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HomeMy WebLinkAboutBid Waiver MemoCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Carlos A. Migoya City Manager FROM: Alice N. Bravo, P.E., Director k_o& Capital Improvements Program RECOMMENDATION DATE: September 13, 2010 FILE: SUBJECT: Waiver of Competitive Bidding Procedures: Retroactive approval of additional services and Issuance of Purchase Order REFERENCES: Jose Marti Gymnasium Project, B-35857/ Little Haiti Cultural Center, B-30295 ENCLOSURES: In the interest of maintaining continuity of work, it was determined by the City Manager and Capital Improvements Program (CIP) that it is in the best interest of the City to retroactively approve the additional design services performed by Zyscovich, Inc. for the completion of the Jose Marti Gymnasium Project, B-35857 and the Little Haiti Cultural Center, B-30295. The City Manager has determined that a valid public emergency exists and finds that it is most practicable and advantageous to the City for Zyscovich to perform the additional design services needed for the Projects. We recommend that the City Commission concur to retroactively waive the formal requirements set forth in the Code of the City of Miami, as amended, in Sections 18-87, 18-90 and under Florida Statutes 287.055, and affirm and adopt these findings, in order to authorize the additional work performed and authorize the issuance of a Purchase Order. BACKGROUND The City entered into an agreement with Zyscovich dated June 24, 2002, pursuant to Resolution No. 02-144 adopted on February 14, 2002. Under the agreement, Zyscovich provided professional design services in the field of architecture on an as needed basis. Resolution No. 05-0125, adopted on February 24, 2005, authorized the City Manager to engage Zyscovich for comprehensive design services for the Jose Marti Gymnasium Project, B-35857 (Jose Marti) and Resolution No. 04-0151, adopted March 11, 2004, authorized the City Manager to engage Zyscovich for comprehensive design services for the Little Hadi. Cultural Center, B-30295 (Little Haiti). Resolution No. 04-0151, adopted March 11, 2004 amended resolutions 02-144 and 03-089 to increase the value of the agreement with Zyscovich to the limit of $2,250,000. Throughout the course of the project, Zyscovich responded to various additional service requests within the original project scope for Jose Marti. The requests included: schematic redesign due to unforeseen utility easements and underground utilities; design changes to 100% construction drawings including architectural, structural, mechanical and plumbing revisions by the architect; additional Architectural Engineering services to provide WASD Water Main Extension design submittal; and additional water fountains. Approval of a Supplemental Change Order in the amount of $69,890 is being requested for services completed for Jose Marti. The additional services for the Little Haiti project include extended Construction Administration services, in the amount of $51,000, due to additional time granted to the Construction Manager for completion of the project and $40,191 for outstanding invoices for work performed but not approved. Approval of a Supplemental Change Order in the amount of $91,191 is being requested for services completed for Little Haiti. It was determined that it was in the best interest of the City for Zyscovich to perform the additional design services needed for the Projects, in the interest of maintaining continuity of work and to avoid undue additional expenditures. The agreement with Zyscovich has since expired, thus Commission approval is now necessary to retroactively approve the additional work for both projects and subsequently issue Purchase Orders in the not to exceed amount of $69,890 for Jose Marti and $91,191 for Little Haiti. Funds are to be allocated from the appropriate Capital Improvement Project. Your signature below will signify your concurrence with the above recommendation and your assimilation of these findings as your own justification for the waiver of competitive bidding procedures and recomm ndation to retroactively authorize the work and authorize the issuance of a Purchase Order fo;r urpose. Approved: Carlos A. Migoya, City Manager