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Home My WebLink AboutR-92-0657J-92-582 as z2 9z RESOLUTION N0. 92— 657 A RESOLUTION, BY AN AFFIRMATIVE VOTE OF 4/5THS OF THE MEMBERS OF THE CITY COMMISSION, WAIVING FORMAL COMPETITIVE SEALED BID PROCEDURES FOR THE REPLACEMENT OF TILE AT ESTHER ARMBRISTER (FORMERLY GRAND AVENUE) PARK PRIOR TO THE JUNE 1992 GOOMBAY CELEBRATION; RATIFYING, CONFIRMING AND APPROVING THE CITY MANAGER'S FINDING THAT A VALID PUBLIC EMERGENCY EXISTED JUSTIFYING SAID WAIVER; RATIFYING, CONFIRMING AND APPROVING THE CITY MANAGER'S ACTION IN AWARDING THE INFORMAL BID AND ISSUING THE NECESSARY PURCHASE ORDERS TO PALLAIS CONSTRUCTION COMPANY, INC. IN THE AMOUNT OF $7,811.00 WITH FUNDS IN SAID AMOUNT ALLOCATED FROM THE CAPITAL IMPROVEMENT PROJECT NO. 331342 ENTITLED "GRAND AVENUE PARK RENOVATIONS". WHEREAS, at the request of the Coconut Grove community, the City Commission adopted Motion No. 92-191 on March 12, 1992 identifying funds up to $30,000 and directing the Administration to initiate specified improvements to Esther Armbrister (Grand Avenue) Park for completion prior to the June 1992 Goombay Celebration; and WHEREAS, these improvements primarily affected the recreation building and were to include new ceramic tile in the men's and women's restrooms, quarry tile at the front entry, new perimeter fencing, new room air conditioning units, a refrigerator and microwave, repairs to the terrazzo floor, CITY COMMISSION M'ETIFIC OF Q f T 0 8 1992 Resolution No. 92— 657 .: professional cleaning throughout and other miscellaneous renovations; and WHEREAS, the City Commission subsequently appropriated funding for this work (and for substantial additional improvements to be undertaken at a later date) by Ordinance No. 10956, adopted April 2, 1992; and WHEREAS, in accordance with procurement regulations outlined in the City Code, small purchase procedures were utilized for the conduct of the majority of this work, however, it was estimates! that tile work for the restrooms and front entry would be in excess of $4,500; and WHEREAS, sufficient time did not exist for formal competitive sealed bidding procedures for said tile work and for the completion of this work prior to the Goombay Celebration; and WHEREAS, the City Manager, in a memorandum dated May 18, 1992, made a finding that the immediate installation of tile at said park and the procurement of the necessary services, materials and equipment for same, were necessary to safeguard the property, welfare and convenience of the City, thus constituting a valid public emergency and justifying the waiver of formal sealed bid procedures; and WHEREAS, the City Manager also notified the City Commission of this action in a memorandum dated May 18, 1992; and WHEREAS, the Parks and Recreation Department solicited informal bids from three (3) local firms, and with assistance of the Procurement Division of the General Services Administration, awarded the bid to the lowest responsive and responsible bidder, - 2 - 92- 117 Pallais Construction Company, Inc., a Hispanic -owned firm located in Dade County, in the total amount of $7,811.00; and WHEREAS, Sections 18--52.5 and 18-y52.6 of the Code of the City of Miami, Florida, as amended, provides for 'the City Manager to waive competitive sealed bidding requirements based on a finding of an emergency and directs that such procurement be made with as much competition as is practicable under the circumstances; and WHEREAS, this work has been completed to the satisfaction of the City's Department of Parks and Recreation; and WHEREAS, funds for said improvements were available in the amount from the Capital Improvement Project No. 331342, entitled "Grand Avenue Park Renovations"; and WHEREAS, the herein resolution has been the subject of a properly advertised public hearing before the City Commission; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals/containeagin 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 an affirmative vote of four -fifths (4/5ths) of the members of the City Commission, the City Manager's written finding that a valid public emergency existed justifying the waiver of formal competitive sealed bid procedures for the installation of tile at Esther.Armbrister (Grand Avenue) Park is hereby ratified, confirmed and approved, and formal competitive sealed bid procedures for the procurement of such services, - 3 - 92- 657 material and equipment necessary for said repairs and improvements are hereby waived. Section 3. The actions of the City Manager in awarding an informal bid and in issuing the necessary purchase orders to Pallaia Construction Company, Inc. in the amount of $7,811.00 for said improvements are hereby ratified, confirmed and approved with funds therefor made available from Capital Improvement Project No. 331342 entitled "Grand Avenue Park Renovations". Section 4. This Resolution shall become effectivQ immediately upon its adoption. PASSED AND ADOPTED this 8th ATTES . LO-0-4- I MATTY HIRAI, CITY CLERK CAPITAL BUDGET REVIEW: &97 0I.FA DU DO RO RIG EZ C.I.P. ADMINISTRATOR PREPARED AND APPROVED BY: OA$a EN 1. �LEON ASSISTANT CITY -ATTORNEY 2. COMMUNITY DEOP NT IEW: FRANK CASTANEDA IRECTOR COMMUNITY DEVELOPMENT DEPARTMENT APPROVED AS TO FORM AND CORRECTNESS: - 4 - 92- 657 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM To : FILE DATE : May 18, 1992 FILE SUBJECT : Emergency Finding: dal.x� Waiver of Formal Bid Procedures for FROM : Cesar {{ 0 (j i 0 REFERENCES: Improvements to EstherArmbrister Park City Manager ENCLOSURES: This memorandum serves as the written finding of a valid public emergency for the installation of tile at Esther Armbrister (formerly Grand Avenue) Park under the Capital Improvement Project No. 331342. From information provided to me by the General Services Administrator and the Director of the Parks and Recreation Department, this finding is based upon the following: * Esther Armbrister Park, located in an economically depressed area of the Coconut Grove Community Development Target Area, is a valuable recreational source of the City for the benefit of its citizens and visitors, but requires certain renovations to meet the recreational needs of the surrounding community. * The City Commission, by Motion No. 92-191 (adopted March 12, 1992) and by Ordinance No. 10956 (adopted April 2, 1992), identified funds in the amount of $30,000 from Community Development Block Grant monies for specified improvements to be completed by June 1, 1992;in time for the community's celebration of the Goombay Festival. * Said funding was not previously available, creating a very short time frame for the receipt of bids and the completion of the required improvements. * Sufficient time does not exist for the conduct of formal competitive bid procedures and the completion of" the required work, namely, the installation of new wall tiles in the men's and women's restrooms and the installation of quarry tiles to construct the front entry plaza. * Adherence to normal procurement procedures and advertisement of bids for these improvements would delay completion of this work which would impose a significant hardship on the City and area residents, deleterious to the welfare of its citizens and•to the convenience of municipal affairs. r ' 92- 657 FILE Emergency Finding: Waiver of Formal Bid Procedures for Improvements to Esther Armbrister Park May 18, 1992 Page 2 Such conditions indicate the need for extraordinary measures to protect the welfare of the community and the convenience of the City. In order to initiate and complete improvements in a timely manner, formal competitive sealed bid procedures shall.be waived for the procurement of goods and services required for these improvements, pursuant to Sections 18-52.5 and .6 of the City Code. Informal bids shall be obtained for construction services and materials, and shall be awarded to the lowest responsive and responsible bidder. Commission ratification of this action shall be sought at the earliest available Commission meeting. cc: Wally Lee, Assistant City Manager Ron Williams, GSA Administrator A. Ruder, Director, Parks & Recreation Dept. Frank Castaneda, Director, Community Dev. Ari Fernandez, Assistant Director, GSA D. E. Johnson, Parks & Recreation Dept. Eduardo Rodriguez, CIP Administrator Judy Carter, Chief Procurement Officer, GSA (0 5 2- 657 SUMMARY OF QUOTES FOR TILE INSTALLATION AT ESTHER ARMBRISTER (GRAND AVENUE) PARK B I D D E R S ITEM/DESCRIPTION A.C. TILE SHEHADI PALLAIS Quarry Tile Front Landing & Handi- capped Ramp $1,785 no bid $1,725 Front "plaza"/walk S2.160 no bid S1.896 $3,945 no bid $3,621 Special Provisions 500 Soo SUB -TOTAL $4,445 no bid $4,121 Ceramic Tile Men's & Woman's Restrooms $4,925 $12,900 $3,190 Special Provisions 500 500 500 SUB -TOTAL $5,425 $13,400 $30,690 ALSO CONTACTED: Better Way Construction -- no reply GRAND TOTAL $7,811.00 TO f. CITY OF MIAMI, FLORIDA 01 . .. 40* INTEROFFICE MEMORANDUM Honorable Mayor and Members of the City Commission FROM Cesar H. Odio• •o' City Manager 9vwo \� �\ DATE �992 FILE SUBJECT : Resolution for Emergency Reno- vations to Esther Armbrister Park/Emergency Waiver REFERENCES: ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached resolution which ratifies the City Manager's finding of a valid public emergency and the waiver of formal bid procedures for the installation of tile at Esther Armbrister (Grand Avenue) Park required for the June 1992 Goombay Celebration. The subject resolution would also approve the City Manager's action in issuing purchase orders for the required goods and services to Pallais Construction Company, Inc. in the total amount of $7,811.00 with funds allocated from the Grand Avenue Park Renovations Project (C.I.P. No. 331342). The attached legislation was prepared by the Parks and Recreation Department. At the request of the Coconut Grove community, the City Commission adopted Motion No. 92-191 on March 12, 1992 identifying funds up to $30,000 and directing the Administration to initiate specified improvements to Esther Armbrister (Grand Avenue) Park for completion prior to the June 1992 Goombay Celebration. These improvements primarily affected the recreation building and were to include new ceramic tile in the men's and women's restrooms, quarry tile at the front entry,, -new perimeter fencing, new room air conditioning units, a refrigerator and microwave, repairs to the terrazzo floor, professional cleaning throughout and other miscellaneous renovations. The City Commission subsequently appropriated funding for this work (and other substantial improvements to be undertaken at a later date) by Ordinance No. 10956, adopted April 2, 1992. 92- 657 7 -1 Honorable Mayor and Members of the City Commission Page 2 In accordance with procurement regulations outlined in the City Code, small purchase procedures were utilized for the majority of this work, however, it was estimated that tile work for the restrooms and front entry would be in excess of the $4,500 limitation for formal bids. Sufficient time did not then exist to obtain formal competitive sealed bids for the tile work and to complete this work prior to Goombay. On May 18, 1992, the City Manager made a written finding of an emergency for the tile installation, justifying the waiver of formal sealed bid procedures for this part of the renovations. On the same date, the Mayor and Commission were advised of this action. The Parks and Recreation Department then solicited informal bids from three (3) local firms, and with assistance of the Procurement Division of the General Services Administration, awarded the bid to the lowest responsive and responsible bidder, Pallais Construction Company, Inc., a Hispanic -owned firm located in Dade County, in the total amount of $7,811.00. -L 92- 657 ci*rY or MIAMI, FLOnIDA INTEn-OFFICE MEMOnANDUPh Honorable Mayor and Members DAM. May 18, 1992 r1lE of the City Commission stir�ir►:� Emergency Finding: Waiver of Formal Bid Procedures for Improvements to Esther -nofA Cesar H. Odi o REUVIIENCES Armbri ster Park City Manager ENCLOSMIES Please be advised that I have made a written finding of a valid public emer ency for the installation of tile at Esther Armbrister ?formerly Grand Avenue) Park under the Capital Improvement Project No. 331342. This was based on information provided to me by the General Services Administrator and the Director of the Parks and Recreation Department indicating that the replacement of wall tiles in the men's and women's restrooms and the installation of new quarry tiles at the front entry plaza were to be completed prior to the June 1, 1992 Goombay Celebration, at the request of the community. The action I have taken is consistent with earlier Commission authorization as provided by Motion No. 92-191 (adopted March 12, 1992) and by Ordinance No. 10956 (adopted April 2, 1992), which also identified funds in the amount of $30,000 from Community Development Block Grant monies for this and similar work. Because this funding was not previously available, insufficient time remained for formal advertisement and receipt of bids and the completion of the required improvements. In order to initiate and complete improvements within available time, formal competitive sealed bid procedures have been waived for the procurement of goods and services required for these improvements, in accordance with Sections 18-52.5 and .6 of the City Code. Staff has been instructed to obtain informal bids for construction services and materials, which will be awarded to the lowest responsive and responsible bidder. Formal Commission ratification of this action shall be sought at the earliest available Commission meeting. Please contact me immediately if you have any questions regarding this matter. 92-- 657 3