Inspection Services FROM: REFERENCES (6/nald Warshaw City Commission Agenda Item City Manager ENCLOSURES: Meeting of May 25, 1999 RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached resolution ratifying, approving and confirming by a four -fifths (4/5`E') affirmative vote the City Manager's finding of an emergency, waiving the requirements for competitive sealed bids in approving the emergency purchase of housing inspection services from Tropical Home and Building Inspections, Inc. Tropical Home and Building Inspections, Inc. is being retained by the City to perform Housing Quality Standard (HQS) inspections on four hundred twenty (420) apartments listed under the City's Section 8 Moderate Rehabilitation Program. Funds in the amount of $15,650.00 are available from the Section 8 Moderate Rehabilitation and Community Development Block Grant Programs to cover the cost of the required housing inspection services. BACKGROUND: During the week of November 18-22, 1998, a Management Review of the City's Section 8 Moderate Rehabilitation Program was conducted by the Florida State Office of the U.S. Department of Housing and Urban Development (HUD). This review was completed on December 9, 1998, and a letter dated February 25, 1999, from Ms. Karen Cato -Turner, Director of the Office of Public Housing, was forwarded to the City transmitting HUD's findings, observations and recommendations for improving the administration of the Section 8 Moderate Rehabilitation Program. The Management Review included the following HUD findings: o Fifty-nine percent (59% or 10 out of 17) of the Section 8 housing units inspected by HUD failed the Housing Quality Standards (HQS) inspections. • HUD indicates that the high HQS failure rate may be attributed to the Department of Community Development's lack of a system to conduct follow-up inspections. 99- 279 As stated in the February 25, 1999 correspondence from HUD, the City is required to submit a written plan of action to HUD specifying the corrective actions it plans to undertake to resolve the deficiencies identified in the report. As part of the Department of Community Development's need to prioritize, expedite and implement a corrective action plan to address the weaknesses cited in the management review report, there is a critical need for the City to perform HQS inspections for the entire inventory of apartments listed under the Section 8 Moderate Rehabilitation Program, which totals four hundred twenty (420) housing units. Due to current shortage of staff in the Department of Community Development and the need to expedite the required inspections, proposals have been secured from four (4) private inspections companies to perform the HUD mandated HQS inspections. The Department of Community Development recommended Tropical Home and Building Inspections, Inc., since they are able to provide the inspection service needed at the lowest cost. The services to be performed will include four hundred twenty (420) initial inspections and two hundred (200) follow-up inspections of the City's Section 8 housing inventory. The procurement of inspection services is necessary to demonstrate to HUD that the City is serious in its effort to address the issues identified in the Management Review and to demonstrate the City's commitment to provide safe, decent and sanitary housing to Miami residents participating in the aforementioned housing project. The cost for providing the inspection services to the City is $15,650.00. DHW/DB/C3'CW/' H/mb Attachments <Shared/Memosmb/MemoResoHousing[ nspSery ices> 0) INTER -OFFICE M-E1,47RANDU N', Donald H. Warshaw April 6, 1999 City Manager EMERGENCY PURCHASE Housing Inspection Services Gwendolyn C. Warren, Director Y/ Department of Community Development As you are aware, during the week of November 18-22, 1998, a Management Review of the City's Section 8 Moderate Rehabilitation program was conducted by the Florida State Office of the U.S. Department of Housing and Urban Development (HUD). This review was completed on December 9, 1998 and a letter dated February 25, 1999 from Ms. Karen Cato -Turner, Director of the Office of Public Housing was forwarded to the City transmitting HUD's findings, observations and recommendations for improving the administration of the Section 8 Moderate Rehabilitation Program. The following two (2) items were included in the findings and observations of the HUD review: Fifty-nine percent (59 % or 10 out of 17) of the Section 8 housing units inspected by HUD failed the Housing Quality Standards Inspections (HQS); • HUD indicates that the high HQS failure rate may be attributed to the Department's lack of a system to conduct follow up inspections. As stated in the February 25, 1999 letter, the City is required to submit a written plan of action to HUD within thirty (30) days specifying the corrective actions it plans to undertake to resolve the deficiencies identified in the report. As part of the Department's need to prioritize, expedite and implement a corrective action plan to address the weaknesses cited in the management report, there is a critical need to perform HQS inspections for the entire stock of apartments listed in the City's Section 8 Program, which totals 426 units. Due to the current shortage of staff in the Department of Community Development and the need to facilitate and expedite the required inspections, estimates have been secured from four (4) private inspection companies to perform the HUD mandated inspections. r 99- f Donald H. Warshaw April 1. 1999 In response to HUD's management review of the Section 8 Program and the need to implement the City's corrective action plan immediately, the Department of Community Development recommends and requests your approval to secure an outside company to provide housing inspection services on an emergency basis that will include approximately 426 initial inspections and 200 re -inspections of ;the City's Section 8 housing inventory. It is critical to quickly demonstrate to US HUD that the City is serious in its efforts to address the issues identified in the management review. Securing a qualified outside organization immediately to perform the HQS inspections accomplishes this objective. The.estimated cost to provide the inspection services to the City is approximately $15,650.00. If you concur with this recommendation, please sign on the approval line below. The Department of Community Development will prepare an item for ratifying this action at the next available City Commission meeting. APPROVA SAPPRO'VAL: Donald H Warshaw, Ci Manager DHW/ B/GCW/JBH/mgr I4' 99- ;379 I is Proposal for Inspection of Section 8 Housing Initial Company Name Cost Inspection 200 Re -inspection Total Per Unit 426 Units (Est.) C.A.P. Engineering $ 200.00 $ 85,200.00 + $ 40,000.00 = $ 125,000.00 Consultant Inc. Tropical Home and Building $, 25.00 $ 10,650.00 + $ 5,000.00 - $ 15,650.00 Inspection Inc. A.K.G. $ 65.00 $ 27,690.00 + $ 13,000.00 - $ 40,690.00 Inspection Services Dade Home Inspections $ 50.00 $ 21,300.00 + $ 10,000.00 = $ 31,300.00 (One & Two Bedrooms) C.� I 3126/99 O.P. `.. ® C.A.P. Engine(;,.ng Consultants. Inc. March 12, 1999 Ms. Gwendoly C. Warren Director Department of Community Development City of Miami 444 SW 2nd Avenue. 2nd Floor Miami, Florida 33130 Re: Proposal for Professional Service of Inspections of 426 Units - Departments. Dear Ms. Warren: We appreciate the opportunity extended to C.A.P. Engineering Consultants, Inc. by requesting the submittal of this Proposal for Proposal Engineering Service for the above referenced project. The following Scope of Service is based on information that we have received from Mr. Rafael A. Rodriguez and is hereby submitted for your review and approval. Scope of Service Special Inspections This includes the inspection of each unit -apartment based on the items described on the "Inspection Checklist" Form HUD -5258 (9/95) UnitPrice......................................................$200.00 Please note that this proposal does not include services that would be contracted directly by the Owner and coordinated by our office. These may include special test and investigations etcetera.. In addition, any governmental application fees, and permitting fees will be sole responsibility of The City of Miami. 99- 979 `Y a •m n March 12, 1999 Ms.- Gwendoly C. Warren Proposal for Professional Service of Inspections of 426 Units - Departments. Page Two If you find this Proposal acceptable, and wish to direct us to proceed with the aforementioned work, please execute the enclosed copy in the space provided and return to me. This will serve as our Notice to Proceed and upon its receipt we will need 48 hours to prepare the team and then begin working on the Scope of Service described herein. If you have any questions, or wish to discuss this Proposal further, please contact me, at your earliest convenience. Very truly yours, C.A.P. Engineers g Consultants, Inc. ACCEPTED: Mariano . Fernandez, P.E. TITLE: Vice President DATE: MVF/bo c - t.. F %DATACOCAPUMSP 426 undSapt GCW vW 99- 379 i m MPF 12 '99 09:47 TROPICAL City of Miami Community Development Housing Division 444 S.W. 2nd Ave 2nd Floor Miami, Florida 33130 P.02 995 S.W. 69 Avenue s Miami, FL 33144 P.O. Box 4408-54 . Miami, FL 33144 Ph. (305) 266-7666 March 16,1999 We are very pleased to submit a proposal to inspect 426 units for your Housing Division. Our proposed price is $25.00 for each unit to be Inspected and include a completed report on the fora H.U.D.52580. We have a combined experience of over-40 years in the inspection business; with thousands of inspections performed since 1973 for Banks, Mortgage Companies, H.UD., Buyers, Sellers and Fannie Mae for which we are an approved contractor and inspectors for their repossessed properties. Sincerely yours, /2-se F ntes. 99- 379 L- M.WP (4 '?9 07:4? TRQPIF,4L i 1 Ljj7v� - r �� r • R • City of Miami Community Development Housing Division c/o Rafael Rodriguez 444 S.W. 2nd Ave 2nd Floor Miami, Florida 33130 Dear Mr Rodriguez. F'.N2 995 S.W. 69 Avenue . Miami, FL 33144 P.O. Box 440MA • Miami. FL 33144 Ph. (305) 266-7666 April 5, 1999 Thank once more for the opportunity to bid on this job. As you requested on our phone conversation 4/1/99 we are providing a list of clients that we perform services similar to the inspections needed for the 426 Housing Division Units. CHASM: MANHATTAN OCEAN BANK c/o LENDIS POWELL c/o MR. LEON 8500 S.W. 117th RD FLAGLER & 87th AVE, (BRANCH) MIAMI, FLORIDA MIAMI, FLORIDA (3U5) 598-7700 (305) 225-2522 SOVEREIGN TITLE COMPANY C/o REY SANTIAGO 4217 PONCE DE LEON BLVD SUITE C -�.....�.PRAL GAFIFS, FLORIDA 33146 (305) 442-2424 ALEXAND,ER BORELL ATTORNEY AT LAW 9240 SUNSET DR SUITE #230 MIAMI, FLORIDA 33173 (3U5) 275-8825 CONTINENTAL TITLE c/o LILLIAM VOIGT 815 N.W. 57th AVE #150 MIAMI, FLORIDA 33126 (305) 266-9116 JAMES D. BROWN ATTORNEY AT LAW 228 VALENCIA AVE CORAL GABLES, FLORIDA 33134 (305) 445-9038 Thanks for your attention, .cam✓ f2e Fu es } It,. 99- 1379 — w r 4- FROM : AKG 11JSPECT]DN SEPJ]CES PHONE NO. : 305 388 7490 t? d^. / / / `• r —INSPECTION SERVICES CfrjMFIF.D nvspECTORs rN troum FLOMDA SINCE 1981 March 18,1999 City Uf Miami Dept, Of Community Development 444 SW 2nd. Avc. 2nd. Floor Miami, Florida 33130 RE: Complete inspection HUD Houses To: Mr. Rafael A. Rodriquez As per our telephone conversation, after going by and reviewing properties listed, we have come up with a cost or $65.00 per unit. This Amount is based on us performing inspections on all 426 units. In order for us to perfonn inspections, we will need original reports supplies by your Firm to be filled out on each unit. Thank you very much for giving us this opportunity to bid an inspection for these homes. I look forward to working with you in the very new future;. Thank You. RS mittcd,I Jose PeKG Inspection Services, Inc. !AH/ip 13421 S.W. 103` Street, Miami, Florsda 33186 • Telephone; (305) 388-7490, Fax: (305) 386-W7 6'7 9 9 9 - aQ tv+ h FROM AKG INSPECTION SERUICES PHONE NO. 305 38S 7490 Pi KG --- - INSPECTION SERVICES CEK"RW WSAECTOBS IN SOL" M01UDA SINCE 1981 Included with this letter are a list of some of our references: Roberto Morales with Coldwcll Banker Tcl: (305) 557-5300 ext.133 Michael Suarez with Coldwell Banker Tel: (305) 253-2800 ext. 145 Daniel Malkin with Coldwell Banker Tcl: (305) 253-2800 ext. 115 Barbara Nelson with Keyes Co. Tel: (305) 232-2330 ext. 230 Michael Young with Keyes Co. Tel: (305) 232-2330 ext. 255 Jorge Otero P.A. with Tomlin & Tomlin Tel: (305) 267-9000 Yoly Montes with Nouvelle Title Tel: (305) 273-4044 13421 S.W. 1031d Street, Miami, Florida 33186 - Telephone: (305) 388-7490, r"ax: (305) 386-6487 9 9 - 3179 1�- Dade Koine Inspections_ March 12, 1999 City of Miami Community Development/l-lousing Division 444 SW god Avenue, 2nd Floor Miami, FL 33130 Attu: Rafael A. Rodriguez WM -M ptasuant to our telephone discussions regarding our firm invpocting Section 8 Housing (Occupied) Units per information faxed to our office March 11. 1999, we wish to respond with a bid of our fees for this service as follows: HOUSING TYPE OUR FEE One and Two Bedroom Units S50.00 each Three Bedroom Units 565.00 each Four Bedroom Units $75.00 each Our inspection would be reported on HUD Form 52580 and presented to your office accompanied with an invoice for payment due within two (10) days. Dade Home Insppgtions Conditions: I. Our firm would not be responsible for coda enforcement, observation or reporting. 2. All dates and timcs for access to the inspector would be arranged by the "Management Group" (Authority) with cancellations and re -scheduling acceptable to both pasties. 3. Our reporting obligation would be to the City of Miami only. 4. The liability of our firm is limited only to the data and infornwion gcncratod by a physical observation of each unit inspected and prepared on HUD Form 52590. 5. Your acceptance of our bid offer should be directed to this writer within ten (10) days from the date of this bid letter. References: Broward Housing Finance, Ft. Lauderdale, Florida SunTrust Bank, Mortgage Division, Ft Lauderdale. Florida SunTrust Bank, Mortgage Division, Miami, Florida NationsBank (Barnett), Mongage Division, Ft Lauderdale, Florida Bank Atlantic (Mortgage Division), FL Lauderdale, Florida Numerous prominent Real Estate Companies in Dade, Broward and Palm 13=h Counties. Please do not hesitate to contact me should you have any questions or require additional information. Sincerely, D E HONE TNCNS Edward Hess Prrsidcni EH: cl P.O. Box 8276, Ft. Lauderdale, FL 33310-8276 • (305) 668-3044 • Fax (954) 748-5050 -79 Ed Wd0p:60 6667 21 '-JFW OSOS BVL VS6 : 'ON 3NOH6 SN011J3dSN1 dWOH 080MO86 W06.