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Home My WebLink AboutR-94-0767J-94-860 1 sr- 10/14/94 RESOLUTION NO. 9 4- 767 A RESOT,U'CK, BY AN AFFIRMATIVE VOTE OF FOUR -FIFTHS (4/5THS) OF THE MEMBERS OF THE CITY 031MISSION, RATIFYING, APPROVING AND CONFIRMING THE EMEX0 CY ACTION OF THE CITY MANAGER IN AUTHORIZING AN TNCFtE M IN THE CM'RACT WITH J. BAISSERA SCHOM BUS SERVICE, INC., IN THE AMOUNT OF $18,400.00, FOR THE PROVISICN OF AMITICNAL BUS TRANSPORTATION FOR THE PARTICIPANTS OF THE 1994 SUMMER PSC REATICK PROGRAM; STING FUNDS n0REFOR FROM THE FISCAL YEAR 1994-95 OPERATING BUDGET OF THE PARKS AND RECRF.ATICN DEPARTMENT, REM:MATION DIVISION, ACCOUNT NO. 580301-530. WHEREAS, pursuant to Resolution No. 94-327, adopted May 5, 1994, J. Bal.ssera School. Bus Service, Inc. was awarded a contract, for a period of one yeas with the option to extend for an additional year, to provide bus transportation for the 1994 Summer Recreation Program, at a total estimated amount of $26,105; and WHEREAS, in addition to said bus service, the City of Miami was to provide approximately 40% of the program's total transportation needs by the use of two City -owned buses; and WHEREAS, prior to the June 20, 1994 start of the program, the City's buses failed vehicular inspections and were unavailable to service the program; and WHEREAS, rather than cancel the program and significantly reduce recreation services to the youth of the comlmuni.ty, the City Manager made a written finding of an emergency and authorized the use of J. Balssera Bus Service, Inc. to provide the supplemental transportation required for the Summer Program; and CITY COMMISSION MEETUIG OF 0 CT 7 7 1994 ,Heooludon No. 94- 767 w WHEREAS, said additional servioes increased the allocation approved by Resolution No. 94-327 by $18,400; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF K AMI, Section 1. The reoitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto aaad. incorporated Herein as if fully set forth in this Section. Section 2. By an affirmative vote of four -fifths (415ths) of the members of the City Commission, the City Manager's emergency action in authorizing an inorease in the contract with J. Balssera School Bus Servioe, Inc., in the amount of $18,400.00, for the provision of additional bus transportation for the participants of the 1994 Summer Recreation Program is hereby ratified, approved and confirmed, with funds therefor hereby allocated from the Fisoal. Yeas 1994-95 Operating Budget of the Parks and Recreation Department, Recreation Division, Aocount No. 580301-530. Section 3. This Resolution shallbecome effeotive immediately upon its adoption. PASSED AND ADOPTED this 27th day of October 1994. k ��-4"--Z X1 P . C LARK, MAYOR PREPARED AND APPROVED BY: RAFAEL 0. DIAZ DEPUTY CITY AT BSS:M4676 -2- 94- 767 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM 42 Honorable Mayor and Members TO: of the City Commission FROM Cesa��.o City ger DATE : OCT 18 1994 FILE : SUBJECT : Resolution: Approve Emergency Increase to Summer Bus Transportation Contract REFERENCES: ENCLOSURES: Resolution, Emergency Finding It is respectfully recommended that the City Commission adopt the attached Resolution ratifying, approving and confirming the action of the City Manager in increasing the contract with J. Balsera School Bus Service, Inc. by $18,400 for the provision of additional bus transportation services to participants in the 1994 summer recreation program of the Parks and Recreation Department. This emergency increase was due to the removal from service of two city -owned buses. Fund for this purchase are available from the FY194 General Fund Operating budget of the department's Recreation Division, Account No. 580301-530. At the Parks and Recreation Department's request, competitive sealed bids were received early this spring for the provision of bus transportation services for the summer recreation program. A contract was duly awarded to J. Balsera School Bus Service, Inc., the lowest responsive and responsible bidder, by Resolution No. 94-317 on May 5, 1994. This contract was to have been supplemented by two (2) city - owned buses, which were to have provided approximately 40%- of the program's total transportation needs. Prior to the June 20, 1994 start of the program, the city buses were removed from service for repairs. Rather than cancel programs and significantly reduce recreation services to the community's youth, the Parks and Recreation Department director secured additional transportation services from Balsera School Bus Service as an increase to the existing contract, under the same prices, terms and conditions provided in the original competitive bid. On this basis, the City Manager had made a written finding of an emergency for the increase to the contract, in order to safeguard the welfare of its citizens, the convenience of the city and the conduct of municipal affairs. It is recommended that the Commission now ratify this action. 94- 767 #Z4 E P r 0 2 Cesar H. Odio City Manager CITY OF MIAMI, FLORIDA INTEROFFICE MEMORANDUM DAYC : October 4, 1994 FILE : sumccr : Emergency Approval for Throught Carlos F. Smith increase in Contract Assistant City Manager REFERENCES lborto Ruder, Director Enrce.oa�uRe£en parks and Recreation Ueepartmont The purpose of this memorandum is to rerep+sct; ful ly rOguOst your approval to increase tho contract with J. Salsern School Bus Service, Inc. by $10,400 for unanticipated transportation services it providea our Department during the recently concluded 1994 Summer Recreation Program. These emergency services were required becauso two (2) of our city owned buses broke down and could not be repaired in- time to provide the needed transportation for our program. It should be noted that the two (2)' city owned buses were scheduled to provide approximately 401 of the Summer ' program' es total trips. The cancellation of any of the planned trips bocauso of the lack of transportation would have represented a serious disruption of our Summer Program. our youth would have been denied the opportunity to participate in the many wholesome summer 44tivtLles wd uLLWA: w11101 luvw1vu 6,,;tt11epux 4ai.iuis sl6rVLQQt3 (such as field trips and recreation competitions among our parks.) Additionally, we would have been confronted with numerous complaints from parents and youths alike since these tripe were advertised and often pro -paid as part of our registration fee. The J. Ralsera School Dus Service, Inc. was awarded they bid by rhea city enmmis#ainn to frcvi.dfq atismmwr transportation cervices to our Department. Tho additional cost of $ 18,400 represented 160 trips at the original bid prise Of $115.00 per trip. It should be noted that the- net increase cost to the City for these additional services actually amounted to approximately $ 14,400. Thies is duo to the fact that irrespective of gasoline and othor related costa, a savings of approxi.mate►l $4, 000 was realized by tho city in not having to componsate the personnel that would havo boon needed to drive our two (2) buses. Wu have conoulted with our Procurement Management Office ae to the proper procedures to follow in paying for these additional services. It should be noted that this contract has already been extondeyd by $4.485 And the company was paid this amount:. We have been advised that we must write this memorandum for your 94- 767 3 uCiT--20-94 THu 14 304 FARKS&REC Memo: Emergency Approval for Increase in Contract Date: October 4, 1004 Page: Two approval in order to close nut rhp r.nntrant . TYpon your approval of the cantrart• innrpaAn, and upon fi.nsal City Commission r. st i.f d rat- ion, wa will make the remaining payment to J. Ralsera Pnbnn1 R,ja Servi re in the balance amount of $13, 915. We have madp Arrangements to schedule this item for the earliest possible City Commission meeting, a resolution to ratify the emergency increase in the contract. "Should you require additional information, please advisee. (f) Approved: Cesar H. Odio City Manager cc: Ron.S. Williams .Judy S. Carter D . S . Johnson Terrence Griffin 94- 767