HomeMy WebLinkAboutR-98-0680a
J-98-738 ((�� e
7/13/98 RESOLUTION NO. 9 8— 6 8 0
A RESOLUTION BY A FOUR FIFTHS (4/5THS)
AFFIRMATIVE VOTE OF THE MEMBERS OF THE
CITY COMMISSION, AFTER A DULY ADVERTISED
PUBLIC HEARING, RATIFYING, APPROVING AND
CONFIRMING THE CITY MANAGER'S FINDING THAT
AN EMERGENCY SITUATION EXISTS FOR CERTAIN
MODIFICATIONS AT THE COCONUT GROVE
CONVENTION CENTER FOR THE CONSTRUCTION OF
A PASSPORT ACCEPTANCE FACILITY; WAIVING
THE REQUIREMENTS FOR COMPETITIVE BIDDING
PROCEDURES, AND APPROVING THE AWARD OF
SAID PROJECT TO VENECON, INC., FOR A TOTAL
PROPOSED AMOUNT NOT TO EXCEED $42,000.00;
ALLOCATING FUNDS THEREFOR FROM CAPITAL
IMPROVEMENT PROJECT NO. 311016, ENTITLED
"CITYWIDE FACILITY RENOVATION AND
RESTORATION", AS PREVIOUSLY APPROPRIATED
BY ORDINANCE NO. 11623, AS AMENDED, IN THE
AMOUNT OF $42,000 TO COVER THE CONTRACT
COSTS AND $5,880.00 TO COVER THE ESTIMATED
EXPENSES INCURRED BY THE CITY, FOR AN
ESTIMATED TOTAL COST OF $47,880;
AUTHORIZING THE CITY MANAGER. TO EXECUTE AN
AGREEMENT, IN A FORM ACCEPTABLE TO THE
CITY ATTORNEY, WITH VENECON, INC. FOR SAID
PROJECT.
WHEREAS, pursuant to Resolution No. 98-353, adopted
April 14, 1998, the City Commission formally requested of the
U. S . Secretary of State that the City of Miami be approved as a
designated Passport Acceptance Facility; and
WHEREAS, said request was subsequently approved; and
WHEREAS, in order to accommodate the physical requirements
of a Passport Acceptance Facility, the City of Miami must make
certain modifications at the Coconut Grove Convention Center
CITY COMMISSION
MEETING OF
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98— 6SV
where said Facility will be located and has been scheduled to
open by the end of July, 1998; and
WHEREAS, the City Manager has made a finding that the design
and construction of said Passport Acceptance Facility to meet the
proposed schedule with the U.S. Secretary of State to open by the
end of July, 1998, or soon thereafter, constitutes a valid public
emergency; and
WHEREAS, the nature of said emergency requires the immediate
preparation of construction plans, bidding the project on an
informal basis, award of a construction contract and complete
construction in a very short period of time; and
WHEREAS, the required procedures and scheduling requirements
for formal advertising, receipt of bids, award of contract and
processing of contract will needlessly and unwisely delay the
improvement of said Facility; and
WHEREAS, Section 18-83 of the Code of the City of Miami,
Florida, as amended, provides for the emergency procurement of
required goods and services for public works projects and
improvements; and
WHEREAS, after receipt of informal bids on June 26, 1998, it
was determined that Venecon, Inc. was the lowest responsive and
responsible bidder for said project; and
WHEREAS, funds for said modifications are available from
Capital Improvement Project No. 311016, as previously
appropriated by Ordinance No. 11632;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
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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.
Section 2. By a four -fifths (4/5ths) affirmative vote of
the members of the City Commission, after a duly advertised
public hearing, the City Manager's finding that a valid emergency
exists for certain modifications required at the Coconut Grove
Convention Center for the construction of a Passport Acceptance
Facility, is hereby ratified, approved and confirmed, competitive
bidding procedures are hereby waived, and the award of said
project to Venecon, Inc. for said project is hereby approved.
Section 3. The total estimated project costs of
$47,880.00, is hereby allocated from Capital Improvement Project
No. 311016, entitled "Citywide Facility Renovation and
Restoration", as previously appropriated by Ordinance No. 11623,
as amended. Said total project costs consist of $42,000 to cover
the contract costs and $5,880.00 to cover the estimated expenses
incurred by the City.
Section 4. The City Manager is hereby authorizedl� to
execute an agreement, in a form acceptable to the City Attorney,
with Venecon, Inc. for the emergency modifications at the Coconut
�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.
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• r•
Grove Exhibition Center for the Passport Acceptance Facility.
Section 5 This Resolution shall become effective
immediately upon its adoption and signature of the Mayor./
PASSED AND ADOPTED this 14th day of July 1998.
ARO O, MAYOR
ATTE -
ALTER �FO,//CITY CLERK
APPRO7UED A TVhOJ(M AND CORRECTNESS : t/
, NOW
r, PIP
: - •
zi 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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98- 680
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO : Honorable Mayor and Members DATE
of the City Commission
SUBJECT
FROM : .,� REFERENCES:
onald H. Warshaw
Acting City Manager ENCLOSURES:
RECOMMENDATION
3
JUL - 7 1998 FILE :
PASSPORT ACCEPTANCE FACILITY
at Coconut Grove Convention Center
B-6303
it is respectfully recommended that the City Commission adopt the attached
Resolution ratifying, approving and confirming the City Manager's written finding
that a valid emergency exists for the modifications to the Coconut Grove
Convention Center to provide a Passport Acceptance Facility and waiving formal
competitive bidding procedures and authorizing the City Manager to accept the
bid of VENECON, INC., as the lowest responsive and responsible bid in the amount
of $42,000.00
BACKGROUND
Pursuant to Resolution No. 98-353, the City Commission authorized the City Clerk to
formally request approval for the City to provide a Passport Acceptance Facility.
Subsequently, the U. S. Secretary of State recently approved the City of Miami,
through the Office of the City Clerk, as a designated Passport Acceptance Facility,
to execute passport applications and administer the oath of execution to passport
customers. The City of Miami needs to make certain modifications to the Coconut
Grove Convention Center to accommodate the aforementioned activities. The
intent is to have the facility designed and constructed by the end of July, 1998 or
as soon as possible thereafter. This schedule necessitated that this project be
declared an emergency.
On June 26, 1998, the Department of Public Works received informal bids from two
(2) bidders. The lowest responsive and responsible bid was received from
Venecon, Inc. in the amount of $42,000.00. Funds for this project are available
from Capital Improvement Project No. 311016.
PASSPORT.doc
Donald H. Warshaw
TO
Actingf ity Manager
FLR.
Walter .
City Clerk
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
July 6, 1998
DATE : FILE
SUBJECT: Coconut Grove Convention
Center Modifications: Passport
Acceptance Facility
REFERENCES:
ENCLOSURES:
This department has verified that funds are available with the Department of Budget and
Management Analysis to cover the cost for modifications to the Coconut Grove Convention
Center; in connection with the City of Miami Passport Acceptance Facility, at a total cost not to
exceed $47,880. The entire forty-seven thousand eight hundred and eighty dollars in funding is to
come from the Capital Improvement Project No. 311016, entitled "Citywide Renovation and
Restoration."
BUDGET REVIEW & APPROVED BY
Dipak Parekh
Director
Office of Budget & Management
Analysis
ADDITIONAL APPROVALS
Pilfir Saef i-Butler V
(;JP Administrator
Office of Budget & Management
Analysis
(This form properly signed is part of the bid evaluation ad recommendation package to be placed
on the agenda and must be attached to the resolution cover memorandum.)
WJF/yd
TO: Donald H. Warshaw
Acting jrity Manager
City
C1TY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: July 6, 199$ `'r' 'F 1 � F� 1 i I 'Fil :
SUBJECT: Coconut Grove Convention Center
Modifications: Passport Acceptance
Facility.
REFERENCES:
ENCLOSURES:
Based On information supplied to me by the Director of the Department of Public Works, an EMERGENCY exists
justifyidfg the necessity for informal biding procedures in connection with our recently approved Passport Acceptance
Facility, to be located in the Coconut Grove Convention Center.
Pursuant to Resolution 98-353, the City Commission authorized the City Clerk to formally request approval of the
project. Subsequently, the U.S. Secretary of State recently approved the City of Miami, through the Office of the City
Clerk, as a designated Passport Acceptance Facility, to execute passport applications and administer the oath of
execution -to passport customers. The City of Miami needs to make certain modifications to the Coconut Grove
Convention Center (see attachment) to aceomrnodate the aforementioned activities. into intent is to have the facility
opened by the end of July, 1999 or as soon as possible thereafter.
The scheduled opening necessitates that the Coconut Grove Convention Center is available for staff training, which
will be conducted on July 2314 and July 24, 199S by Ms. Nellie Bacon, Miami Passport Agency's Customer Service
Manager. This makes it imperative that the construction is completed within the established time frame. This
schedule warrants that the Passport Acceptance Facility project be declared as an emergency.
On June 26, the Department of Public Works received bids from two (2) bidders. The lowest reponsive wad
responsible bid was received from Venecon, Inc. in the amount of $42,000. Said amount was $1,000 higher than the
estimated approved cost of S41,000. In addition to construction costs, another $5,880 is also needed to cover the cost
of design and printing of bid documents, along with certain inspection and administrative costs. Therefore, the revised
total cost of the project is now an estimated $47,980, (including all design, bidding and construction administrative
costs). Your approval is needed for the increased costs to said project, which is covered under C,l.P. Project No.
311016, "Citywide Renovation and Restoration." A resolution to ratify, approve and confirm your action is bcing
scheduled for the July 14, 1998 City Commissionz Meeting.
If the lncreascd amount of the emergency purchase under the City Code meets with your approval, please sign in the
space below.
Acting city Manager
c: Honorable Mayor and Members'of the City Commission
n7
C.
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98- 680
FACT SHEET
DEPARTMENT OF PUBLIC" WORKS
a
DATE /-35'!
Job Number.: ' 6 %��
PROJECT NAME: / /G$ _z-,/
CIP Number.:
LOCATION:
OTHER TYPE:
PROJECT MANAGER: vl L Zp
FEDERAL PARTICIPATION:
ASSOCIATED DEPARTMENT: G Gic
ASSESSABLE: 0
EMERGENCY: 0
RESOLUTION No.:
BID REQUEST: FORMAL L �-----�} � INFORMAL Cr,/
DESCRIPTION:
Gdo2, /iyG� U6� GONS UG y O l� S
�Y�zv GOvN7' U/� c. Gam- FLoo.41- Iff4v
(IF NECESSARY, CONTINUE ON THE BACIQ
SCOPE OF SERVICES: PUBLIC WORKS
COST OUTSIDE COST (% OF CONST. COST)
SURVEY/PLAT $ $
TES71NGS $ (E) $ %
DESIGN $ $ Z %
ADVERTISING $ (E) $ (E)
CONSTRUCTION $ 2OyOA�,, $ (BID)
CONST. INSP $ MANAGEMENT $ 2� / `� $ %
OTHER: $ (E) $ (E)
y
SUBTOTAL $ 7 . V 6 0 14 %
INDIRECT COSTS (1.43%) (E) (P.W. ENG. FEE)
CONTINGENCIES (5%)
a-ZP'00
(EC) - EST. CONST. COST _ . TOTAL $
(E) - ESTIMATE
CONTRACTOR'S INFORMATION:
CLASS:' = = F7S NON - MINORITY
TYPE OF WORK: Cf �ILi��`�Q L ���ST%ZUGT/01jL MINORITY Ee �F
YEARS OF ESTABLISHMENT: G YE�yl LICENSE G S 3 3
p
NAME: !YE-�O2TELEPHONE:S7¢�—�6 O
ADDRESS:
CONTACT PERSON: OrjG L CLASS* J = JOINT P - PRIME S - SUB
`- MINORITY: S = BLACK H - HISPANIC F = FEMALE
SUB -CONTRACTORS:
NAMES: 6—G�',
01 Dxum tME CCELIDINNER KEfJH-IOWFAC'r SHEET.XLS RETURN TO PUBLIC WORKS AFTER SIGNED
COPIES: ASSISTANT DIRECTORS, COSTANALYSIS, FILE. /►ssocuLTeooel+l, a/��11W9wYGR "-•• -'
98- 680
0
A..*
FORMAL BID
PASSPORT ACCEPTANCE FACILITY AT COCONUT GROVE CONVENTION CENTER
Project Number: 13 - Co 30 3
- — -- CIP Number:_-o /fie
Project Manager: Date: " rz, - oo
Person who received the b::is: _U/Gjl /L ��-j'Z �, Received at: ��U�r S/O� --6Wr&-7-Z
Construction Estimate Timq;__��
BIDDER �� ol�O14 ZCV07e4
ADDRESS Zi B
BID BOND AMOUNT ✓r `�0 5
IRREGULARITIES
MINORITY OWNED YES YES
No. DESCRIPTION UNIT TOTAL UNIT UNIT UNIT
_ PRICE PRICE TOTAL PRICE TOTAL PRICE
BASE BID.TOTAL ITEM: t THRU 8
2 I �,QN/� 7iSl(� A)&iU r/j1-"Y L
RWA
Lam• „ IR ---
e If�v �y9-Yew �i2
e IRREGULARITIES LEGEND
A - No Power -of -Attorney
B - No Affidavit as to Capital k S::rplus of Bonding Company
C - Corrected Extensions
D - Proposal Unsigned or improperly Signed or no Corporate Seal
E - Incomplete Extensions
F - Non -responsive bid
G - Improper Bid Bond
H - Corrected Bid
1 - No First Source Hiring Compliance statement
J - No Minority Compliance Statement
K - No Duplicate Bid Proposal
hew sr. J. hrw
= 6 000 1
TOTAL
IT HAS BEEN DETERMINED BY THE DEPARTMENT OF PUBLIC WORKS THAT
THE LOWEST RESPONSIBLE AND RESPONSIVE BID IS FROM
27x FOR THE TOTAL AMOUNT OF
D
- If e b e contractor is not the lowest bidder explain:
------------------------ -------------------------- SHEET 1 OF 1 ---------
I
a
J-98-401
4/14/98
RESOLUTION NO. J 8-
_A0 3
A RESOLUTION AUTHORIZING THE CITY CLERK TO
FORMALLY SUBMIT WRITTEN NOTIFICATION TO THE
U.S. DEPARTMENT OF STATE, OFFICE OF PASSPORT
SERVICES, OF THE CITY OF MIAMI'S EXPRESSED
INTEREST IN BECOMING AN AUTHORIZED PASSPORT
ACCEPTANCE FACILITY.
WHEREAS, Section 51.21, Title 22, of the Code of Federal
Regulations provides that a clerk any federal court, a clerk of
any, state court of record, a postal employee designated by a
postmaster at a post office, and any other person specifically
designated by the Secretary of State of the United States to
accept passport applications; and
WHEREAS, the City Clerk previously informally inquired
through written communications to the U.S. Department of State,
Office of Passport Services, as to the possibility of the City of
Miami becoming an authorized Passport Acceptance Facility; and
WHEREAS, the Secretary of State of the United States, in
response to Vice -President Al Gore's proposal for more efficient
government, has provided for local government agencies to service
as authorized passport acceptance agents; and
WHEREAS, the Miami Region (which comprises Florida, Georgia,
South Carolina and the U.S. Virgin Islands), is one of the
regional passport agencies in the United States, and maintains
CPrT COKMSSICK
MEETING OF
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98- 689
only -one municipality - through its City Clerk's Office - that
services as an authorized Passport Acceptance Facility; and
WHEREAS, effective April 16, 1998, the U.S. Department of
State, Office of Passport Services, will institute a policy
change, from walk-in service to an automated appointment system
for passports, thereby requiring an increase in the number of
authorized passport acceptance facilities; and
WHEREAS, the responsibility of the City Clerk, as well as
those employees who would be officially deputized by the City
Clerk as acceptance agents, would be to: examine 'applications,
screen for citizenship evidence and photographs, record
identifications proffered; collect fees; administer an oath to
applicants, sign applications, authorize the seal of the
acceptance facility, as well transmit same to the passport
agency; and
WHEREAS, said process shall provide the City of Miami with a
recurring revenue source, as a $15.00 processing fee shall be
collected and retained by the City Clerk for each passport
application accepted; and
WHEREAS, as an authorized Passport Acceptance Facility, the
City will provide a positive community service by providing a
local source for residents to easily obtain and process passport
applications, as well as promote sound public relations with the
realization that government recognizes the importance of its
citizens in making additional services and opportunities
available to the public;
- 2 - 9 8 - 353
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.
Section 2. The City Clerk is hereby authorized to
formally submit written notification to the U.S. Department of
State, Office of Passport Services, of the City of Miami's
exptessed interest in becoming an authorized Passport Acceptance
Facility.
Section 3. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 14th day of April 1998.
JOB CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indca_te of
this legislation by signing it in the designated place pro,,ide%, ss. d
becomes effective with the elapse of ten (10) days from the date of C:omm;3s;cn,
regarding same, without the Mayor exercisi a veto.
ATTEST: �.
WOei J. Foeman, City Clerk
WALTER J. FOEMAN
CITY CLERK
APPROVED AS TO FORM AND/CORRECTNESS:
JOBL EDWARD MAXWELL
INTERIM CITY ATTORNEY
W2438:BSS
3 3 8 - *353
98- 680
J-98=397
4/14/98
ORDINANCE NO. 11635
AN EMERGENCY ORDINANCE ESTABLISHING A SPECIAL
REVENUE FUND ENTITLED: "OFFICE OF THE CITY
CLERK/PASSPORT ACCEPTANCE FACILITY (FY '98)"
AND APPROPRIATING FUNDS FOR THE OPERATION OF
SAME IN THE AMOUNT OF $100,000.00;
AUTHORIZING THE CITY MANAGER TO (1) ACCEPT
REVENUES DERIVED AS A RESULT OF THE CITY'S
SERVICE AS A U.S. PASSPORT ACCEPTANCE
FACILITY, (2) DIRECT THAT SAID REVENUES
GENERATED BE USED EXCLUSIVELY TO FUND THE
GENERAL OPERATING BUDGET OF THE OFFICE OF THE
CITY CLERK, AND (3) EXECUTE THE NECESSARY
DOCUMENTS, IN A FORM ACCEPTABLE TO THE CITY
ATTORNEY, FOR SAID PURPOSE; CONTAINING A
REPEALER PROVISION AND A SEVERABILITY CLAUSE.
WHEREAS, pursuant to Resolution No. 98-353, adopted this
date, the City Commission authorized the City Clerk to formally
submit written notification to the United States Department of
State, Office of Passport Services, of the City of Miami's
expressed interest in becoming an authorized Passport Acceptance
Facility; and
WHEREAS, effective April 16, 1998, the United States
Department of State, Office of Passport Services, will institute
a policy change from walk-in service to an automated appointment
system for passports, thus necessitating the demand for more
authorized passport acceptance facilities; and
WHEREAS, the Office of the City Clerk of the City of Miami,
will initially have five employees deputized by the City Clerk
11635
98- 6 )0
said revenues generated be used exclusively to fund the General
Operating Budget of the Office of the City Clerk.
Section 4. , The City Manager is hereby authorizedl/ to
execute the necessary documents, in a form acceptable to the City
Attorney, with the U.S. Department of State, Office Passport
Services, for said purpose.
Section 5. All ordinances or parts of ordinances insofar
as they are inconsistent or in conflict with the provisions of
this Ordinance are hereby repealed.
Section 6. If any section, part of section, paragraph,
clause, phrase or word of this Ordinance is declared invalid, the
remaining provisions of this Ordinance shall not be affected.
Section 7. This Ordinance is hereby declared to be an
emergency measure on the grounds of urgent public need for the
preservation of peace, health, safety, and property of the City
of Miami, and upon the further grounds of the necessity to make
the required and necessary payments to its employees and
officers, payment of its debts, necessary and required purchases
of goods and supplies and to generally carry on the functions and
duties of municipal affairs.
Section S. The requirement of reading this Ordinance on
two separate days is hereby dispensed with by an affirmative vote
of not less than four -fifths of the members of the Commission.
l/ 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 - 11635
(subject the U.S. Secretary of State granting a certificate of
designation) to serve as Passport Agents; and
WHEREAS, a $15.00 processing fee shall be collected by the
City Clerk for each passport application accepted, which fee
shall be retained by the City of Miami and serve as a recurring
revenue source; and
WHEREAS, the establishment of said revenue source will
enable the Office of the City Clerk to generate funds to
partially sustain its office operations;
NOW, THEREFORE, BE IT ORDAINED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Ordinance are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The following new Special Revenue Fund is
hereby established and resources are hereby appropriated as
described herein:
FUND TITLE: Office of the City Clerk/
U.S. Passport Acceptance Facility
(FY '98)
RESOURCES: U.S. Department of State, $100,000
Office of Passport Services
APPROPRIATION: Office of the City Clerk/ $100,000
U.S. Passport Acceptance Facility
(FY '98)
Section 3. The City Manager is hereby authorized to
accept all revenues derived as a result of the City's service as
a U.S. Passport Acceptance Facility, and is hereby directed that
- 2_- 11635
98- 680 J
Section 9. This Ordinance shall become effective
immediately upon its adoption.
PASSED AND. ADOPTED BY TITLE ONLY this 14th day of
April 1998.
JOB CAROLLO, MAYOR
ATTEST:
WALTER J. FOEMAN
CITY CLERK
BUDGET G ENT ANALYSIS REVIEW:
5; /-
DIPAK VXREKH, DIRECTOR
APPROVED AS TO FORM AND CORRECTNESS:
JOEL EDWARD MAXWETZ
INTERIM CITY A ORNEY
/W479:BSS
In accordance with Miami Code Sec. 2-36, since the Mayor did not inde to approval of
this legislation by signing it in the designatsd ;Mace ;:,�, a, suit" 1,'yi.�l�tion ncv�
becomes effective with the elapse of tan (10) days from t'--a L c+ Cc �.ssicn action
regarding same, without the Mayor exercisi a veto.
W J. oeman, City Clark
- 4 - 11635
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Walter-J. Foeman DATE June 25, 1998 FIE
;ty4Cler',SUBJECT : Request to Publish Notice
of Public Hearing for
Dir r Waiving Formal Competitive
=ROM Public Works Department REFERENCES. Bid Procedures for
Passport Facility Acceptance"
ENCLOSURES:
Please make arrangements to publish a Notice of Public Hearing for discussions
_pertaining to the waiving of formal competitive sealed bid procedures for the
;project entitled "PASSPORT ACCEPTANCE FACILITY - COCONUT GROVE CONVENTION
CENTER. B-6303"
The Public Hearing has been scheduled for July 14, 1998
Please charge to index code: 310201-287.
APPROVED BY
Dona d H. WaTITTM
City Manager
Dateva/11.1
LH/m
CC: Walter Foeman, City Clerk
Civil Engineering
Cost Analysis
Len Helmers
Central
98- 680
CITY OF MIAMI
NOTICE OF PUBLIC HEARING
A Public Hearing will be held by the Commission of the City of Miami, Florida, on
July 14, 1998, at A.M. , in the City Commission Chambers at City Hall, 3500 Pan
American Drive, Miami, Florida, for the purpose of hearing objections from any
interested parties to the waiving of formal competitive sealed bid procedures for
the project entitled "PASSPORT ACCEPTANCE FACILITY - COCONUT GROVE CONVENTION
:CENTER, B-6303". —
All interested persons are invited to appear and may be heard concerning the
_restriction of vehicular access to Cornelia Drive. 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 proceedings is
made, including all testimony and evidence upon which any appeal may be based.
Walter J. Foeman
City Clerk
Miami, Florida
RESOLUTION NO.
A RESOLUTION BY AN AFFIRMATIVE VOTE OF 4/STHS OF THE
MEMBERS OF THE CITY COMMISSION WAIVING FORMAL
COMPETITIVE SEALED BID PROCEDURES FOR THE PROJECT
ENTITLED "PASSPORT ACCEPTANCE FACILITY - COCONUT
GROVE CONVENTION CENTER, B-6303"; RATIFYING,
APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING
THAT AN EMERGENCY EXISTS JUSTIFYING SUCH WAIVER FOR
SAID PROJECT; AUTHORIZING THE CITY MANAGER TO ACCEPT
THE BID OF VENECON, INC. AS THE LOWEST RESPONSIVE AND
RESPONSIBLE BID FOR SAID PROJECT IN THE AMOUNT OF
$42,000.00; ALLOCATING FUNDS THEREFORE FROM PROJECT
NO. 311016, AS APPROPRIATED BY THE 1997-1998 CAPITAL
IMPROVEMENT ORDINANCE NO. 11623, AS AMENDED, IN THE
AMOUNT OF $42,000.00 TO COVER THE CONTRACT COST AND
$5,880.00 TO COVER THE ESTIMATED EXPENSES FOR AN
ESTIMATED TOTAL COST OF $47,880.00; AND AUTHORIZING
THE CITY MANAGER TO EXECUTE A CONTRACT, IN A FORM
ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID PROJECT.
WHEREAS, on April 14, 1998, pursuant to Resolution No. 98-353, the City of
Miami petitioned and was subsequently approved by the U. S. Secretary of State as
a designated passport acceptance facility; and
WHEREAS, the City of Miami must make certain modifications to the
Coconut Grove Convention Center to accommodate the requirements of a
passport acceptance facility, and said facility has been scheduled to open by the
end of July, 1998; and
WHEREAS, the City Manager has made a finding that the design and
construction of a Passport Acceptance Facility at the Coconut Grove Convention
Center to meet the proposed schedule with the United States Secretary of State to
open by the end of July, 1998 or soon after constitutes a valid public emergency;
and
WHEREAS, the nature of said emergency requires the City to immediately
prepare construction plans, bid the project on an informal basis, award a
construction contract and complete construction in a short construction time; and
PASSPORT.doc
98 680
WHEREAS, the normally required procedures and scheduling requirements
for formal .advertising, receipt of bids, award of contract and processing of
contract will needlessly and unwisely delay the construction of the Passport
Acceptance Facility improvements; and
WHEREAS, Sections 18-52.5 and 18-52.6 of the City Code make provision for
the emergency procurement of required goods and services for public works
projects and improvements; and
WHEREAS, the City manager and the Director of the Department of Public
Works recommend that informal bid procedures be utilized to procure the needed
services, equipment and/or materials for said Passport Acceptance Facility
improvements; and
WHEREAS, on June 26, 1998, the Department of Public Works received
informal sealed bids for the project "PASSPORT ACCEPTANCE FACILITY" at Coconut
Grove Convention Center, B-6303, and the lowest responsible and responsive bid
received was from Venecon, Inc., in the amount of $42,000.00; and
WHEREAS, funds for said modifications are available from the FY 1997-1998
Capital Improvement Ordinance No. 11623, under Project No. 311016 Citywide
Facility Renovation and Restoration;
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.
Section 2. The total estimated project cost of $47,880.00 is hereby
allocated from Project No. 311016, Account Code No. 319301-380 "Citywide Facility
Renovation and Restoration", as appropriated by the Fiscal Year 1997-1998 Capital
Improvement Ordinance No. 11623, as amended. Said total project cost consist of
PASSPORT.doc
the $42,000.00 contract cost and $5,880.00 estimated expenses incurred by the
City.
Section 3. By a 4/5ths affirmative vote of the members of the City
Commission., after a duly advertised public hearing, the City Manager's finding of
an emergency requiring execution of a contract between the City of Miami and
Venecon, Inc., for PASSPORT ACCEPTANCE FACILITY" at Coconut Grove Convention
Center, B-6303", is hereby ratified, approved and confirmed, with funds therefore
allocated by FY 1997-1998 Capital Improvement Ordinance No. 11623, under Project
No. 311016, from Account Code No. 319301-830 "Citywide Facility Renovation and
Restoration".
Section 4. The City Manager is hereby authorized to enter into a
contract', in a form acceptable to the City Attorney, on behalf of the City of
Miami, with. Venecon, Inc. for 'PASSPORT ACCEPTANCE FACILITY" at Coconut Grove
Convention Center, B-6303".
Section 5. This Resolution shall become effective immediately upon its
adoption.
PASSED AND ADOPTED this day of , 1998.
JOE CAROLLO, MAYOR
ATTEST:
WALTER J. FOEMAN, CITY CLERK
' /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.
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98 - 680
SUB TTED BY.
JAPIIE S J. KAY RE
BLIC WORKS DEPART NT
Z SAENZ-BUTLER
INISTRATOR
BUDOETARY REVIEW:
DIPAK P REKH, DIRECTOR
OFFICE OF BUDGET AND
MANAGEMENT ANALYSIS
LEGAL REVIEW BY:
YAMILE MARRERO-TREHY
ASSISTANT CITY ATTORNEY
APPROVED AS TO FORM AND CORRECTNESS
ALEJANDRO VILARELLO
PASSPORT.doC