HomeMy WebLinkAboutR-90-0478J-90-453
06/28/90 9 0- 478
RESOLUTION NO.
A RESOLUTION, BY AN AFFIRMATIVE VOTE OF
4/5THS OF THE MEMBERS OF THE CITY COMMISSION,
WAIVING FORMAL COMPETITIVE SEALED BID
PROCEDURES AND AUTHORIZING THE USE OF
INFORMAL BID PROCEDURES FOR CONSTRUCTION,
MATERIALS AND EQUIPMENT NEEDED FOR WAREHOUSE,
OFFICE, RESTROOM AND STORAGE FACILITIES FOR
THE OPERATIONS DIVISIONS OF THE PARKS AND
RECREATION AND PUBLIC WORKS DEPARTMENTS UNDER
THE CAPITAL IMPROVEMENT PROJECT ENTITLED
"RELOCATION OF MUNICIPAL SHOPS OPERATIONS";
RATIFYING, CONFIRMING AND APPROVING THE CITY
MANAGER'S FINDING THAT A VALID PUBLIC
EMERGENCY EXISTS JUSTIFYING SAID WAIVER;
AUTHORIZING THE CITY MANAGER TO EXECUTE THE
NECESSARY CONTRACTS, IN A FORM ACCEPTABLE TO
THE CITY ATTORNEY, AND TO ISSUE THE NECESSARY
PURCHASE ORDERS FOR SAID CONSTRUCTION,
MATERIALS AND EQUIPMENT UPON THE REVIEW AND
APPROVAL OF THE CITY COMMISSION; ALLOCATING
FUNDS THEREFOR IN AN AMOUNT NOT TO EXCEED
$800,000 FROM THE CAPITAL IMPROVEMENT PROJECT
OF THE SAME NAME, PROJECT NO. 311018.
WHEREAS, the Operations Division of the Department of Parks
and Recreation, which presently employs approximately 120 full -
and part-time staff, is responsible for the regular daily
maintenance of over 100 city parks and other properties; and
WHEREAS, said Operations Division, with its full component
of heavy equipment, transportation vehicles and stockroom, and
approximately 15 Recreation Division personnel, are required to
move from their present location at 1000 NW 20th Street, Miami,
Florida, by September 30, 1990, due to the sale of this parcel to
Miami Dade Community College; and
WHEREAS, said land sale also necessitates the relocation of
a portion of the Public Works Operations Division, in particular,
its equipment storage and employee support structures; and
WHEREAS, failure of the City to remove its forces from that
site by the deadline may result in the College delaying or
withholding the final escrow payment of $1 million to the City=
and
WHEREAS, the site of the former Incinerator No. 1, located
at 1950 NW 12th Avenue, Miami, Florida, has been identified as
the new location for the displaced Parks Operations Division; and
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WHEREAS# the demolition of said incinerator is nearing
completion under the supervision of the Department of Public
Works after unforeseeable delays due to the discovery of asbestos
within said structure; and
WHEREAS, sufficient time does not now exist for formal
competitive sealed bidding procedures and the completion of
construction of all replacement facilities by the September 30,
1990 deadline; and
WHEREAS, the replacement facility for Parks Operations will
consist of a warehouse structure with storage and office space
and an enclosed paved area for employee parking and for storage
of heavy equipment and transport vehicles; and
WHEREAS, facilities for Public Works Operations will be
constructed within a portion of the remaining Municipal Tract and
will include a covered light equipment storage area, new
restroome and renovations to an existing building; and
WHEREAS, the total estimated cost for all construction,
including, without limitation, demolition, sitework,
infrastructure, and lighting is $1,000,000, of which $200,000 has
already been expended for demolition; and
WHEREAS, funds for said work are available from the Capital
Improvement Project No. 311018, entitled "Relocation of Municipal
Shops Operations"; and
WHEREAS, all indirect costs and interdepartmental charges,
including permit fees, are to be waived for this project, with
the exception of outside billable services such as advertising
and Ozalid duplication; and
WHEREAS, the City Manager has made a written finding that
the immediate construction of the replacement facilities and the
procurement of the necessary services, materials and/or equipment
for said construction are necessary to safeguard the property,
welfare and convenience of the City and for the welfare and
safety of
its
citizens,
thus
constituting a
valid public
emergency
and
justifying
the
waiver of formal
sealed bid
procedures: and
2 Y
90- 478
WHEREAS, Sections 18-52.5 and 18-52.6 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 is practicable under the circumstances=
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, FLORIDAs
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 an affirmative vote of four -fifths (4/5) of
the members of the City Commission, the City Manager's finding
that a valid public emergency exists justifying the waiver of
formal competitive sealed bid procedures for the construction of
warehouse, office, restroom and storage facilities for the
Operations Divisions of the Parks and Recreation and Public Works
Departments, is hereby ratified, confirmed and approved.
Section 3. Formal competitive sealed bid procedures are
hereby waived and the use of informal bid procedures is hereby
authorized for the procurement of construction services, material
and equipment necessary for said replacement facilities.
Section 4. The City Manager is hereby authorized to enter
into the necessary contracts)/, in a form acceptable to the City
Attorney, and to issue the necessary purchase orders for said
construction, materials and equipment upon the review and
approval of the City Commission.
Section 5. An amount not to exceed $800,000 is hereby
allocated from the Capital Improvement Project No. 311018,
entitled "Relocation of Municipal Shops Operations" for this
purpose.
The herein authorization is further subject to compliance
with all requirements that may be imposed by the City
Attorney, including but not limited to those prescribed by
applicable City Charter and Code provisions.
- - 90- 478
Section b. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 28th day of June , 1990.
XAVIER AREZ
MAY
ATT
MWFY HIRAI, CITY CLERK
i
CAPITAL BUDGET REVIEW:
EDU Df(IGUEZ.
CAPE TAAL IMPROVEMENT MANAGER
PREPARED AND APPROVED BYt
ATTORNEY
APPROVED AS TO FORM AND
CORRECTNEXS : w
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CITY ATTO
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CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Honorable Mayor and DATE: JUN (1A0
na.Et
Members of the City Commission a
su.�ECT: Resolution for Municipal
Shops Relocation: Emergency
Waiver
FROM: REFERENCES:
Cesar H. Odio
City Manager ENCLOSURES:
REC OMMMDATION s
It is respectfully recommended that the City Commission adopt the
attached resolution which waives formal competitive sealed bid
procedures for the construction of replacement facilities for the
Parks and Public Works operations Divisions under the project
entitled "Relocation of Municipal Shops Operations" based on the
City Manager's written finding that a valid public emergency
exists justifying such waiver. The resolution also authorises
the City Manager to execute the necessary documents (contracts
and purchase orders) for all construction, services, materials
and equipment needed for this work, in an amount not to exceed
$800.000. Funds are available in that amount from the Municipal
Shops Project, Capital Improvement Project No. 311018.
BACKGROUND:
The Department of Parks and Recreation has prepared the attached
legislation with the assistance of the Public Works Department.
These departments are combining efforts with the City Manager's
office to relocate their Operations Divisions, presently located
at NW 20th Street and 20th Avenue. This move is necessitated by
the City's sale of a 4.5 acre portion of the Municipal. Shops
Tract to Miami Dade Community College (authorised by 'Resolution
No. 89-733, adopted July 27, 1989). Parks Operations is to be
relocated to the site of the old Incinerator No. l at 1950 NW 12
Avenue, and Public Works to a presently unused portion of the
resmining Shops Tract.
The City's sales agreement with the College specifies
September 30, 1990 as the date the property must be vacated by
City forces. The Public Works Department has worked diligently
to demolish the old incinerator to prepare for the new
facilities, but encountered serious delays with the discovery of
asbestos within the structure. While this is being resolved,
sufficient time does not now exist for formal competitive sealed
bids for the construction of replacement facilities required by
Parks and Public Works.
Honorable Mayor and
Members of the City Commission
Page 2 -
Due to the large number of employees and extensive equipment
presently using the Shops Tract as their base of operations, it
is imperative that replacement facilities be completed prior to
the September deadline. Additionally, should the City fail to
remove these forces by the deadline, the College may delay or
withhold the final $1 million escrow payment to the City.
On this basis, the City Manager has made a written finding that _
the construction of the replacement facility constitutes a valid
public emergency which justifies the waiver of formal competitive
sealed bid procedures for the procurement of the necessary
construction services, materials and equipment. Authorization is
requested to allow the City Manager to enter into the necessary
contracts (in a form acceptable to the City Attorney) and to
issue the necessary purchase orders in a total amount not to
exceed ;800,000. Funds in that amount are available in the
Capital Improvement Project entitled "Relocation of Municipal
Shops Operations" (Project No. 311018).
All interdepartmental expenses, including permit fees, and
indirect costs will also be waived for this project.
Additionally, a substantial portion of the work will be performed
by City forces, primarily Public Works, in an effort to reduce
Costs.
The proposed facilities for Parks will include a warehouse
building with offices to serve as the base for approximately 135
Parks and Recreation Department employees, a materials and supply
stockroom and a storeroom for small equipment. Exterior
facilities include parking for those employees and an enclosed
area for heavy equipment, busses, vans, pickup trucks and
showmobiles. improvements required by Public Works will include
enclosed, covered storage for light equipment, new restrooms, and
building renovations.
.An emergency ordinance is being presented as a companion
item, to appropriate the necessary funds for this work.
To: F
►leap: Cesar H. Odio;
City Manager
CITY OF MIAM1, FLORIDA
INTER-OrFICE MEMORANDUM
DAM J U N 19 1990 ML91
su.JKCT: Emergency Findings Waiver
of Formal Bid Procedures for
Operations Facilities/
REFEReNCar: Municipal Shops Relocation
[NCL.OSUREG:
rain memoranaum serves as the written finding of a valid public
emergency for the construction of warehouse, office, restroom and
storage facilities for the Operations Divisions of the Public
Works and Parks and Recreation Departments under the Capital
Improvement Project No. 311018 entitled "Relocation of Municipal
Shops Operations" This finding is based upon the followings
* The present location of the Parks' and Public Works'
operations Divisions, located at NW 20th Street and 10th
Avenue, has been sold to Miami Dade Community College, and
the terms of the sales agreement require the City to vacate
that location by September 30, 1990.
* Due to unforeseeable circumstances, namely, the discovery of
asbestos at the proposed relocation site, the former
Incinerator #1 (located at 1950 NW 12 Avenue), the
preparation of this site for occupancy by Parks Operations
has been unable to proceed on a timely basis.
* The present location of the Parks Operations Division houses
a substantial amount of valuable city property, including
heavy equipment, transportation vehicles, and maintenance
vehicles, as well as light equipment, and maintenance and
recreational materials and supplies, all of which require a
large secured area to safeguard the City's investment and to
allow for the proper functioning of its park maintenance and
recreation programs for the benefit of residents and
visitors.
* The present facilities of Parks Operations also houses
approximately 1351 Parks and Recreation employees who require
a base of operations for their daily work responsibilities
throughout the City's park system.
* Public Works facilites being displaced include light
equipment storage and employee support structures (restrooms
and offices), both of which are invaluable to regular
functioning operations for street, sidewalk, and right -of. -way
maintenance.
94- 478
FILE
Emergency Finding: Waiver of Formal Bids
for Parks Operations Division/Municipal
Shope Facility Relocation
page 2
a
* Failure to provide an adequate replacement facilities for
these operations Divisions may result in the lose of city
equipment, materials and supplies, in the disruption of
regularly scheduled park maintenance, in the interruption of
recreation programming and/or in the delay of needed street,
sidewalk and right--of-way improvements.
* Failure to remove City forces from their existing location
within the timeframe specified in the sales agreement may
result in a financial penalty to the City in that Miami Dade
Community College may withhold or delay its final $1 million
payment to the City.
* Said September 30 deadline does not allow sufficient time for
the requirements of competitive sealed bid procedures.
Such conditions indicate the need for extraordinary measures to
protect the health, safety and welfare of the community and the
welfare, property and convenience of the City. in order to
initiate and complete construction of the replacement facility by
September 30, 1990, formal competitive sealed bid procedures
shall be waived for the procurement of construction services,
materials, furnishings, and/or equipment, pursuant to Sections
18-52.5 and .6 of the City Code.
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