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Home My WebLink AboutR-87-1112J-87-1057 12/1/87 RESOLUTION NO. �'7--1112 A RESOLUTION APPROVING THE ATTACHED ADMINISTRATIVE POLICY OF REQUIRING THAT SEALED BIDS IN THE FORM OF DUPLICATE ORIGINALS BE SUBMITTED BY PROPOSED CONTRACTORS BIDDING ON CITY CONSTRUCTION CONTRACTS. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The attaohed administrative policy of requiring that sealed bids in the form of duplicate originals be submitted by proposed contractors bidding on City construction contraots is hereby approved. Section 2. This resolution shall be effeotive upon its adoption and the provisions thereof, unless otherwise indicated herein, shall also become operative upon its adoption. PASSED AND ADOPTED this loth day of December 1987. XAVIER L. SVMEZ, MAYOR ATTES (lye, NATTY HIRAI CITY CLERK PREPARED AND APPROVED BY: ROBERT F. CLARK CHIEF DEPUTY CITY ATTORNEY TO FORM AND CORRECTNESS: LUCIA' A . CITY AT4 RFC:bss:M573 ATTACHIARTS ENCLOSED CITY COMMISSION MEETING OF DEC 10 1987 ESOLUT104 No. 177-111 December 10. 1987 R-87- CITY OF MIAMI = COMMISSION POLICY A policy concerning custody of original sealed bids by the City Clerk upon their submission and prior to the City Commission award of procurement contract. To establish an absolute standard for comparison between an original bid as submitted and a working copy of the bid which may be the subject of an intense review and analysis by a user administrative department of the City with a likelih000d of pencil marks and possible loss or misplacement. It is the policy of the Miami City Commission that there be a submission in duplicate by proposed vendors or contractors of all sealed bids which are submitted in oonneotion with the award of procurement contracts. One of the duplicate originals of all bids received will be retained by the City Clerk with the other duplicate original - being delivered to the user administrative department for review analysis and for the purpose of making a recommendation to the City Commission in connection with the particular procurement contract being considered. With both duplicate originals being opened at the scheduled time of opening, the integrity of the City's procurement process can be maintained since the City Clerk's retention of "an original" will provide and maintain an unquestioned frame of reference should any question arise as to lost, missing or altered bid documents, as was the oase in a recent situation which fortunately was resolved after a time consuming inquiry that established the source and identity - of additional markings on an original bid document. N7--111,2 POLICY NUMBER: DATE: ISSUED BY: SUBJECT: Receipt of Sealed Bids for Construction Projects Clarification of Section 18-52.1, Competitive Sealed Bidding PURPOSE: To provide an official policy relating to the City's receipt of competitive bids for construction contracts in excess of $10,000, by the Department of Public Works. Effective today, this Administrative Policy supersedes all previous directives on this subject. THE POLICY MILL BE AS FOLLOWS: Competitive sealed bids shall be received by the City Clerk, on the date due and time due, in duplicate. Each sealed bid shall contain two copies labeled Copy (1) and Copy (2). When the City Clerk opens the sealed bids, or Public Works Department, if the bid is received by them, she/he shall read the amount of the bid at bid opening. The receiving department shall: 1) verify that Copy (1) and Copy (2) are identical in all respects, except that Copy ( 2 ) can be a xerox copy of Copy (1) with an original signature on each and initials on each page verifying that the bidder has examined each page and it is an exact copy of Copy (1). 87-1112 87-1112 When Copies (1) and (2) have been verified as being identical for all practical purposes, Copy (1) shall be given to the department soliciting said bid for tabulation and establishing the lowest responsible bidder in accordance with policy and procedures established for taking bids for the particular type of work involved. Copy (2) shall be retained by the City Clerk or any other department receiving bids, shall be sealed and placed in safe keeping until such time as the contract has been awarded to low bidder and all work on the project completed, at which time the original shall be retained by the department and duplicates destroyed after notation of the date and place of disposal has been placed in the file for permanent record. The purpose of this memorandum is to assure that no tampering, modifications, or alterations to any sealed bid received can be done after the official bid opening. Therefore, it is imperative that Copy (1) of the sealed bids be kept under lock and key at all times and available only to the City Clerk with authorization by the City Manager required to remove it from safe keeping. S7w1112 87-1112 CITY OF MIAMI, IFLORIDA INTER -OFFICE MEMORANDUM TO Honorable Mayor and Members DATE December 10, 1987LE of the City Commission SUBJECT City Commission Meeting eceia �4�eDecember 10, 1987 FAOM LuA. Dougherty REFERENCES Agenda Items #11 ♦ #34 City Attorney and #38 ENCLOSURES (2) The following information and material should be considered by you in your deliberations at.today's Meeting: Agenda Item #11 (J-87-1046) [Centrust Tower Financing Transaction] My attaohed memorandum describes in basic terms the essence of, the transactions being proposed for your consideration and approval. At the time of Agenda Paoket distribution, the proposed purchaser of Centrust stock in Centrust Realty was a subsidiary of U.S. West Financial Services, Inc. Subsequently, a determination was made that Centrust Savings Bank will sell all of its stock of Centrust Realty and Construction Company to a subsidiary of Chrysler Financial Corporation, a company with assets in excess of $21 billion and a net worth in excess of $1.9 billion. Accordingly, we have prepared a substitute resolution (corrected Item #11) which correctly reflects Chrysler as the purchaser of said stock. M Agenda Stem #34 (J-87-1057) [Resolution approving SEE Policy for City Clerk retention of original bids on City construction contracts] Upon reoeipt of an administrative policy prepared by the Department of Public Works, we prepared the attached substitute resolution (corrected Item #34) which was not distributed in the Packet but was distributed to you previously under separate cover. NOTE: At the time the Consent Agenda is voted upon, if these Items 011 and #34) are not removed from the Consent Agenda and considered separately, there should be an announcement made by the Mayor that Items #11 and #34 are being voted upon "as modified`. 87--1112 87-11 u CITY Cc MIAMI. FLORIDA INTEROFFICE MEMORANDUM TO Honorable Mayor and Members of the City Commission FROM LuQia A : Dougherty City Attorney DATE December 10, 1987LE SUBJECT City Commission Meeting December 10, 1987 REFERENCES Agenda Items #11, #34 and #38 ENCLOSURES (2) s The following information and material should be considered by you in your deliberations at,today's Meeting: agenda Item #11 (J-87-1046) [Centrust Tower Financing Transaction] My attached memorandum describes in basic terms the essence of. the transactions being proposed for your consideration and approval. At the time of Agenda Packet distribution, the proposed purchaser of Centrust stook in Centrust Realty was a subsidiary of U.S. West Financial Services, Inc. Subsequently, a determination was made that Centrust Savings Bank will — sell all of its stook of Centrust Realty and Construction Company to a subsidiary of Chrysler Financial Corporation, a company with assets in excess — of $21 billion and a net worth in excess of $1.9 billion. Accordingly, we have prepared a substitute resolution (corrected Item 411) which correctly = reflects Chrysler as the purchaser of said stock. - NINE Agenda Item 034 (J-87-1057) [Resolution approving Policy for City Clerk retention of original bids on City construction contracts] Upon receipt of an administrative policy prepared by the Department of o Public Works, we prepared the attached substitute resolution (corrected Item #34) which was not distributed in the Packet but was distributed to you previously under separate cover. a NOTE: At the time the Consent Agenda is voted upon, if these - Items 011 and #34) are not removed from the Consent Agenda and considered separately, there should be an announoement made by the Mayor that Items #11 and #34 are being voted upon 'as modified•. 97-1112 87-1112 w., AN r Honorable Mayor and Members December 10, 1987 Of the City Commission Page 2 Agenda Item f38 (J-87-1084) [Ordinance revising City Code Chapter 22, Solid Waste) The ordinance as distributed did not provide that there be monthly billing for those accounts involving collection of _ oommeroial waste bins; accordingly this provision has been added to the proposed ordinance by amending Section 22-12 and the approved ordinance containing this provision is being furnished to the City Clerk. LAD:RFC:bss:P477 = oo: Cesar H. Odio, City Manager Natty Hirai, City Clerk Donald W. Cather, Director, Department of Public Works Joseph Ingraham, Direotor, Department of Solid Waste — 87-111' J CITY 00"'MIAMI. FLORIDA # -0FICE MEMORANDUM Honorab Mayor a11 DATE December 8, 1987 J-1057 — of th ty Commi��tf CLERK SUBJECT ra�>' (IF- WAR. FLA. Proposed Administrative Policy requiring sealed bids in form of duplicate originalE -_ FROM c a Do gherty REFERENCES be submitted to City Clerk City Attor y City Commission Agenda ENCLOSURESItem #34, December 10, 1987 (1) At the request of Vice Mayor Kennedy, we prepared a resolution generally expressing a City Commission policy dealing - with possible confusion over staff markings on construction - contract bid documents. This item appears as Agenda Item *34 for the City Commission Meeting of December 10, 1987. Subsequently, we received a detailed concise draft of an administrative policy from the Department of Public Works which we recommend be substituted for the earlier expression of policy. Accordingly, you are requested to substitute the attached resolution which formally approves the administrative policy that has been prepared by the Department of Public Works. LAD/RFC/bss/P475 - S co: Cesar H. Odio, City Manager Att: Aurelio Perez-Lugones, Legislative Administrator Natty Hirai, City Clerk Don Cather, Director, Department of Public Works 87-1112 CITY OF MIAMI. FLORIDA 34 INTER -OFFICE MEMORANDUM TO Cesar H. Odic, City Manager DATE: November 24, 1987 FILE: Att : Aurelio Perez-Lugones SUBJECT. City Commission Policy FROM Lucia A. Dougherty REFERENCES: Submission of duplicate City Attorney original sealed bids ENCLOSURES: C ) At the request of Vice -Ma or Rosario Kennedy we have prepared the attached resolution (which is self-explanatory) for placement on the next City Commission Meeting Agenda. LAD:RFC:bss:P471 oo: Donald Cather, Director Department of Public Works Ron Williams, Director General Services Administration 3 y_j 8 7"-111z