HomeMy WebLinkAboutR-89-0666x;
J-89-672
06/27/89
RESOLUTION NO. �""tf"�
A RESOLUTION, BY AN AFFIRMATIVE VOTE OF
4/5THS VOTE OF THE MEMBERS OF THE CITY
COMMISSION, CONCERNING THE "TACOLCY PARK -
ROOF REPLACEMENT PROJECT" NO. 331350:
RATIFYING, APPROVING AND CONFIRMING THE CITY
MANAGER'S FINDING THAT A VALID PUBLIC
EMERGENCY EXISTED AND CONTINUES TO EXIST FOR
SAID PROJECT JUSTIFYING CERTAIN ACTIONS;
RATIFYING, APPROVING AND CONFIRMING THE
ACTION OF THE CITY MANAGER IN HIRING THE
DESIGN FIRM OF GEE AND JENSEN, P.A.,
CONSULTING ENGINEERS, TO PROVIDE PROFESSIONAL
SERVICES FOR THE FEE OF $10,000; WAIVING,
FORMAL COMPETITIVE SEALED BID PROCEDURES FOR
SAID PROJECT; AUTHORIZING THE CITY MANAGER TO
ACCEPT THE LOWEST RESPONSIVE AND RESPONSIBLE
BID FOR NECESSARY MATERIALS, CONSTRUCTION
AND/OR SERVICES NECESSARY TO COMPLETE SAID
PROJECT; ALLOCATING FUNDS THEREFOR IN AN
AMOUNT NOT TO EXCEED $95,000 FROM THE CAPITAL
IMPROVEMENT PROJECT OF THE SAME NAME, PROJECT
NO. 331350; FURTHER AUTHORIZING THE CITY
MANAGER TO EXECUTE AND/OR ISSUE THE NECESSARY
DOCUMENTS, IN A FORM ACCEPTABLE TO THE CITY
ATTORNEY, WITH THE SUCCESSFUL BIDDER(S).
WHEREAS, the City Manager has made a written finding that
the replacement of the roofs on the two (2) buildings in Tacolcy
Park constitutes a valid public emergency which requires the
immediate procurement of construction, services and materials to
protect the health, safety and welfare of the community and for
the convenience of the City; and
WHEREAS, the nature of said emergency is based on the
community's need for facilities that are safe, secure and
adequate for recreational activities and on the City's need to
control costs for building maintenance and repair; and
WHEREAS, due to age and to the poor and complex design of
the roofs, the buildings in Tacolcy Park have suffered
considerable damage from continuous leakage during the past rainy
seasons, creating risk of ceiling and interior electrical damage;
and
WHEREAS, the existing condition required immediate study to
ascertain the extent of damage and the design and method of
repair; and
CITY COMMISSION
MEETING OF
JUL 13 1989
)N No, �'*V
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WHEREAS, the engineering firm of Gee and Jensen, P.A. was
asked to perform such study and to provide professional design
services for the roof replacement for a fee of $10,000; and
WHEREAS, the plans and specifications for said project are
now complete and ready for immediate bidding; and
WHEREAS, it is necessary to begin construction in
immediately; and
WHEREAS, the situation may not allow sufficient time for the
formal advertising, receipt of bids, and City Commission award of
contracts which are normally required procedures; and
WHEREAS, Sections 18-52.5 and 18-52.6 of the City Code make
provision for the emergency procurement of required goods and
services for public work projects and improvements; and
WHEREAS, the City Manager and Directors of the Departments
of Public Works and Parks, Recreation and Public Facilities
recommend that unless time allows for public notice and receipt
of bids, informal bid procedures be utilized as needed to procure
the required services, equipment and/or materials for said
project; and after receipt of bids, that contracts for said L
services, equipment and/or materials be awarded to the lowest -
responsive and responsible bidder(s) by the City Manager; and
WHEREAS, Ordinance No. 10617 adopted duly 13 1989,
established the Tacolcy Park - Roof Replacement Project
(No. 331350) within the City Capital Improvement Program and
appropriated $95,000 for said Project; and
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WHEREAS, this matter is being presented at a properly
advertising public hearing before the City Commission;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section I. The recitals contained in the Preamble to this
Resolution are hereby incorporated by reference thereto and
adopted as if fully set forth in this Section.
Section 2. The City Manager's finding that a valid public
emergency existed and continues to exist for the "Tacolcy Park -
Roof Replacement Project" No. 331350, justifying certain
emergency actions for said Project is hereby ratified, approved
and confirmed.
Section 3. The action of the City Manager in hiring the
design firm of Gee and Jensen, P.A. consulting engineers, to
provide professional services for the Tacolcy Park - Roof
Replacement Project No. 331350 for the fee of $10,000 is hereby
ratified, approved and confirmed.
Section 4. By an affirmative vote of 4/5ths of the members
of the City Commission, formal competitive sealed bid procedures
for the procurement of services, equipment and/or materials for
the construction of said Project are hereby waived
Section 5. The City Manager is hereby authorized to accept
the lowest responsive and responsible bid(s) for necessary
construction, services, materials and/or equipment for said
Project, with funds therefor hereby allocated from the "Tacolcy
Park y- Roof Replacement Project", Project No. 331350.
Section 6. The City Manager is hereby authorized to execute
and/or issue the necessary documents, in a form acceptable to the
City Attorney, with the successful bidder(s) for construction
and/or equipment for said Project.
Section 7. This Resolution shall become effective
immediately upon its adoption pursuant to law. -
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PASSED AND ADOPTED this 13th day of Jul - , 1989.
li _
XAVIER L. UAREZ
MAYO
IATTE
MA HIRAI, CITY CLERK
FINANCE REVIEW AND APPROVAL:
CARLO GARCIA, DIRECTOR
FINANM DEPARTMENT
CAPITAL BUDGET REVIEW:
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EDUARDO/410DRIQUEZI
CAPITA IMPROVEMENT MANAGER
PREPARED AND APPROVED BY:
zatctd - - 6" 6t,-'x'
ROBERT F. CLARK
CHIEF ASSISTANT CITY ATTORNEY
LEGISLATION/SPECIAL PROJECTS DIVISION
s
APPROVED AS TO FORM AND CORRECTNESS:
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01M
R E L. FERN DEZ
CI ATTORNEY
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45
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO : Honorable Mayor and DATE : JUL ��$� FILE
Members of the City Commission
SUBJECT : Resolution for Tacolcy Park
Roof Replacement: Emergency
1�tAction
FROM l REFERENCES
Cesar H. Odio
City Manager ENCLOSURES:
RECOMMENDATION:
It is respectfully recommended that the City Commission adopt the
attached resolution to ratify and confirm the City Manager's
written finding that a valid public emergency exists for the
Tacolcy Park Roof Replacement Project which justifies certain
emergency actions: the hiring of the design firm of Gee and
Jensen, P.A. for specialized roof engineering services and the
waiver of formal competitive sealed bid procedures, if necessary,
for construction and the procurement of materials, equipment
and/or services. The resolution also authorizes the City Manager
to accept the lowest responsive and responsible bids for the
necessary goods and services (construction, materials, and
equipment) and allocates funds in the amount of $95,000 from the
newly created Capital Improvement Project (No. 331350) of the
same name.
BACKGROUND:
The Department of Parks, Recreation and Public Facilities
prepared the attached legislation with the assistance of the
Public Works Department and the Strategic Planning Office.
The two (2) recreation buildings in Tacolcy Park were constructed
in 1970 and 1979, utilizing a complex roof design with extreme
variations in slope and clerestory windows which inset into the
roof. The design, the windows and the age of the structures have
resulted in severe deterioration and continuous leakage into the
buildings, contrary to proper building code standards and optimum
health and safety requirements. Repeated repairs by'in--hous e
crews have not addressed the design flaws and the greater capital
improvement needs of the roof structure. This situation has
created a financial burden on the operating allocations for this
facility and has caused significant damage to the interior
finishes of the buildings.
Honorable Mayor
Members of the
Page 2
and
City Commission
On this basis, the City Manager made a written finding (attached)
that the Tacolcy Park - Roof Replacement Project constituted and
continues to present an emergency situation requiring particular
action to protect the health, safety and welfare of the community
and the convenience of the City. The initial action was the
hiring of a design firm to perform a detailed study of the
problems, and then prepare plans and specifications for the
recommended work. Secondly, it is requested that due to the
urgency of need and existing time constraints, formal
advertising, receipt of bids and award of contracts by the
Commission be waived, if necessary, in order to complete the work
by the earliest possible date.
As stated in the attached finding and in accordance with Section
18-52.3(c)(2) of the City Code, the Administration contacted the
engineering firm of Gee and Jensen, which has specialization in
roof design, to provide the requisite design services. The fee
to the consultant is $10,000 for the development of plans and
specifications. These documents will be utilized for the
procurement of bids for construction.
Also pursuant to the written finding, a waiver of the regular
requirements for formal competitive sealed bid procedures and the
implementation of emergency procurement processes are requested
in accordance with Sections 18-52.5 and 18-52.6 of the City Code.
If time permits, we intend to advertise the bid for project
construction, but ask that the City Manager be authorized to
accept and award the contract(s) to the lowest responsive and
responsible bidder(s) for the needed construction, materials,
and/or equipment. If public notice is not feasible, then
informal procurement processes will be conducted with as much
competition as is practic able. Funds in the amount of $95,000
were made available for this project, as detailed in a companion
item to this Resolution.
TO : FILE
�f
FROM
Cesar H. Odio,
City Manager
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE:
FILE :
J U L 3 1989
SUBJECT : Emergency Finding: Waiver of
Formal Bid and Approval
Procedures for Tacolcy Park
REFERENCES :Roof Replacement
ENCLOSURES:
This memorandum serves as the written finding of a valid public
emergency for the Belafonte Tacolcy Park - Roof Replacement
Project. This finding is based upon the following:
* Due to age and design flaws and complexities, the existing
roofs of the recreation buildings at Tacolcy Park are in
-_ severely deteriorated condition with continuing leakage which
requires substantial rehabilitation or replacer«er►t t: bring
_ them up to proper building standards and optimum health and
safety requirements.
* Repairs to the roofs to maintain minimum building and safety
_ standards for the last several years have created a financial
—( burden on the operating allocations for this facility and
still have not addressed the design flaws and greater capital
improvement needs of the facility.
* As a result of the existing roof condition and design,
_{ significant damage has been caused to the interior finishes
-( of the buildings, including plaster, wall paint and wood.
* Immediate replacement of the building roofs will allow the
City to more effectively utilize current operating
allocations to the Tacolcy Center, the Parks Department, and the General Services Administration, and to relatively reduce
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expenses for repairs and maintenance.
* Failure to implement the project immediately will exacerbate
—; the above conditions.
Due to the complexity of the existing roof design, with extreme
variations in slope and clerestory windows, and because such
expertise was unavailable in-house, an engineering consultant
with a specialty in roofing was contacted to provide an immediate
inspection of these structures and identification of the above
problems, pursuant to Section 18-53.3(c)(2) of the City Code.
Upon completion of an initial study, Mr. Jay Ammon of the firm of
r Gee and Jenson, Consulting Engineers, has recommended thatcte.
— 3
Emergency Finding: Waiver of
Formal Bid and Approval
Procedures for Tacolcy Park
Roof Replacement
page 2
construction involve not only the replacement of all roofing
materials, but the removal and resetting or replacement of the
clerestory windows and the repair of interior finishes.
Such conditions continue to indicate the need for extraordinary
measures to protect the health, safety and welfare of the
community and the convenience of the City. In order to initiate
and complete construction of the roof replacement at the earliest
possible date, a waiver of formal competitive sealed bid
procedures may be required for construction and the procurement
of goods and services needed to finish this project, pursuant to
Sections 18-52.5 andlS-52.6 of the City Code. If possible,
invitations to bid will be publicly advertised. Otherwise,
informal bids shall be obtained for the necessary construction
services, materials, furnishings, and/or equipment. It is
intended that bids be immediately awarded by the City Manager to
the lowest responsive and responsible bidder so that construction
may begin without further delay.
It is estimated that the total cost of the project, including
design fees, will be $95,000, as shown below. Funding will be
made available through GSA's Property Maintenance Funds and
Interest Earnings from Capital Improvement Funds.
Preliminary Budget:
Construction $75,000
Contingencies 51000
Administration & Project Costs 5,000
SubTotal 850000
Design Services 10,000
SubTotal $95,000