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Home My WebLink AboutR-96-0321J-96-364 5/15/96 96- 321 RESOLUTION NO. A RESOLUTION BY A 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 OF AN EMERGENCY; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDS AND APPROVING THE PURCHASE OF PARTS AND MATERIALS FOR SOLID WASTE CRANES FROM J.E. POWER CORP., IN THE AMOUNT OF $4,885.10; ALLOCATING FUNDS THEREFOR FROM THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION/SOLID WASTE, (GSA/SW), VEHICLE EQUIPMENT ADMINISTRATION, FY 95-96 OPERATING BUDGET, ACCOUNT NO. 420901-670, PROJECT NO. 509000. WHEREAS, the Department of General Services Administration/Solid Waste (GSA/SW), Solid Waste Division, has many trash collection cranes that are no longer manufactured and for which replacement parts are no longer available in the ready market, are extremely expensive, and/or take long periods of time to procure; and WHEREAS, the effectiveness of the City's trash collection operations depends upon the availability and reliability of these trash collection cranes; and WHEREAS, the J. E. Power Corp. has proven to be an essential source of replacement parts which must be rebuilt, repaired or made from scratch by a machinist; and CITY COMMISSION MEETING OF MAY 2 3 1996 Resolution No. 96-- 321 WHEREAS, the department had an immediate need to pay past due invoices to this vendor which could not be done without the processing of a purchase order exceeding the maximum amount allowed without formal bid; and WHEREAS, the City Manager's authorization to issue an emergency purchase to J.E. Power Corp. provided for such payment, thereby enabling the City to continue to do business with this vendor whose products contribute to the effectiveness of the Solid Waste trash collection operation; and WHEREAS, the City Manager and the Chief Procurement Officer recommend that the requirements for competitive formal sealed bids be waived and the procurement of parts and materials for solid waste cranes from the specified provider to ratified, approved and confirmed: WHEREAS, funding to cover this expenditure was available from the GSA/SW, Vehicle Equipment Administration Division, FY 95-96 Operating Budget, Account No. 420901-670, Project No. 509000; 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. By a 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 of 2- 96- 321 F an emergency, waiving the requirements for competitive sealed bids, and approving the purchase of parts and materials for solid waste cranes from J.E. Power Corp., in the amount of $4,885.10, with funds therefor hereby allocated from the Department of j: GSA/SW, Vehicle Equipment Administration Division, FY 95-96 Operating Budget, Account No. 420901-670, Project No. 509000. Section 3. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 23rd da� of.'" May 199 " ,HEN P. CLARK, MAYOR ! F CITY OF MIAMI, FLORIDA ✓ INTER -OFFICE MEMORANDUM 14 TO : The Honorable Mayor and Members DATE : APR (5 1996 FILE of the City Commission SUBJECT: Ratification of Emergency Purchase Order for Rubbish Crane Parts FROM : Cesa to REFERENCES: City ger - ENCLOSURES: RECOMMENDATION: It is respectfully recommended that the City Commission ratify, approve and confirm the City Manager's action in authorizing the issuance of an emergency purchase order to J. E. Power Corp., located at 528 N.W. 7 Ave., Miami, Florida, 33136, in the amount of $4,885.10 for the provision of parts and materials .for solid waste cranes. Funds for this purchase are avaiiable in the Department of General Services and Solid Waste (GSA/SW), Vehicle and Equipment Administration Division (VEA), FY '95/96 Operating Budget, Account Code No. 420901-670, Project 509000. BACKGROUND: j Many of the cranes used by the Solid Waste Division (SWD) of GSA/SW are no longer manufactured and replacement parts are unavailable in the ready market, are extremely expensive, or take a long period of time to procure. Timely repairs depend on the availability of replacement parts which must be repaired, rebuilt, or made from scratch by a machinist. At the beginning of fiscal year 1994-95, a blanket purchase order was processed for J. E. Power for the maximum amount allowed without formal bids. However, GSA/SW was not able to process all of its pending invoices before the close of the City's fiscal year. As a result, invoices totalling $2,654.30 from FY '94-95 remafned unpaid. In addition, a total of $2,230.80 was outstanding for FY 195-96 of which payment was required. The issuance of an emergency purchase order for the grand total of $4,885.10 allowed GSA/SW to process payment of the past due invoices thereby enabling the department to continue doing business with this vendor whose products contribute to the effectiveness of the SWD Trash Collection operation. i 0"\ 96- 321 ADMINISTF9WE f.,,t� I' FLORIDA UT GEf1A#ffM'ARMkEMORANDUM 70 . TO Cesar H. Odio City..14anager I �G FROM : Ro E. Williams j Assistant City Manager 12 PM !: 23 DATE SUBJECT REFERENCES: r., JAN 9 1996 ", % 7FILE . Emergency Purchase Order for Equipment Parts ENCLOSURES: The Department of General Services and Solid Waste respectfully requests that standard procurement procedures be waived and an emergency purchase order be issued to J & E Power Corp, 528 N.W. 7 Ave., Miami, Florida, 33136, in the amount of $4885.10 for the provision of equipment parts for solid waste cranes. Funds are available in VEA's Operating Budget for FY 195-96, Account Code No. 420901-670, Project 509000. BACKGROUND: Many of the cranes used by the Solid Waste Division (SWD) of the Department of General Services and Solid Waste (GSA/SW) are no longer manufactured, and replacement parts are either no longer available in the ready market, extremely expensive, and/or extremely timely to procure. Repairs and replacement parts must be specially repaired, rebuilt or made by a machinist. At the beginning of fiscal year 1994-95, blanket purchase orders were processed for J & E Power and J C Machinist in the amount of $4500 and $4000, respectively - the maximum amount allowed without formal bids. However, because of the retirement incentive in May 1995, the department lost key accounting personnel which severely crippled the procurement/accounting process. The department was not able to process past due payable invoices in a timely manner thereby escaping -the October 20th deadline of the Department of Finance. As a result, invoices totaling $2,654.30 from FY 194-95 remain unpaid in addition to a total of-$2,130.80 generated for FY 195-96. RECOMMENDATION: The Department of General Services and Solid Waste/VEA is requesting an emergency purchase order be issued in the amount of $4,885.10 to J & E Power Company. This action will allow the department to continue doing business with J & E Power, a vendor 96-- 321. 3 r 4 1 I I Cesar H. Odio -2�- JAN I i i proven to be an essential source of equipment parts required to keep solid waste cranes o rational. Legislation to ratisfy this action will follow forusion in the next available Commission r ..r.- � � MAR-PP-1996 15:54 1 P. 02 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM I - i TO ; JUdy S . Carter We ' ttLE ; Chief Procurement UFficar euaUeCT : Emergency Purchase Order to J. E, Power Corp. for Equipment Parts FROM :z7l' �� N6tpENCES . Assistant City , a"ger £Mc�c�upev The DOPOrtMgglt Of General Services and Solid Waste has verified with "a DopgrtMent of Finance that funda are av'ailable for the provision of equipment parts for bolLd wastec:ranea from J.3. Power Corp. in the amou-nt of $40885.10- run cUng shiiil be Al lru-nt. rA f rnm Accnnnt Code No. 420901--674. 1 i Y ' i i f j EMERGENCY p RCHAS ITEM: 1 ARTS AND MATERIALS FOR RUBBISH CRANES DEPARTMENT: GENERAL SERVICES AND SOLID WASTE TYPE OF PURCHASE. SHORT TERM CONTRACT RECOMMENDATION- IT IS RECOMMENDED THAT AWARD BE + TO J. E. POWER CORP., IN THE AMOUNTOFE $4,885. t 0. F CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO ; Walter J. Foeman DATE : FILE City Clerk SUBJECT : Request to Publish Notice for Public Hearing FROM : Ro `V E . ' 111amS REFERENCES: Assistant City Manager ENCLOSURES: Please make arrangements to publish a Notice of Public `Hearing for objections to the waiving of the requirements for formal sealed bids and ratifying the City Manager's authorization to issue an emergency purchase order to J. E. Power Corp. for the provision of equipment parts for solid waste cranes. The advertisement is attached. The date and time of this public hearing will be TZ S Approved_ :L>� Elvi Gallast ui Agenda Coordinator '� Jai•^__ CITY OF MIAMI, FLORIDA NOTICE TO THE PUBLIC A public hearing will be held by the City Commission of the City of Miami, Florida, on _ at in the City Commission Chambers at City Hall, 3500 Pan American Drive, Miami, Florida, for the purpose of considering a waiver of the requirements of obtaining sealed bids and ratifying the City Manager's action in authorizing an emergency purchase order be issued to J. E. Power Corp., located at 528 N.W. 7 Ave., Miami, Florida, 33136, for the provision of equipment parts for solid waste cranes, in the amount of $4;885.10. All interested persons are invited to appear and may be heard concerning this item, 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. (CITY SEAL) WALTER FOEMAN CITY CLERK 96- 321 11