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Home My WebLink AboutR-96-0643J-96-993 8/30196 RESOLUTION N0.9 6 - 6 4 3 A RESOLUTION BY A FOUR -FIFTHS (4/I5THS) AFFIRMATIVE VOTE OF THE MEMBERS OF THE CITY COMMISSION, RATIFYING, APPROVING AND COWFIRMING THE CITY MANAGER'S FINDING THAT AN EMERGENCY NEED EXISTED, WAIVING 'rHE REQUIREMENTS FOR COMPETITIVE SEALED BIDS AND APPROVING THE PROCUREMENT OF PARTS, OPERATING SUPPLIES AND MATERIALS TO REPAIR POLICE PATROL CARS AND OTHER CITY EQUIPMENT FROM PAPCO AUTO ST0I11IES, A DADE COUNTY VENDOR, AT A TOTAL COST OF $15,000 FOR THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION/SOLID WASTE (GSA/SW), VEHICLE AND EQUIPMENT ADMINISTRATION DIVISION; ALLOCATING FUNDS THEREFOR FROM THE GSA/SW, VEHICLE AND EQUIPMENT ADMINISTRATION DIVISION FY '95/96 OPERATING BUDGET, ACCOUNT CODE NO. 420501-670; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE ORDERS FOR PAYMENT OF SAID PARTS AND SUPPLIES. WHEREAS, 'the Department of General Services Administration/Solid Waste (GSA/SW), Vehicle and Equipment Administration Division, both parts operating supplies and material from Papco Auto Stores using existing blanket purchase order to repair police patrol vehicles and rather city equipment prior to April 2, 1996; and WHEREAS, the Police Department also used these blanket purchase orders to acquire additional parts, supplies and materials urgently need to repair police patrol vehicles; and :d'm comess7aw MEETMC; OF SEP 12 1996 hapolution no. 96_ 643 WHEREAS, the departments were in great need to keep the police pursuit cars 1 operational because they are an essential crime -fighting resource; and i �i WHEREAS, Invoices from both departments were remitted for payment against the ,same blanket purchase order, thereby resulting in an amount which exceeded the purchase order balance; and ? WHEREAS, payment is now past due for said parts and supplies; and r WHEREAS, funding is available from the GSA/SW, Vehicle and Equipment . 3 } Administration Division FY '95/96 Operating Budget, Account Code No. 420901-670; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAIISIII, 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 i Section. { Section 2. By a four -fifths (4/5ths) affirmative vote of the members of the City i Commission, ratifying approving and confirming the City Manager's finding that a valid emergency need existed, waiving the requirements for competitive sealed bids, and approving the procurement of parts, operating supplies and materials to repair Police patrol j cars and other City equipment from Papco Auto Sales, a Dade County Vendor, at a total cost of $15,000, with funds therefor hereby allocated from the Department of GSA/SW, Vehicle and Equipment Administration Division, FY 195196 Operating Budget, Account Code No. 420901-670. Section 3, The City Manager is hereby authorized to instruct the Chief u Procurement Officor to issue purchase orders for payment of said parts and materials. Section 4. This Resolution shall become effective immediately upon its adoption. 96- 643 A. PASSED AND ADOPTED this 12th day o4 —Se tp amber. 1996. ATTEST, 4WALTER O AN CITY CLE PREPARED AND APPROVED BY: RA AE O. D1Az DFPUTY CITY A22181INlEY APPROVED AS TO FORM AND CORRECTNESS: ,q�. I A. MANN JONES, III CITY ATTO EY Vb1111 0:CSK 'I 96-- 643 SEP-03-1996 14:45 P.02 s 1\ CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM 59 TO Honomble Mayor and lV1embets CATE c�o � FtLE of the City Commission suMu-? Part. and Materials to Repair Police Patrol Cam FROM ARFEAENGES Ci ENCLOSURE It Is reMmet ally rwouimended theft the City Commission approve, wify and cnnfiim the CitlY manager's fading dart an emergency nand existed waivi*tg, by a. four -fib (415ths) affirmative vote , the re quimnenm for competitive sealed bids and roving the procur+emmt of parts, operating supplies and materials to repair police pawl mm and other equipment %om Papco Auto Stom, a Dadc County vendor, at a total cost of $15,000 for the Deparunent of Oral Swvice5 and Solid Wane CGSA/SW), Vehicle and Equipment Administration Division (VE,A), FX 195/96 opwating Budget Account No. 420901-670. The Police Department was in great nod to keep police pursuit vehicles and other cline fighting equipment in operatic order. lbo lDepaMent of Cw=W Sen ices and Solid BVasu. Vehicle and EquirAmm Administration Division, was using an existing blanket purcbase order to order and pay for parts, operating supplies and materials to repair MmIMOY vehicles At t& same time., the Police Department's Flect Service Center was in urgent ned of P&U, operating supplies and inaterials to repair pavol cars and used the ame blanke, purchase older to do so, thereby rauithag in an amount tbt mmeoded the p=h= order lice. 96- 643 1 Cesar H. Odio City Manager Ron E. Williams ,Assistant City Manager CITY OF '01ANAI FLORIDA INTER -OFFICE MEMORANDUM 0A'E ADS 2 9 i9s G.i.E 1U8JEC' Request to Waive Competitive Sealed Bids PEFERENCES CCM of Sept. 12, 1996 ENCLOSURES The Department of General Services and Solid Waste (GSA/SW), Vehicle and Equipment Administration Division (VEA) has tour (4) agenda items, number 57, 68, 59 and 60 that it is respectfully presenting to the City Commission for approval to waive the requirements for competitive sealed bids, pursuant to Section 18-52.6 ofthe City Code, for the emergency procurement of equipment parts, materials and repair services. The reasons for the request to waive the requirements for competitive sealed bids an the four (gib) agenda items are summarized below: Agenda Item #57 in the amount of $15,000.00, The Police Department's KZ 1000 ,police pursuit motorcycles are in constant need of specialized factory approved parts to continue to operate in a safe and reliable manner. Southwest Kawasaki which supplies the City with these factory approved specialized parts has always provided parts for these pursuit units and, as a olasuli of its long relationship with the City, continued to do so even though monies ran out in the City's blanket purchase order. The police Department Meet Service Center was in groat and urgent need of these parts to keep these emergency units in opemfion, therefore the reason for this expedited action. agenda Item #58 in the amount $84,619,35: This proposed resolution is to pay for equipment, parts and repair services for police pursuit vehicles that were not covered render ft factory warranty and were urgently needed to keep emergency vehicles in service. 'These part; and repair services were provided by Anthony Abraham Chevrolet, Inc., the City°s designated factory warranty dealer for Chevrolet Caprice cars on an emergency effort to sustain the Motor Pool's level of repair service to police pursuit units. The department has verified that these parts, materials, supplies and repair services were received and propady used for City purposes. 4 Cesar Fl. Odlo Page 2 AUG 2 9 19% Aagendi Item #59 in the amount of $15,000,00: This proposed resolution is to pay for urgently required parts, equipment, supplies and materials that were acquired, on an emergency basis, from Paps o Auto Mores, Inc. to maintain the Police Fleet Services and the VF.A shop repair function in operation. Failure to acquire these parts, equipment, supplies and materials would have resulted in the Closing of vital repair operations and lost productivity of mechanics, along with increased downtime for urgently needed emergency vehicles and equipment. Agenda Item #50 in the amount of $8,600.00: This proposed resolution is for the emergency repair of a bucket truck that is urgently needed by the Department of Public Works to trim trees, repair electrirral lines and lamp posts. With the hurricane season already here it is a very valuable piece of equipment that is needed promptly back in service. Informal written quotes have already been obtained for the performance of said repair. This Resolution recommends that the City Commission approve the waiving of the requirements for competitive sealed bids in order to expedite the repair of this very much needed piece of equipment. All of the above noted agenda items, with the exception of Item #60, cover the cost of parts and repair services to emergency units that were critical to the operation and, in the recent past, had been processed with the use of field purchase orders, which are no longer allowed by the Procurement Management [division of the Finance Department. These actions are the remaining items that roust be paid as part of the final Fleet Services reorganization. Once the requested items are presented and approved by the, City Commission and the new budget year starts, future requests of this nature should not be required. Please indicate with your signature below the declaration of an emergency and approval of these Rams pursu t to Section 15-52.6 of the City Code. APP__ /.�lci i�C3ifEC: � Date: _ Cesar H. Cttio, City Manager 96- 643 AUG-12-96 NON 14,45 CITY OF MIAMI BUDGET "ALGWO?-19% 08-*59 FAX NO, 3055796081 P. 02 rrve GTY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM : Judy S. carm GATE. to t *f Pre4w9mma offim Partta Id'iWk to Ropsk poke pottol con AM*bztcSyUww i 1,'-";' ;I.,A i:q' !W t. � Ile, DgwUmod of Gonad Servim AdoWbbudon a M Snl€d Warsrte has vwified ra l" ftWing v4th ttc Dqm4mcnt of Fimce to cam the wd fat do pwxawA of pKft oppues ad matczi a used to uvak pouce pool an auad 0dw City 'VmaA pdm to Api 2,1 . to Papoo wo Stm a Wo C*c V vwdor, Wcftd at 80 Wag M1 ovay Sit, Homestead, Flatfda, 33030. FurAs an swadWile %i Ffised year 1395-15 Opaatllog Budge% Awmt Cods No. 420901-670, ft tW ownt of =KkET'ARY REVEEW AND APPROVED BY: citymuna TtlYAL P 96- 643