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Home My WebLink AboutR-98-0047J-98-55 1 /5/98 RESOLUTION NO. � ,—t — 47 A RESOLUTION BY A 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 AWARD OF A CONTRACT TO D. E. GIDI AND ASSOCIATES, FOR THE PROJECT ENTITLED "CITY HALL IMPROVEMENTS, B-6281 " AND RELATED WORK IN THE AMOUNT OF $70,999 FOR THE BASE BID AND ADDITIONAL RELATED WORK IN THE AMOUNT OF $27,000, FOR A TOTAL OF $97,999; ALLOCATING FUNDS THEREFOR FROM CAPITAL IMPROVEMENT PROJECT NO. 311016; FURTHER, AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR THIS PURPOSE. WHEREAS, on September 4, 1997, the City of Miami voters approved the proposed Charter Amendment for an Executive Mayor and five single member Commission districts; and WHEREAS, this Charter Amendment had the effect of adding one new Commissioner to the City Commission, thus creating the need to provide an additional office at City Hall ; and WHEREAS, the general election wherein voters selected new District Commission seats was scheduled for November 4, 1997, and this deadline date did not allow sufficient time to design and construct the new offices following formal bidding procedures; and WHEREAS, the City of Miami has an obligation to provide suitable offices for its elected officials and the City Manager expedited the project by making a finding of an CITY COS MEETING OP, JAN 13 W8 Resolution Na y-- 47 emergency to waive formal bidding procedures so that the offices would be ready for occupancy immediately after the election; and WHEREAS, the Public Works Department prepared bidding documents and received informal bids on October 16, 1997 for the project entitled "City Hall Improvements, B- 6281" and the lowest responsible and responsive bid was submitted by D.E. Gidi & Associates; and WHEREAS, each commissioner was polled and gave verbal approval to award an emergency purchase order for the work, subject to ratification by the City Commission in accordance with Section 18-84 of the City Code, prior to Public Works directing the contractor to start work; and WHEREAS, on October 29, 1997, with the City Manager's approval, the Public Works Department directed the contractor to begin work; and WHEREAS, at the October 28, 1997 Commission Meeting, the City Commission approved Emergency Ordinance No. 11562 establishing Capital Improvement Project No. 311016 "Citywide Facility Renovation and Restoration" and allocated funds in the amount of $182,500 for the new commission offices and related work in the amount of $97,999 for the base bid and related work; and WHEREAS, an emergency purchase order, in the amount of $97,999 needs to be issued to the contract, D.E. Gidi & Associates to cover the costs of the project; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. 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. -r 9 47 Section 2. By a 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 award of a contract to D.E. Gidi & Associates for the project entitled "City Hall Improvements, B-6281 " and related work in the amount of $70,999 for the base bid and additional related work in the amount of $27,000, for a total of $97,999, with funds therefor hereby allocated from Capital Improvement Project No. 311016. Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a purchase order for this work. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 13th day of January , 1998. AT ST- WALTER &,KO5MAN CITY CLERK SUBMITTED BY: JAMES J. Y, DI TOR PUBLIC WORKS D15PARTMENT 992 AVIER L. U REZ, MAYOR 9 81 - 47 BUDGETARY REVIEW: DIPAK PAR H BUDGET & MANAGEMENT ANALYSIS CAPITAL PROJECT REVIEW: PI A AENZ-BUTLER DMINISTRATOR APPROVED AS TO FORM AND CORRECTNESS: A-- p:lNEY W2154: >1 47 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: �7Fr?nkl(.Ro�llason�� interim Administrator RECOMMENDATION JAIv - J , 0 DATE : FILE: SUBJECT : New Commissioner's Office City Hail improvements/1997 REFERENCES: ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached Resolution ratifying, approving and confirming the City Manager's emergency finding in waiving the requirement for competitive sealed bids for the construction of a new City Commission office and related work at City Hall and the issuance of a purchase order to D. E. Gidi and Associates (a Hispanic -minority vendor) in the amount of $97,999. BACKGROUND After the City of Miami electorate on September 4, 1997 approved the proposed Charter Amendment for an Executive Mayor and five (5) single member Commission districts, there was a need to provide offices for a new City Commissioner. The Public Works Department was given verbal instruction by the City Manager to immediately prepare construction plans to provide the additional office and related work at City Hall. The construction plans were ready for bid in early October and, with the general election scheduled for November 4t", the City Manager decided to expedite the project on an "emergency" purchase order basis. Public Works asked four (4) General Contractors with City construction experience on expedited projects to submit informal bids. Bids were received on October 16th and the lowest responsible and responsive bid was submitted by D. E. Gidi and Associates. The City Manager then approved a request to the Building and Zoning Department to expedite the permitting process and to waive the permit fees. At the request of the City Manager, Public works polled each Commissioner for their prior approval to the award of a construction contract on an "emergency basis". All of the individual Commissioners gave their verbal approval subject to later ratification by the entire Commission in accordance with Section 18-84 of the City Code. D. E. Gidi began work on October 20th At the October 28111 City Commission meeting, the Commission discussed and approved Emergency Ordinance No. 11562 establishing CIP Project No. 311016 "Citywide Facility Renovation and Restoration" and allocating funds in the amount of $182,500 for the new City Hail offices and related work. These monies were approved by the Commission to construct the offices and to provide furniture, �►R- 47 New Commissioner Office Page 2 City Hall Improvements/1997 fixtures and related equipment. D. E. Gidi & Associates has now substantially completed $70,999 worth of improvements. There is approximately another $27,000 in pending construction work being done at City Hall by D. E. Gidi & Associates. By adopting the attached Resolution, the City Commission will ratify, approve and confirm the City Manager's emergency finding in waiving competitive sealed bids for the construction of a new City Commissioner office and related work at City Hall and will award an emergency contract.to D. E. Gidi & Associates in an amount not to exceed $97,999 for this purpose. Funding is available under CIP Project 311016 "Citywide Facility Renovation and Restoration". �Q_ 4'7 2 TO : Walter J. Foeman ty Clerk James J. Kay,..,Direct Public Works Department FROM CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE : December 29, 1997 SUBJECT : Request to Publish Notice of Public Hearing for an Emergency Resolution REFERENCES: ENCLOSURES: Advertisement FILE : Please make arrangements to publish a Notice of Public Hearing for discussions pertaining to an Emergency Resolution ratifying, approving and confirming the action of the City Manager and authorizing the emergency contracting of goods and services for the project "CITY HALL IMPROVEMENTS", in the amount of $70,999.00 for the base bid and $27,000.00 for estimated additional renovations for a total amount of $97,999.00, between the City of Miami and D. E. Gidi & Associates, Inc. The Public Hearing has been scheduled for January 13,1998. Please charge to index code: 310201-287, Project 311016. APPROVIRD vi G. Alonso Agenda Coordinator AI P/m CC: construction Cost Analysis Allan I. Poms central 5R- 47 3