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HomeMy WebLinkAboutR-91-0233J-91-187 3/6/91 RESOLUTION NO. 9 1- 233 A RESOLUTION RATIFYING, APPROVING AND CONFIRMING, BY A 4/5THS AFFIRMATIVE VOTE OF THE MEMBERS OF THE CITY COMMISSION, ACTIONS OF THE CITY MANAGER IN FINDING THE NEED FOR REPAIR AND REPLACEMENT OF MECHANISMS OF THE ROLL -UP DOOR AT THE COCONUT GROVE EXHIBITION CENTER TO BE AN EMERGENCY AND IN AUTHORIZING THE ISSUANCE OF AN EMERGENCY PURCHASE ORDER FOR THIS SERVICE TO A A SALES AND SERVICE FOR THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION/SOLID WASTE, AT A TOTAL PROPOSED COST OF $12,340.00; ALLOCATING FUNDS THEREFOR FROM THE GENERAL SERVICES ADMINISTRATION/SOLID WASTE ACCOUNT CODE NO. 420401-670 ($4,450) AND THE DEPARTMENT OF CONFERENCES, CONVENTIONS AND PUBLIC FACILITIES ACCOUNT CODE NO. 350201-340 ($7,890). WHEREAS, a purchase order was issued to A A Sales and Service for the repair of a 32 x 31 roll -up steel door at the Coconut Grove Exhibition Center after obtaining informal quotes as the amount did not exceed.$4,500; and WHEREAS, during the removal of the door for repair, it was discovered that its supporting mechanisms were in need of replacement, i.e., idler castings, springs retainers, the torsion springs were bent and broken and the main shaft was cracked, the cost to replace these mechanisms was an additional $7,890.00; and WHEREAS, A A Sales and Services began repair of the door on Friday, January 11, 1991, pursuant to the City's request to have repairs completed prior to a show scheduled for Thursday, January 18, 1991, and with repairs in process, there was no alternative but to replace the mechanisms prior to its reinstallation in order to expedite completion prior to the scheduled show; and WHEREAS, funds for this purchase are available from the Department of General Services Administration/Solid Waste Account Code No. 420401-670 ($4,450) and the Department of Conferences, Conventions and Public Facilities Account Code No. 350201-340 ($7,890); and WHEREAS, the City Manager has made a written finding that a valid emergency need existed which warrants the waiving of competitive sealed bids; IOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, PLORIDAt 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 Manager's written finding that an emergency need existed for the repair and replacement of supporting mechanisms for the roll -up door at the Coconut Grove Exhibition Center for the Department of General Services — Administration/Solid Waste/Property Maintenance Division is hereby ratified, approved and confirmed, with funds therefor hereby allocated from the Department of General Services Administration/Solid Waste Account Code No. 420401-610 ($41450) and the Department of Conferences, Conventions and Public Facilities Account Code No. 350201-340 ($7,890). Section 3. The City Manager's action in authorizing the, Chief Procurement Officer to issue a Purchase Order to,A A Sales and Service in the amount of $12,340.00 is hereby ratified, approved and confirmed. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 14th day of March , 1991. ASI, CITY CLERK PREPARED AND APPROVED BY: Mi IA8%a... V f i+iiif+ CHIEF ASSISTANT CITY iV R©D19bsbsssM2089 Y Y R WNW TO The Honorable Mayor and Members DATE : MAR „ 61991 FILE of the City Commission suEUect : Resolution Ratifying Emergency Repair and Replacement of Roll - FROM �N REFERENCES: up Door Mechanisms Cesar H. Odi City Manager ; ' ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached resolution ratifying, approving, and confirming the emergency purchase to contract the services of A A Sales and Service, a non -minority vendor located at 12195 N.W. 98th Avenue, Hialeah Gardens, Florida, to repair and replace the supporting mechanisms for the roll -up steel door at the Coconut Grove Exhibition Center. The total cost associated with this purchase is $12,340.00; which funds are available from the Department of General Services Administration/Solid Waste Account Code No. 420401-670 ($4,450) and the Department of Conferences, Conventions and Public Facilities Account Code No. 350201-340 ($7,890). The General Services Administration/Solid Waste Department, Fleet Management/Graphics Division proceeded to obtain informal quotes for the repair of the steel roll -up door at the Coconut Grove Exhibition Center per Requisition No. 28534. A quote was - obtained from A A Sales and Service the lowest responsible bidder and a purchase order was issued. However, during the removal of the door for repair, it was discovered that the supporting mechanisms were in need of replacement, i.e., torsion springs were bent and broken, the main shaft was cracked and the idler castings and springs retainers required replacement. The cost of A A Sales and Service to totally replace these mechanisms was $7,890.00. A A Sales and Service began repair of the door on Friday, January 11, 1991, pursuant to the City's request to have repairs completed prior to a show scheduled for Thursday, January 18, 1991. With the repair of the door in process, we had no alternative but to replace the mechanisms prior to its reinstallation, since A A Sales and Service was already on the job and this would expedite the completion for the show scheduled date of January 18, 1991. It was recommended that their original purchase order be increased by $7,890.00 for a total amount of $12,340.00. 33 -1 It is, therefore, recommended the Resolution ratifying the City Manager's action and authorizing the purchase of the repairs and replacement of the supporting mechanisms for the Coconut Grove 9xhibition Center steel roll -up door, at a cost of $12,340.00, be approved. SO ACE of FUNDS: Department of General Services Administration/ Solid Waste, Account Code Number 420401-670 ($4,450) and Department of Conferences, Conventions and Public Facilities Account Code No. 350201-340 ($7,890) Attachments : Award is to a non -minority vendor z k- � i F 3 Fr i CITY OF MIAMI, IF-LO DA lRANDUM TO : Cesar li, Odio DATE : January l6, 1991 FILE City Manager 7 Authorization for an SUBJECT Emergency Purchase Order for the Repair and/or et /��, Replacement of a Roll - FROM: Ron R. Williams, Administrator REFERENCES: up Door and Mechanisms Environmental Services and at the Coconut Grove Operations Management ENCLOSURES: Exhibition Center This is to request your approval in authorizing an emergency purchase to contract the services of A A Sales and Service, for repair of the roll -up door at the Coconut Grove Exhibition Center and replacement of its mechanisms, at a total cost of $120340. BACKGROUND Recently, Purchase Order No. 28534 was issued to A A Sales and Service, in the amount of' $4,450, for the repair of a 32 x 31 roll -up steel door. However, during the removal of the door for -_ repair, it was discovered that the supporting mechanisms were in need of replacement, i.e., torsion springs were bent and broken, the main shaft was cracked and the idler castings and spring retainers required replacement. The cost of A A Sales and Service to totally replace these mechanisms is $7,890. RECOMMENDATION A A Sales and Service began repair of the door on Friday, January 11, 1991, pursuant to the City's request to have repairs complete prior to a show scheduled for Thursday, January 18, 1991. Now that repair of the door.is in process, we have no alternative but to replace the mechanisms prior to its re -installation. Since A A Sales and Service is already on the job and can expedite matters for completion by January 18, it is recommended that their original purchase order be increased an additional $7,890, to $12,340. For reference purposes, the second lowest bid for door repair only was $9,999; and thus, the $12,340 cost for all work is extremely reasonable. y Cesar H. Odio Page 2 January 16, 1991 I am, therefore, requesting your authorization for an emergency purchase to contract the services of A A Sales and Service at a total cost of $12,340, with ratification legislation to follow at the earliest possible date. Funding is available from the Department of Environmental Services and Operations Management (420401-670; $4,450) and the Department of Conferences, Conventions and Public Facilities (350201-340; $7,890). By your signature below, 1 will initiate the purchase order process. Approved: - ! Cesar H. OM City Manager cc: Tony Pajares, Executive Director Conferences, Conventions and Public Facilities Department SM ICY : PROCUREWNT MANAG 6-91 AbM 4:SOPM WEPT. top CITY OF MIAMI, I'�6A10A , INTER-OFFIC9 MEMORANDUM udy a. Cartoc Chiof Vrocur®mant, Offioar I t Ron E. Wf1XLAme, Director General Servicof ,hcimi.nistratlon/ 94CIOAU110 . solid Wt�al.o ao artment „_._.,,,�....__w.....�• Pitt 001 61,113.iEOt . }toll -Up Door Meghaniems PREFtNtNOEB r with the This dope rtment has vo=ified avai].nbia funding t,haat. funds arQ Departments of Finance and Kana99manti & budget'bunt of available to cover the coat'of the r$ 70 end $' 090 from amAccount $4,450 from Account Code No. 4�04 Dk. Code No, 350Z01-340 • FINANCB REVIEW 6 APPROVED BYt {Except for funds already appropriated or items included in FY budget �os Qe a, D rector ar Department of FineAae Nth- 6-91 WED 1 b : a5 BUDGETARY REVIEW i Appft*VZD %V # trough for items nded through Capital Program) ano er surana, r+sc or Department of X#Aagement & pudgat 305 575 5180 r= ti 1 . 02 � F! f 91 4 Ste_ EMERGENCY PURCHASE Repair and replacement of roll -up door and mechanism at the Coconut Grove Exhibition Center DEPA TR_MENT: General Services Administration/Solid Waste TYPE OF PURCHASE: Single purchase REASON: Pursuant to the City's request to have repairs completed prior to a show scheduled for January 18, 1991 and with repairs in process, there was no alternative but to replace the mechanisms prior to its reinstallation in order to expedite completion prior to the scheduled show. s); I wi \p; •\ IT IS RECOMMENDED THAT THE AWARD BE MADE TO A A SALES AND SERVICE, FOR A TOTAL PROPOSED AMOUNT OF $12,340.00.