HomeMy WebLinkAboutExhibitCiTY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Pedro G. Hemandez
City Manager
DATE: November 7, 2008 FILE:
SUBJECT: Waiver of Bidding Procedures:
Approval of Change Order No. 1
FROM: Ola O. Aluko REFERENCES: Antonio Maceo Park
Director Community Building, B-60430
Department of Capital Improvements ENCLOSURES:
BACKGROUND
City Code Section 18-111 allows for the use of other competitively bid government contracts
("piggybacking'') to fulfill the City's procurement needs. In 2004, The City of Miami Beach awarded a
Job Order Contract to F.H. Paschen/SN Nielsen, pursuant to Invitation to Bid No. 14-03/04. The City
of Miami desired the same services to be available as needed citywide. Pursuant to Resolution R-
04-0516, the City Commission granted approval to utilize the Miami Beach Agreement. The City
used the agreement for various capital projects on an as needed basis, including the Antonio .Maceo
Park New Community Building Project, B-60430), until the award expired May 25, 2008.
The work and cost proposal for a Change Order No. 1 for the Antonio Maceo Community Building
Project, describing additional services necessitated due to unforeseen conditions and added scope
by the NE, was completed and submitted on November 16, 2007, prior to award expiration. Due to
a change in Project Managers and ongoing negotiations including evaluations for acceptance or
rejection of individual items within the change order documentation, the Change Order was not
finalized prior to award expiration.
As such, the services cannot be formally authorized without a four -fifths (4/5ths) affirmative vote,
after an advertised public hearing, ratifying this recommendation that the requirements for
competitive bidding procedures be waived for the procurement of the additional services, pursuant to
section 18-85 of the Code of the City of Miami, Florida, as amended.
The additional work in Change Order No. 1 is for unforeseen conditions including the removal of
buried concrete footing, repairs to existing irrigation systems, extension of sanitary sewer service
from the S.E. corner of the building to the main entrance, lowering existing drinking fountain water
line to accommodate proposed elevations and upgrading the acoustical ceiling tile, and HVAC grilles
and lay -in light fixture to a Fire Rated System in order to pass inspection. The additional scope
includes work to the following items: sitework, irrigation, storm drainage, site utilities, sidewalks and
pavers, casework, hardware to include ADA access, metal support assemblies, gypsum board,
ceramic tile, acoustical ceilings, special coatings, hurricane protection, office furniture, plumbing,
HVAC and electrical work; and,
FINDING
In the interest of maintaining continuity of work, and considering the Change Order was initiated prior
to contract expiration, the - Capital Improvements Program considers it most practicable and
advantageous to the City for F.H. Paschen to have performed the additional services, as was
originally intended and contemplated, rather than competitively bid the work.
We recommend that the City Manager concur to waive the formal bid requirements set forth in
section 18-85 of the Code of the City of Miami and affirm and adopt these findings and forward the
matter to the City Commission for its approval.
Your signature below will sign
assimilation of these findings as
and the selection of the specified
Approved:
concurrence with the above recommendation and your
own justification for the waiver of informal bidding procedures
ice►
Pedro G. Hemandez, City = • •
ary Fabrikant, CIP Assistant Director
Nelson Cuadras, Project Manager