HomeMy WebLinkAboutR-99-0725J-99-764
9/17/99
RESOLUTION NO. 01 (1 — M22
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A RESOLUTION, WITH ATTACHMENT(S), OF THE
MIAMI CITY COMMISSION, BY A FOUR -FIFTHS
(4/5TH5) AFFIRMATIVE VOTE, RATIFYING,
APPROVING AND CONFIRMING THE CITY MANAGER'S
FINDING OF AN EMERGENCY, WAIVING COMPETITIVE
SEALED BIDS, AND APPROVING THE EXECUTION OF A
PROFESSIONAL, SERVICES AGREEMENT, IN
SUBSTANTIALLY THE ATTACHED FORM, WITH HOWARD
DESIGN GROUP, INC., IN THE AMOUNT OF $18,000,
FOR THE DEVELOPMENT OF SPECIFICATIONS, REVIEW
AND EVALUATION OF VENDOR RESPONSES, AND OTHER
PROFESSIONAL SERVICES NECESSARY FOR THE
RENOVATION OF FLOORING IN VARIOUS FIRE
STATIONS, FOR THE DEPARTMENT OF FIRE -RESCUE;
ALLOCATING FUNDS THEREFOR IN THE AMOUNT OF
$15,500 FROM COMMUNITY DEVELOPMENT BLOCK
GRANT (CDBG) FUNDS, PROJECT NO. 799650,
ACCOUNT NO. 459325-52, APPROPRIATED IN
CAPITAL IMPROVEMENT PROGRAM (CIP), PROJECT
NO. 313300 AND THE AMOUNT OF $2,500 FROM CIP
PROJECT NO. 313302, "FIRE STATION AND
BUILDING RENOVATIONS", ACCOUNT
NO. 289401.850, FUNDED BY THE FIRE
ASSESSMENT.
WHEREAS, the Department of Fire -Rescue has an emergency need
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to refinish or replace the flooring in several fire stations; and
WHEREAS, the existing flooring in these fire stations has
deteriorated creating a safety hazard; and
WHEREAS, these conditions pose a health hazard presenting an
environment conducive to mold growth and insect infestations; and
WHEREAS, it was imperative to give this project emergency
ATTACHME44T (S)
CONTAINED
crry COWMSSrox
MEr,TINC OF
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1S.so:utwn No.
! attention to eliminate the cited hazards and to install flooring
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that meets health and safety standards; and
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WHEREAS, procurement of the professional services of a
design firm was necessary to implement and supervise these
renovations; and
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WHEREAS, informal quotes were received from three firms and
Howard Design Group, Inc. was deemed to be the lowest, most
responsive and responsible respondent and the City Manager
authorized the emergency execution of a contract with said firm;
and
WHEREAS, it is now in order to ratify, approve and confirm
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the City Manager's action in authorizing the emergency execution
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of the above agreement with Howard Design Group, Inc.; and
WHEREAS, funding in the amount of $15,500 is available from
Community Development Block Grant (CDBG) funds, Project'
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l No. 799650, Account No. 459325-52, appropriated'in' Capital
! Improvement Program (CIP), Project No. 313300, and'an amount of
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$2,500 from CIP Project No. 313302, "Fire Station and Building
Renovations", Account No. 289401.850, funded by the Fire
Assessment;
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NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
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OF MIAMI, FLORIDA:
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Section 1. The recitals and findings contained in the
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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, the City Manager's finding of
an emergency, waiving the requirements for competitive sealed
bids, and approving the execution of a professional services
agreement, in substantially the attached form, with Howard Design
Group, 112c., in an amount not to exceed $18,000, for the
development of specifications, review and evaluation of vendor
responses, and other professional services necessary for the
renovation of flooring in various fire stations, for the
Department of Fire -Rescue, is hereby ratified, approved and
confirmed, with funds therefor hereby allocated in the amount of
$15,500 from Community Development Block Grant (CDBG) funds,
Project No. 799650, Account No. 459325-52, appropriated in
Capital Improvement Program (CIP), Project No. 313300, and an
amount of $2,500 from CIP Project No. 313302, "Fire Station and
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Building Renovations", Account No. 289401.850, funded by the Fire
Assessment.
Section 3. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.1/.
PASSED AND ADOPTED this 28th day of �ptember 1 1999.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate apnrr s-1 of
this legislation by signing it in the desicnated pla.c:
becomes effective with the elapso of ter. (10) da,rs from 0-1:-_ cjLI: , ci :;c;rr. cn
regarding same, without the Mayor ici ' ato.
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ATTEST: �41 Iter . F eman, City Clerk
WALTER J. FOEMAN
CITY CLERK -
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APPED AS' 0 -ARM CORRECTNESS :t/
7' ATTORNEY
731:RCL:hdb
1J 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.
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o_tt G3 AUG -2 A'i if: 22
PROFESSIONAL SERVICES AGREEMENT
This Agreement is entered into this 167 tday ofae4 tljr 199c7 (but effective as of
4. v.- by and between the City of Nliami, a municipal corporation of the State
of Florida ("City") and The Howard Design Group, Inc., a Florida corporation ("Provider").
A. The City is in need of a professional design service to develop and draft
specifications, identify potential providers, review and evaluate bids, supervise labor and
material quality, and attend all meetings pertaining to the replacement/refinishing of flooring in
Fire Station Nos. 2, 3, 4, 5, 6, 7, 8, 9, 10, and 12, for the City of Miami Department of
Fire -Rescue. ("Services').
R. Provider possesses all necessary qualifications and expertise to perform the
Services.
C. The City wishes to engage the services of Provider, and Provider wishes to
perform the services for the City.
D. The Commission of the City of Miami, by Resolution No.
adopted on _ , 199+, authorized the City Manager to execute a contract with
Provider under the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and promises herein
contained, Provider and the City agree as follows:
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TEAMS:
1. KI?CI"I':�Lti: 1 he recital, are true and correct and are hereb% incorporated into ,md made
a part of this ,\grecment.
2. TER,tii: The term of this Agreement shall be from the date of contract execution to
the completion of the Project commencing on the effective date hereof.
3. OPTION TO EXTEND: There will be no provisions to extend this contract.
4. SCOPE OF SERVICE:
A. Provider agrees to provide the Services as specifically described, and subject to
the special terms and conditions set forth in Attachment "A" hereto, which by this reference is
incorporated into and made a part of this Agreement.
B. Provider represents and warrants to the City that: (i) it possesses all
qualifications, licenses and expertise required for the performance of the Services; (ii) it is not
delinquent in the payment of any sums due the City, including payment of permits fees,
occupational licenses, etc., nor in the performance of any obligations to the City, (iii) all
personnel assigned to perform the Services are and shall be, at all times during the term hereof,
fully qualified and trained to perform the tasks assigned to each; and (iv) the Services will be
performed in the manner described in Attachment "A".
5. COMPENSATION:
A. The amount of compensation payable by the City to Provider shall be based on
the rates and schedules described in Attachment "B" hereto, which by this reference is
incorporated into this Agreement; provided, however, that in no event shall the amount of
compensation exceed S 18,000 for the Project.
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within dirty ti%e (4-5) da%s titer receipt of Provider's invoice. which shall he accompanied by
sufficient supporting documentation and contain sufficient detail. to allow a proper audit of
expenditures, should City require one to be performed.
6. OWNERSHIP OF [DOCUMENTS: Provider understands and agrees that any
information, document, report or any other material whatsoever which is given by the City to
Provider or which is otherwise obtained or prepared by Provider pursuant to or under the teens
of this Agreement is and shall at all times remain the property of the City. Provider agrees not to
use any such information, document, report or material for any other purpose whatsoever without
the written consent of City, which may be withheld or conditioned by the City in its sole
discretion.
7. AUDIT AND INSPECTION RIGHTS:
A. The City may, at reasonable times, and for a period of up to three (3) years
Mowing the date of final payment by the City to Provider under this Agreement, audit, or cause
to be audited, those books and records of Provider which are related to Provider's performance
under this Agreement. Provider agrees to maintain all such books and records at its principal
place of business for a period of three (3) years after final payment is made under this
Agreement.
B. The City may, at reasonable times during the term hereof, inspect Provider's
facilities and perform such tests, as the City deems reasonably necessary, to determine whether
the goods or services required to be provided by Provider under this Agreement conform to the
terms hereof, if applicable. Provider shall make available to the City all reasonable facilities and
assistance to facilitate the performance of tests or inspections by City representatives. All tests
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18-9; and 18-90 of the Code of the City of Miami. Florida. as snipe nw% he amended or
supplCnnnted, from time to time.
8. AWARD OF AGREEMENT: Provider represents and warrants to the City that it
has not employed or retained any person or company employed by the City to solicit or secure
this Agreement and that it has not offered to pay, paid, or agreed to pay any person any fee,
commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection
with, the award of this Agreement.
9. PUBLIC RECORDS: Provider understands that the public shall have access, at all
reasonable times, to all documents and information pertaining to City contracts, subject to the
provisions of Chapter 119, Florida Statutes, and agrees to allow access by the City and the public
to all documents subject to disclosure under applicable law. Provider's failure or refusal to
comply with the provisions of this section shall result in the immediate cancellation of this
Agreement by the City.
10. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: Provider
understands that agreements between private entities and local governments are subject to certain
laws and regulations, including laws pertaining to public records, conflict of interest, record
keeping, etc. City and Provider agree to comply with and observe all applicable federal, state
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and local laws, rules, regulations, codes and ordinances, as they may be amended from time to
time.
It. INDEMNIFICATION: Provider shall indemnify, defend and hold harniless the
City and its officials, employees and agents (collectively referred to as "Indemnitees") and each
of them from and against all loss, costs, penalties, fines, damages, claims, expenses (including
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i or death of an\ person or damage to or destruction or lcTs.,, of mvl property an-mi_ out ot,
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resulting from. or in connections with (i) the performance or non-performance of the services
contemplated by this :agreement which is or is alleged to be directly or indirectly caused, in
whole or in part. by any act. omission, default or negligence (whether active or passive) of
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Provider or its employees, agents or subcontractors (collectively referred to as "Provider"),
regardless of whether it is, or is alleged to be, caused in whole or part (whether joint, concurrent
or contributing) by any act, omission, default or negligence (whether active or passive) of the
Indemnitees, or any of them or (ii) the failure of the Provider to comply with any of the
paragraphs herein or the failure of the Provider to conform to statutes, ordinances, or other
regulations or requirements of any governmental authority, federal or state, in connection with
the performance of this Agreement. Provider expressly agrees to indemnify and hold harmless
the Indemnitees, or any of them, from and against all liabilities which may be asserted by an
employee or former employee of Provider, or any of its subs ontractors, as provided above, for
which the Provider's liability to such employee or former employee would otherwise be limited
to payments under state Workers' Compensation or similar lays.
12. DEFAULT: If Provider fails to comply with any term or condition of this Agreement,
or fails to perform any of its obligations hereunder, then Provider shall be in default. City shall
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pay Provider for all work performed by Provider prior to default and such payments shall be
nonrefundable. Upon the occurrence of a default hereunder the City, in addition to all remedies
available to it by law, may immediately, upon written notice to Provider, terminate this
Agreement. Additionally, any advancements or other compensation paid by the City to Provider
! for services which are the subject of the default shall be immediately returned to the City.
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Provider understands ,ind ,iurees that termination of this .f reelllelll under till. ,k:,-;;0n '11,111 not
release 1'ro�idcr Front atiN obligation accruing prier to the ,O ctl%e date of terntan,itton. Should
Provider be unable; or unwilling%to commence to perform the Services within the time provided
or contemplated herein, then, in addition to the foregoing. Provider shall be liable to the City for
all expenses incurred by the City in preparation and negotiation of this agreement, as well as all
costs and expenses incurred by the City in the re -procurement of the Services, including
consequential and incidental damages.
13. RESOLUTION OF CONTRACT DISPUTES: Provider understands and agrees that
all disputes between Provider and the City based upon an alleged violation of the terms of this
Agreement by the City shall be submitted to the City Manager for his/her resolution, prior to
Provider being entitled to seek judicial relief in connection therewith. In the event that the
amount of compensation hereunder exceeds $4,500, the City Manager's decision shall be
approved or disapproved by the City Commission. Provider shall not be entitled to seek judicial
relief unless: (i) it has first received City Manager's written decision, approved by the City
Commission if the amount of compensation hereunder exceeds $4,500; or (ii) a period of sixty
(60) days has expired, after submitting to the City Manager a detailed statement of the dispute,
accompanied by all supporting documentation (90 days if City Manager's decision is subject to
City Commission approval); or (iii) City has waived compliance with the procedure set forth in
this section by written instntments, signed by the City Manager. In the event that Provider seeks
judicial relief, costs and attorney fees shall be assessed as provided by Statute or court order.
14. CITY'S TERMINATION RIGHTS:
A. The City shall have the right to terminate this Agreement, in its sole discretion, at
any time, by giving written notice to Provider at least five (5) business days prior to the effective
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date ol'such ternmiatt t, In such tite t..'tt% "hull p.t% to Prot ider compensatimi I'tir scr%ices
rendered and cxpcn.sca incurred prier to the ef'tecti%e date ol'termination. In no e\,cnt shall the
City be liable to Pro, ider tor any additional compensation, other than that pro\,ided herein, or for
any consequential or incidental damages.
B. The City shall have the right to terminate this Agreement, without notice or
liability to Provider, upon the occurrence of an event of default hereunder. In such event, the City
shall not be obligated to pay any amounts to Provider and Provider shall reimburse to the City all
amounts received while Provider was in default under this Agreement.
15. INSURANCE: Provider shall, at all times during the term hereof, maintain such
insurance coverage as may be required by the City. All such insurance, including renewals, shall
be subject to the approval of the City for adequacy of protection and evidence of such coverage
shall be furnished to the City on Certificates of Insurance indicating such insurance to be in force
and effect and providing that it will not be canceled during the performance of the services under
this contract without thirty (30) calendar days prior written notice to the City. Completed
Certificates of Insurance shall be filed with the City prior to the performance of services
hereunder, provided, however, that Provider shall at any time upon request file duplicate copies
of the policies of such insurance with the City.
If, in the judgment of the City, prevailing conditions warrant the provision by Provider of
additional liability insurance coverage or coverage which is different in kind, the City reserves
the right to require the provision by Provider of an amount of coverage different from the
amounts or kind previously required and shall afford written notice of such change in
requirements thirty (30) days prior to the date on which the requirements shall take effect.
Should the Provider fail or refuse to satisfy the requirement of changed coverage within thirty
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t ;ttl,Jat I .1It�kt,in,_ tli.: t'it .'s v,ritten n,1ttits+ntract shall be C0111,1.IMLI tcrnnnated ,ttt cite
date the rCLJUired ch.nlgc in polic% co%erage �Wllld othcr%�lse take efl�ct.
16. NONDISCRIMINATION: Provider represents and warrants to the City that Provider
does not and �01 not engage in discriminatory practices and that there shall be no discrimination
in connection with Provider's performance under this Agreement on account of race, color, sex,
religion, age, handicap, marital status or national origin. Provider further covenants that no
otherwise qualified individual shall, solely by reason of his/her race, color, sex, religion, age,
handicap, marital status or national origin, be excluded from participation in, be denied services,
or be subject to discrimination under any provision of this Agreement.
17. MINORITY AND WOMEN BUSINESS AFFAIRS AND PROCUREMENT
PROGRAM: The City has established a Minority and Women Business Affairs and
Procurement Program (the "M/WBE Program") designed to increase the volume of City
procurement and contracts with Blacks, Hispanic and Women -owned business. The M/WBE
Program is found in Ordinance No. 10062, a copy of which has been delivered to, and receipt of
which is hereby acknowledged by, Provider. Provider understands and agrees that the City shall
have the right to terminate and cancel this Agreement, without notice or penalty to the City, and
to eliminate Provider from consideration and participation in future City contracts if Provider, in
the preparation and/or submission of the Proposal, submitted false of misleading information as
to its status as Mack, Hispanic and/or Women owned business and/or the quality and/or type of
minority or women owned business participation.
18. ASSIGNMENT: This Agreement shall not be assigned by Provider, in whole or in
part, without the prior written consent of the City's, which may be withheld or conditioned, in
the City's sole discretion.
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I'll ('ES: AH nt+tices or other communicatrun: rcquu•ed under this :\�_recitient ,hall
be in m ruing and shall be given by hand -delivery or by registered or certified U.S. Mail. return
receipt requested. addressed to the other party at the address indicated herein or to such other
address as a party may designate by notice given as herein provided. Notice shall be deemed
given on the day on which personally delivered; or, if by mail, on the fifth day after being posted
or the date of actual receipt, whichever is earlier.
TO PROVIDER: TO THE CITY:
Mr. Jeffrey Howard Chief C. A. Gimenez, Director
The Howard Design Group, Inc. Department of Fire -Rescue
2801 Florida Avenue 444 S.W. 2" Avenue
Coconut Grove, FL 33133 Miami FL 33130
20. MISCELLANEOUS PROVISIONS:
A. This Agreement shall be construed and enforced according to the laws of the State
of Florida.
B. Title and paragraph headings are for convenient reference and are not a part of this
Agreement.
C. No waiver or breach of any provision of this Agreement shall constitute a waiver
of any subsequent breach of the same or any other provision hereof, and no waiver shall be
effective unless made in writing.
D. Should any provision, paragraph, sentence, word or phrase contained in this
Agreement be determined by a court of competent jurisdiction to be invalid, illegal or otherwise
unenforceable under the laws of the State of Florida or the City of Miami, such provision,
paragraph, sentence, word or phrase shall be deemed modified to the extent necessary in order to
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coal► rm %%ilh itich la�%s. or it'not modillahle, then same sh;tll he deetitell ne�er,tl►L . ,utd In either
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e%cnt. the rcmaininL terms and provisions u('this Agreement :;hall rentaiu unmodified and in till)
turce and etfect or limitation Ot i[s use.
E. This Agreement constitutes the sole and entire agreement between the parties
hereto. No modification or amendment hereto shall be valid unless in writing and executed by
properly authorized representatives of the parties hereto.
21. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties
hereto, their heirs, executors, legal representatives, successors, or assigns.
22. INDEPENDENT CONTRACTOR: Provider has been procured and is being
engaged to provide services to the City as an independent contractor, and not as an agent or
employee of the City. Accordingly, Provider shalt not attain, nor be entitled to, any rights or
benefits under the Civil Service or Pension Ordinances of the City, nor any rights generally
afforded classified or unclassified employees. Provider further understands that Florida
Workers' Compensation benefits available to employees of the City are not available to Provider,
and agrees to provide workers' compensation insurance for any employee or agent of Provider
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rendering services to the City under this Agreement.
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i 23. CONTINGENCY CLAUSE: Funding for this Agreement is contingent on the
availability of funds and continued authorization for program activities and the Agreement is
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i subject to amendment or termination due to lack of funds, reduction of funds and/or change in
regulations, upon thirty (30) days notice.
24, ENTIRE AGREEMENT: This instrument and its attachments constitute the sole and
only agreement of the parties relating to the subject matter hereof and correctly set forth the
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rights, dutieN. and ohliLAtion, of each to the other ,i, ol' it, klate, ran` prior agreement, promises.
ncgotwt ions, or representations not expressly set torth in this ,agreement are of no turce or effect.
25. COUNTERPARTS: This Agreement may be executed in two or more counterparts,
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each of which shall constitute an original but all of which, when taken together, shall constitute
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one and the same agreement.
26. APPROVAL BY THE OVERSIGHT BOARD: The State of Florida has appointed an
Emergency Financial Oversight Board (the "Oversight Board") which is empowered to review
and approve all pending City of Miami contracts. As a result, contracts shall not be binding on
the City until such time as they have been approved by the Oversight Board. Execution of this
Agreement by the City Manager shall constitute evidence of its approval by the Oversight
27. SPEC'rAIL MSURANCE AND INDEMNMCATION RIDER: Please initial if
applicable: ❑ ❑
IN WITNESS
WHEREOF. the Iru . 11eretU .►e
C e.auaed this instrument to he
executed by their respective officials thereunto duly authorized. this the day and year above:
written.
"City -
CITY OF MIAMI. a municipal
ATTEST: corA
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3 W er J. r• man, City Clerk Dos aw, City Manager
,• •, "Pro er" r'
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ATTEST:
The Design Group, Inc.; . , a, ,,Florida
Corpo lion .
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Print Name: S"raJe war
Title: Acting Chief Operations Officer Title: Preside
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APPROVED T AND APPROVED AS TO INSURANCE
CORRE REQUIREMENTS:
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EJ O VILA.RELLO MARIO SOLDEVILLA
ity ttorney Administrator
Risk Management
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ATTACHMENT ''A''
Scope of Service
Special Terms and Conditions
The Howard Design Group, Inc.
SCOPE OF SERVICE:
The services to be provided by The Howard Design Group,
Inc.,•(Designer) shall be as follows:
1.Draft specifications for the procurement of flooring
materials and supplies, and installation of same at
Fire Stations Nos. 2, 3, 4, 5, 6, 7, 8, 9. 10, and
12 (the "Project'') for the City of Miami,
Department of Fire -Rescue.
2.Identify potential bidders for the Project.
3.Review and evaluate all bids submitted for the
Project with the Department of Fire -Rescue.
4.Supervise all labor and as.sure the quality of
materials provided by the successful vendors.
I 5.Attend all meetings as required concerning the
progress of the Project.
ATTACHMENT ` ` S •'
Compensation
The HowarA Design Group, Inc.(Designer)
COMPENSATION:
In compensation for the services outlined in Attachment
"A'' hereof, the Designer shall receive a fee based upon
nine percent (W * of the cost of materials and labor
purchased for the Project. This fee shall be paid upon
receipt of invoice upon completion of each installation
phase per fire station. However, in no event shall the
amount of compensation exceed $18,000.
The Designer shall be provided a copy of all bids received.
The Designer shall review bids for labor coats and has the
option to reduce the fee on such costs as the Designer deems
fair.
* Said 9t is based upon a budget of $200,000.
y.
CON . RACT REVIEW AND ANAL .,iS FORM
ATTACH SUPPORTING DOCUMENTS
AUgUSt 1999
DLPARTMENT/13111VIS1ON: !ire Res�ur, Suhl,urt 5cr� icrs Division 1 I j
CONTACT PERSON/CONTACT NUMBER: Ass't. Chief Wm. Bryson, 416-1608, Carol Kelsey, 416-1651
CONTRACTING ENTITY: I-ion;•artWcsign Group, Inc.
RESOLUTION NUMBER: BID/PROJECT NUMBER:
(IF APPLICABLE)
BUDGETARY INFORMATION: Are funds fiudgctc�r ?_ _X_ YES ❑ NO If yes,
TOTAL DOLLAR AMOUNT: $18,000 X EXPENSE ❑ REVENUE
SOURCE OF rUNDS CDBG Project No. 799650, account no. 459325.52 and CIP Project No. 313302, account no.
289401.850
If grant funded, is there a City match requirement? ❑ YES _ NO AMOUNT: N/A
Arc matching funds Budgeted? ❑ YES ❑ NO Account Code(s):
TERMS OF CONTRACT:
Effective Date:
Escalating Clause, if any:
Contract Period (s):
Penalties, (if any), for termination:
Payment terms:
If grant funded, list restrictions/requirements, if applicable:
SUMMARY DESCRIPTION OF CONTRACT OR AGREEMENT
Is this an extension? ❑ YES x NO
If YES, actual expenditures in previous contract'Year $
Description: To develop specs, review bids, supervise labor for procurement and installation of flooring in
ten fire stations.
JUSTIFICATION FOR CONTRACT OR AGREEMENT
(Include why it is needed, consequences if not authorized or approved and tirne constraints, if any.)
The procurement and installation of flooring in ten fire stations is an integral part of emergency
renovations being accomplished to eliminate health and safety hazards at the cited stations.
METHOD OF PURCHASE (If applicable)
❑ Telephone quotes _ Single Purchase
❑ Written quotes ❑ Short -Term Contract
❑ Negotiated Purchase ❑ Term of Contract
❑ Sole Source (include documentation) ❑ Lease (Type: )
❑ Bid Waiver (include docuumentation) ❑ Other
❑ Formal Bid/Proposal (include bid tabulation/proposal ranking)
PREVIOUS AWARDS OF BIDS (IF APPLICABLE)
From most recent: 1)
APPROVAL: _ ATE:
3
4n arshaw, Cit panager
APPROVAL: ATE:
�nancial Over �t Board
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')NTRACT REVIEW AND At (SIS FORM
ATTACH SUPPORTING DOCUMENTS
l DATE. 3 August 1'499
DEPAKI'`tEN-r/Dlvisio.N
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1CONT'RACTING ENTITY:
i R.ESOLUT1ON Ni. MBER:
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.�L�tk3tR: Au'x. Chief A rn. Bryjon, 416-1638, carol Kelsey, 416•IeSI
1toward Design Group, Inc.
1 1D/PROJECT NUMBER: 1
(IF APPLICABLE) 1
C?G `l'1iR�lPiFO �'iA�'i ,N: re un a u ec _�� yes,
TOTAL DOLLAR AMOUNT: $18,00C x EXPENSE [] REVENI-'H
souitcE of FUnrs, CDBG Project No. 74965C, mccount no. 459325-52 and C!<P Project No. 313302, account no.
219401.850
If g-ar.E tussled, , -he: e a Cicv match requirement? ❑ YES _ NO AbIOL T: N/A
Are matclaing iunds Budgeted? 0 YES 0 NO Account Code(s).
TER.WS OF CONTRA
Effective Date:
Escalating Clause, if any:
Contract Period (s):
Penalties, (if arty), for termination'.
Payment terms:
If grant funded, list restrictiorm/reaui.reawnts, if applicable:
Y MMM
Is this an extension? 0 YES x NO
If YES, actual expenditure: in pasrvious aotstiact Year $
Description: To develop specs, relview bids, supervise labor for procaremeat and ittst4lation of flooring its
ten fire stations.
JUSTIFICATION FOR CONTRACT OR AGRWW"ENT"
(L,e" why a: is wedod, camaqu neea J not W. 4& cited at approved vA time con urairim if any)
The procurement and installation of flooring in test fire ststions is as integral put of emergency
renovations being accomplished to elian4ute health and safety hasarcis at the cited stations.
METHOD OF PURCHASE (If 4pplicable)
Q Teiephene Voter Single Parquet
❑ Written quotes Q ShoraTenn Contract
O NegotiaW Purchase ❑ Tarns of Conuacs
❑ Sow Source (indude d01AUnentaxioa3) : ❑ Ycaas (T,vpe:. i
Q Did Waiver (O Other
C] Form4 Bict, Frcposal (include bid mbutuion/propotal ranking)
PREVIZ5119 A o ID tIF A3'PLIG►BLE)
From :non:ecanr, f)
1)
3)
) APPROVAL:
APPROV
Overs
DATE:
DATE:
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CITY OF MIAMI. FLORIDA
- INTER -OFFICE MEMORANDUM
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Honorable Mavor and FILE DATE SEP 1 7 i99-0 --
. °`1�"' FM-046
Members of -the Citv Commission
SUBJECT: Ratify. Approve, Confirm Contract:
1
Howard Design: Fire -Rescue
FROM:
olafl�« ars I m N v REFERENCES Commission Meeting 9/28/99
}
Citv Manager
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ENCLOSURES
Resolution, Contract
RECOi<IAIEND.ATION
It is respectfully recommended the Cite Commission adopt the attached Resolution ratifying, approving.
and confirming-, the Cite Nlana-er's finding of an emer-ency. Nvaivin1_1 the requirements for competitive
sealed bids, and approving the execution of a Professional Services Agreement with Howard Design
Group. Inc. Said firm %\ill develop specifications. review and evaluate vendor responses, and perform
other professional services necessan, to renovate flooring in several Department of Fire -Rescue fire
stations. The compensation for these services is $18.000. based upon 9% of a total renovation figure of
$200,000.
Funding is available from the following sources: $15.500 from Communit} Development Block Grant
(CDBG) funds, Project No. 799650, Account No. 45932'5-52. appropriated in Capital Improvement
Program (CIP). Prn-)ject No. 3 13300 and, $2.500 from CIP Project No. 313302, "Fire Station and Building
Renovations". Account No. 289401.850. funded by the Fire Assessment.
BACKGROUND
i
The flooring in several City of Miami fire stations is in a state of advanced deterioration. Many terrazzo 1
and tile floors are cracked. chipped, discolored, and unstable. Carpeting is worn, soiled, and threadbare in r
many areas. These conditions are hazardous to the health and safety of station personnel and it is
imperative the situation be remedied immediately. Previously, budgetary constraints deferred these i
renovations. Funding is now available from specified CDBG funds and the Fire Assessment to resolve
i
these problems.
The emergency procurement of a design firm to define project parameters, draw up specifications, review
and evaluate vendor responses, and perform other necessary renovation services was an immediate
priority.
Informal quotes were received from three firms and it was determined that Howard Design Group, Inc.
was the most responsive and responsible respondent.
S
Enc. )
DH W/CAG//M LK/W W B/csk
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FM.046.doc
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4La-03-9e 02:370M Ftw C17Y 4F M AMI CITY MMAGEPS OFFICE 3051Is* 0'9 T<999 PAW! F-199 !
Judy S. Carter, Director
Department of Purchasing
/Ll
,'/CrLhlef C.Almenez, Director
aoa Departmen of Fire -Rescue
� TY OF 411,41f1. rLUFILA
INTER -OFFICE MEMORANDUM
June 21, 1999 FILE
s..2JE_ T Consulting Services for
Fire Station Floor
Replacement
REFERENCES
t:N„O: ORES
Attached you will find a memo signed by the City Manager authorizing the emergency replacement
or Fire Stadon Flooring. The department does not have the technlcal expertise to develop
specifications and to review ail bids submitted as a result, the Department of Flre-Rescue has
determined that there Is a need to acquire professional consulting services.
The Department of Fire -Rescue identified three firms, The Howard Design Group, Brown and Browr.
(Arrhltects) and the Dan McCrea Company requesting written proposals from each of them. Two
of the three firms submitted proposals and the third opted not to submit a proposal.
The Howard Design Group's proposal was a straight 9% mark up of the cost of materials and labor.
Brown and Brown's proposal was a 10% mark up of the cost of materials and labor, plus an
additional $400.00 per station.
Based upon the abose comparison of the two fimts that submitted proposals, the Department has
determined that it would be most advantageous to utilize the Howard Design Group to provide these
services.
The services provided by the Howard Design Group will be:
1. Draft speciflcations for the procurement of flooring materials and supplies and installation of
same at Fire Stations 2,3,4,5,6,7,8,9,10, and 12.
2. Identify potential bidden for project.
3. Revlew and evaluate all bids submitted for project with the Fire Department_
4. Supervise all labor and material quality provided by the successful vendor(s).
5. Attend required meetings for project progress,
For the services outlined above, Howard Design Group shall receive a fee based on 9% of the cost
of materials and labor purchased. This 9% fee would equate to a cost of approx:rnately $1 B4O00,
Attached you will rind wriuen responses for all three firms that were contacted.
CAG/lIL'K7ac
Approval: �� �.� �; t i Yam• �' 1 i 1 1 `, ,,
Date �� rter, P►tc_1sa__� �rec or �
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009- *V2a
IPJTMOFFICE ,1,IEMORANOU11
Donald [1. Warshaw! June 9. 1999
City Manager -
Emergency Purchase, Replace/Refinish
Fire Station flooring
Chief C.A. Gimenez. Director
Department of Fire -Rescue
The Department of Fire -Rescue respectfully requests an emergency purchase to refinish or
replace the flooring in the living areas of its Fire Stations.
The existing flooring at many stations is in very poor condition, and in some stations, in
hazardous condition. Terrazzo flooring is cracked and faded and has not been refinished since it
was initially .installed. In many other stations. tile floors are discolored, cracked, and susceptible
to biohazard problems and require complete replacement. Present carpeting in the fire stations is
old, stained, and separating, creating trip and fall accidents as well as infection control problems.
~' To bring all stations into compliance with health safety standards, the following floor treatments
are necessary:
1) Removal of all existing carpeting
2) Refinishing all terrazzo flooring where possible
3) Replacement of all carpeting with vinyl tile or a hard surface floor
These renovations will result in skid resistant and contamination free flooring that is easy to
maintain.
To accomplish these goals, it will be necessary to increase the initially approved funding for the
flooring renovations from S 120,000 to $225,000. This increase is due to Iarger than anticipated
costs to demolish and remove the old flooring. Also, additional funds will be required to upgrade
the carpeting to a commercial grade type that will wear longer and be more cost efficient in the
future. The proposed upgraded flooring is now in place in Fire Station No. 7 where it is being
wear tested with Qreat results.
The funding sources are also being changed to allocate $190,000 from Community Development
Block Grant (CDBG) Funds, Project No. 799650, Account No. 459325-52,/and
appropriated in CIP Project No. 313300,
IIMM��
FM-025
99- 7251"
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the sum of $35,000 from CIP Project No. 313302. "Fire Station and Building Renovations,"
Account No. 289401.850. funded by the Fire Assessment. Initially, the entire $120.000 was
being allocated from the Fire Assessment. However, a majority of this work is eligible for CDBG
funding which will allow the purchase of other items from the Fire Assessment.
CAG/MLI /1VB/csk
CDBG Approva*Gw—en
alyn a ,Director Date
CIP Approval: r_
Pilar Sa nz- uger. GIP dnunistrator Date
Bud
get Approval: — —Ot4&-9L Acting, Director D
pproval/D' proval:
Donald H. Warshaw, City Manager ate
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RATIFICATION OF
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EMERGENCY
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ITEM:
i
Floor Renovation at several fire stations
DEPARTMENT:
Fire -Rescue
TYPE:
Professional Services Agreement
REASON:
The Department of Fire -Rescue has deteriorated
flooring in several City of Miami fire stations. Many
of the terrazzo and rile floors are cracked, chipped,
discolored, and unstable. Also, carpeting is worn,
soiled, and threadbare in many areas, causing health
and safety hazards of station personnel.
RECOMMENDATION:
it is respectfully recommended that the City
Commission, ratify, approve and confirm by a
four/fifths (4/5th) vote, the City Manager's finding
of an emergency action authorizing the execution of
a Professional Services Agreement with Howard
t
Design Group, Inc., in an amount not to exceed
$18,000 (based upon 9% of a total renovation
figure of $200,000). Funds are allocated from
(CDBG) Project No. 799650, Account Code No.
459325-52 in the amount of $15,500,
j
appropriated in CIP Project No. 313300 and,
$2,500 from CIP Project No. 313302, "Fire
Station and Building Renovations", Account No.
289401.850, funded by the Fire Assessment.
Director Of Pi chasing
AwardRatifyEmr 9 9 — J
a 725