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Home My WebLink AboutR-89-04531-89-451 May 2, 1989 f39" '453 RESOLUTION NO. A RESOLUTION BY AN AFFIRMATIVE VOTE OF _ 4/5TH VOTE OF THE MEMBERS OF THE CITY COMMISSION WAIVING FORMAL COMPETITIVE R _ SEALED BID PROCEDURES FOR THE INSTALLATION fi _ OF AN AIR CONDITIONING SYSTEM AND THE - PAINTING OF THE EXISTING STRUCTURE UNDER THE - PROJECT ENTITLED "THE COCONUT GROVE EXHIBITION CENTER -RENOVATION AND EXPANSION" RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGERiS FINDING THAT AN EMERGENCY EXISTS JUSTIFYING SUCH WAIVER FOR SAID PROJECT; - AUTHORIZING THE CITY MANAGER TO ACCEPT THE LOWEST RESPONSIVE AND RESPONSIBLE BID FOR SAID INSTALLATION AND PAINTING AT SAID FACILITY UNDER SAID PROJECT; ALLOCATING FUNDS THEREFOR IN AN AMOUNT NOT TO EXCEED $3009000 FROM THE CAPITAL IMPROVEMENT PROJECT OF THE SAME NAME, PROJECT NO.415002; 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 painting of the original structure and the replacement of the air conditioning system at the Coconut Grove Exhibition Center i constitute a valid public emergency which requires the immediate procurement of painting services and an air conditioning system to ensure adequate comfort levels during the American Society of �i Travel Agents (A.S.T.A.) Convention and reduce the future outlay of money necessary for these improvements and for the convenience of the City; and WHEREAS, the nature of said emergency is based on the facility's need to replace the severely deteriorated air conditioning system and paint the existing structure while the building schedule has been reduced and can "accommodate these nA T S A th improvements in time for e A.S.T.A. convention, a p � d WHEREAS, the City Commission initially' recognized the,need: for, the Coconut Grove Exhibition Center'expansion and renovationEK .' pra3`ect"by its `adoption of Ordinance No. 10521 on November 17; p rp z sated° $ :200, 000 for said project; and e 7 f5 C C0.M k Rr �n; .)tt � F +� Y y `€`-R'?'�-7� J a i•ift4i�+'T�1i �I!►- i'x ,,s lY, MAT-:,.y■.■! AyR -s ,��H'i — a 'fit t, t k k _ Mh}4.. 7qr i�. Xya� c x7k"vF O�Lr,rk F k �£E R 7 r v i �✓,n �. ) a x v" i ,��, 7c'i,,;%k 'Mam . x j6+ 2Ci�it�,"'f y ` ZHer•�/2' r. ysat WHEREAS, in order to complete the work for the A.S.2.A. Convention in October of 1989 it is necessary to begin the work for the air conditioning system and painting in June of 19891 and WHEREAS, said deadline does not allow sufficient time for the formal advertising, receipt of bids, and award of contracts which are normally required procedures; and WHEREAS, Sections 18-52.5 and 18-52•6 of the City Code J. make provision for the emergency procurement of required goods and services for public work projects and improvements; and WHEREAS, the City Manager and Director of the Department of Conferences and Conventions recommend that informal bid procedures be utilized to procure the needed services, equipment and/or materials for said project; and WHEREAS, after receipt of' 'informal bidsp contracts for - said services, equipment 'and/or materials will be awarded to the lowest responsive and responsible bidder(s) by the City Manager; and WHEREAS, Ordinance No. adopted , 1989, to r increase the Coconut Grove" Exhibition` Center Renovation "and Expansion Project (No. 415002) within the City Capital' Improvement Program and additionally appropriate $300,000 for , said Project for a total of $7,500900; and WHEREAS, foregoing is being presented at a property sas advertised public hearing before the City Commissions NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE i CITY OF MIAMI, FLORIDA: s; Section 1 The recitals contained in the preamble to ,ry$ �m this Resolution are hereby incorporated by reference, thereto; and adopted as if fully set forth'in this Section. } _4 Sealrin 2• The;. City Manager's finding that a valid ,' { id t1b iG' tq` x'$eno exists':justifying suchwaiver for:-sa #'rprvved and confirmed. k$K ;�" a i7S-- j� .�Jf rr +@ '1 ,.a' "�+b ��t`dr`Y'.ePe'2�'S.✓ �i b`�� .. r. R < �,.: a� f1.,5�� a k• f;t9lrcj� f i '! _ �— r N �Tzt�`Y3IM INTJ - ? _ C� \ p*> 4 F '1 mot: r i Section 3. 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 emergency improvements of the "Coconut Grove _ — Exhibition Center - Renovation and Expansion Project" are hereby waived. Section 4. The City Manager is hereby authorized to accept the lowest responsive and responsible bid(s) for necessary` painting, construction and/or equipment for said Project. Section 5. An amount not to exceed $300,000 is hereby allocated therefor from the "Coconut Grove Exhibition Center Renovation and Expansion Project", Project No. 415002. Section6. The City Manager is hereby authorized to execute` and/or issue the necessary documents- in a "form. 2�. = / XAVIER.L. SUAREZ R,, ATTE s MATTY-HIRAI, CITY CLERK r �d ry,4 PREP RED AND APPROVED BY: n t �19 ROBERT F CLERK CHIEF DEPUTY `CITY ATTORNEY i - APPROVED 0 FORM D :CORRECTNESS: _, i .. EC Jog qi s �►. NNDI+Z CrorY i0� N )C yYfi; - -'4rt�'^ ,� �arE- """'." U . k �;` b" r -•t! ' � .- fit tt V11 ,Xmr,�� ;,x y �-- To: Honorable Mayor and dATI: MAY - i 1989 Members of the City Commission SUBJECT: Resolution for Coconut. - Grove Exhibition Center -Renovation and Expansion: Emergency FROM: Cesar H. Odi , REFERENCES: Waiver City Manager ENCLOSURES: .RECOMMENDATION: It is respectfully -recommended that the City Commission adopt 'the attached 'resolution. which waives formalcompetitive sealed bid.' procedures' for the replacement of the air conditioner and '. painting of the original structure under the project entitled F9;. "Coconut' Grove Exhibition Center. .- Renovation and Expansion" based: on' the written findings that. a valid public emergency,, .. exists justifying such waiver. The resolution also authorizes the acceptance of the bid and award to the lowest responsive `;and = =r responsible bidder(s) utilizing informal bid processes.,and allocates funds in the amount of $300;000 from the. Capital Improvement-Project (No. 415002) of the same name. 7- BACKGROUNDe The Departments of Public Works and Conferences and Conventions . have prepared the attached legislation. In light of the existiMg` severely deteriorated state of the air Iconditioner and painting: on the present structure, and the urgent need -:,for adequate ;"- comfort levels during American Society of Travel'. Agents;; -(A.S.T.A). convention, it is essential that these improvements be f done; while the building is , not in - use and .'construction . is taking place. • On this _basis, a written, finding ;(attach d) '.has made indicating that the ' air conditioner. replacement and .pa.nting `:""; -. of.. the Qrigtnal struature' under,. the..prgjCt entitled "C+gontt�>qrE Grove:Exhibition Center -Renovation and=,Expansion'► constitutes a ' emergency situation requiring immediate -:action. �a,aa r However... in. order'to--.begin_. constructio:n..it;= jag Gin or MIAMI, FWRIDA INMR.0Mcr MEMORANDUM YS � J I�� ro: FILE o� APR 21 1989 Emergency Finding: _ 9"5J"t' Waiver of Formal Bid Procedures for Coconut Grove Exhibition mow: Cesar H. Odio, ftVMe"cm, Center -Renovation and City Manager Expansion This memorandum . -serves as the writtenfinding nCent of a valid 'public i - Renovation emergency for the Coconut Grove Exhibition and Expansion. Project (No. 415002) . This finding is based upon the following: * Due to age, heavy use and salt air, the existing A/C'at Coconut Grove Exhibition Center is in a severely deteriorated condition requiring substantial rehabilitation or replacement to bring it up to proper standards and:.opt3mum design. capacity requirements The can break down.at any time; and it will have to be 'replaced in. the near future anyway. = The: deteriorated condition of the fins has'inereased the head S} T 4 ® pressure which, in turn, consumes more amperage (electricity) and for the Last several_ years has created a financial burden on the Coconut Grove Exhibition Center divisionaloperating budget and still does not address the greater capital impro p.a ment needs of the facility. The old,system gill be,replaced with newer, more energy efficient units and thislwill result in lower utility costs. z- e Failure to Implement the project immediately will exacerbate ri the above conditions and will result in,a higher. expenditure in the near future.. - r This is the least': expensive tray to <° replace the deteriorated equipment which has .already exueeadiN Tkle expected life of the `nex equipment is m .:,its useful life.. R approximately 15-20 years. sue, s a _, immediate : replacement of this AIC system wild. ally tety. tQ,more effectively' utilize, current, -:operating a�.lc�►t.+c , theQoQ ut 'Grove.. Exhibition Centers and to s44ta� n r, r A' L p+lectr A p t ion -may ,� `+Si �,. !�c �.V� su�Q • i i tr a. ✓t � ii'`. .�' �3Y,x'� 4-.,, .,,� 3;P°' '_�•! k { Z 1 !j r. _ P r _ � t- J"w f�F 'i '' �x-s`� . tr+4z-y"'A ,�r��y5+o;: � v.'o r;- s•�4 yi x �:';! i �;. j .�- P� C r t � ��` l _� a x r, e t ', - � 'r£' i' s +¢ i^."'fT•.i �� and � 'ff tw'H- - ... = Z. FIL9 Page Two It is essential that this work be done as soon as possible in order to have it installed and operational in time for the American Society of Travel Agents (A.S.T.A.) World Congress. This is the annual meeting of the American Society of Travel Agents, a 20,000member organization whose impressions will impact most significantly on the City's economy. The building schedule has already been reduced to accommodate 'construction' and there will. be no opportunity to replace the equipment prior to the opening of the -Congress e The existing structure needs to be painted ;both on the _ interior and exterior. Paint is flaking off in numerous .areas and must - be repainted in time for the A.S.T.A. convention in order to be.harmonious with the:new addition.. . - to e Money provided by the Miami Sports and Exhibition.`.Authority ,has :already been approved by the Commission but it was not appropriated for this project because ;it, was being held in , contingency for..critical needs. and these are critical needs.;_ These items were: on ,the list of , alternates to the-rigi.nal ,. o, contract because they were not affordable under the base..bid,, These alternates cannot 'be`performed by the current contractor; r r because that would`` delay the completion. . of; he new addition, s. Both jobs can be done,'however.,independent of the contraetor.f Such conditions need extraordinary measures ta'reduce.the future': out ay; of money necessary for these improvements and for. the: convenience` of the City.. In order to initiate and. complete; the':; painting and replacement of the A/C by the :summer of 1989: formal'r competitive sealed bid procedures must be ...waived,. procurement- of goods and services required 'for this'proj,ec pursuant to Sections 18'-52.5 and 18-52.6 of, the City Code•; Informal bids shall be obtained for construction services, panting services, matertals furnishings,. and/or equipment, and t shall', be awarded: by me to the lowest ;'responsive and responsib.�e ,' bidder(s)s) • �, ` _Ft � k Y ,�l' •�. r P t as P P -. s - k + r-'`--th'>�"� F'. v