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TO: The Honorable Mayor and
Members of the City Commission
FROM: itothy . mand
Executive Director
RECOMMENDATION
DATE: August 5, 2004
SUBJECT: A Resolution
of the Miami City
Commission ratifying,
approving and confirming the
Bayfront Park Management
Trust's Executive Director's
finding of an emergency for
the repair and replacement of
the lighting truss system at
the Bayfront Park
Amphitheater.
It is respectfully recommended that the Miami City Commission adopt the attached Resolution
ratifying, approving and confirming the Bayfront Park Management Trust's Executive Director's
finding of an emergency, waiving the requirements for competitive sealed bids and approving repair
and replacement of the lighting truss system at the Bayfront Park Amphitheater in an amount not to
exceed $61,807.00 payable to John R. Elwell Construction, Co. Inc. Funding is available from the
Bayfront Park Management Trust Capital Improvement Budget.
BACKGROUND
The Bayfront Park Management Trust was created by the Miami City Commission to direct,
operate, manage and maintain all aspects of Bayfront Park with the goal of ensuring maximum
community involvement. To that end, the Bayfront Park Amphitheater is an integral component
in fulfilling that mission. The amphitheater truss lighting system, installed in 1987, supports the
weight of event lighting components. Through constant exposure to the elements, the winch
motors and cables had deteriorated creating a less than optimal and potentially dangerous
situation. The Trust at its board meeting of September 22, 2003, approved Inter America Stage,
Inc., through Resolution No. 03-054, to assess and render drawings and specifications for a new
truss system. At the Trust meeting of February 23, 2004, the Trust approved the Executive
Director's finding of an emergency and authorized the replacement of the lighting truss system
through Resolution No. 04-009, in an amount not to exceed $59,665, payable to Inter America
Stage. Due to a change in the agreement concerning the subcontracting of work, the Trust at its
board meeting of May 24, 2004, approved Resolution No. 04-027, authorizing John R. Elwell
Construction, Inc. as the contract executor. The Trust at the board meeting of July 26, 2004,
ratified the additional expense of $2,142.00 for permitting costs which brought the final project
cost to $61,807. Funds are allocated in the 2003-04 BPMT Operating Budget/Fixed Assets &
Land Improvements /Amphitheater Sound & Lighting Truss System. Work was completed on
the new Amphitheater truss system on August 3, 2004. This purchase is respectfully submitted
as an emergency because the immediate procurement of the repairs is essential to the safety and
convenience of the City and the Trust.
TFS/jg