HomeMy WebLinkAboutExhibit 1CITY OF IVIIAMI, FLORIDA
ENTER -OFFICE MEMORANDUM
TO :
FROM :
Johnny Martinez, P.E.
City Manager
/
Kennttl-Hoberfson, Dfrecto
Purchasing Department
Albert Sosa, P.E., Director
Capital Improvements Progr„r=
DATE:
November 10, 2011
FILE :
Emergency Finding:
Hyatt Regency Miami and James L.
Knight Center Convention Center
Replacement of Cooling Tower
R =ERENCES and ChillersyExpedite Proj ect No. 41-410004
EIJCLOSUR=S:Centrifugal Water Chillers
(IFB No. 283251)
SUBJECT:
•
The Departments of Purchasing and Capital Improvements Program jointly and respectfully
request your concurrence in making an emergency finding and waiving the formal requirements
set forth in the City of Miami Code of Ordinances, as amended, specifically Sections 18-85 and 18-
90, to affirm and to adopt these findings and to forward this matter to the City Commission for
ratification by a four -fifths affirmative vote at its next available meeting.
Ordinance No. 13045, adopted December 11, 2008, amending Chapter 18, Article III of the Code
of the City of Miami, Florida, as amended, the "Procurement Ordinance," enacted a new Section
18-117 entitled "Economic Stimulus Awards and Agreements". Said Ordinance authorized the City
Manager to advertise for, receive, review, reject, evaluate responses and award contracts for the
listed projects in an "Attachment A" of said Ordinance. "Attachment A - 10/13/11 Revised",
identifies the subject project specifically. In accordance with this Ordinance, on October 14, 2011,
the Purchasing Department issued IFB No. 283251 for the purchase of Centrifugal Water Chillers
for future installation at the James L. Knight Center. On October 31, 2011, two bids were received
ih response••to the IFB. Trane US Inc., however, •submitted ••the only.-responsiv.e.• and••responsible.
bid. The second bid, submitted by Johnson Controls, Inc., was deemed non -responsive for failure
to submit its bid response before the deadline. The sole timely and responsive bid received,
however, does not comply with 'the requirement'set forth in subsection (c) of Ordinance 13045,
which stipulates that "at least three bids are received from responsive and responsible bidders".
Award of IFB 283251 by the city manager, therefore, is not authorized pursuant to Ordinance
13045 and additional commission authorization is required.
Not immediately awarding IFB 283251 to order the chillers will have a disastrous and extremely
negative impact on the Phase II construction schedule for the subject project. Per contemplated
letter agreement between the city and Hyatt Equities, Phase II of the project, which is the purchase
and installation of three centrifugal chillers, a cooling tower and associated equipment for the Hyatt
Regency Miami Hotel and James L. Knight Convention Center, "shall begin no later than January
9, 2012, and be substantially completed no later than April 9, 2012." The manufacturing lead time
for the chillers is 70 days upon receipt of an approved purchase order. If issued today,
Thursday, November 10, 2011, the city could anticipate delivery of the chillers in mid -January
2012. The chillers must be ordered in mid -November 2011 in order to keep Phase II of the project
on schedule.
This purchase is funded in it entirety by the Energy Efficiency and Conservation Block Grant
which.is part of the federal American Recovery and Reinvestment Act (ARRA) of 2009.
.For the reasons stated above, as required by Sections 18-85 and 18-90 of the City of Miami Code
of Ordinances, the Departments of Purchasing and Capital Improvements Program request your
emergency authorization for the purchase of Centrifugal Water Chillers from Trane US, Inc,
pursuant to open competitive IFB No. 283251, in a total amount not to exceed $482,000.00.
Your signature below will signify your concurrence with these findings as justification for the
determination of emergency ..and_ authorization .to initiate the emergency purchase of the
aforementioned equipment. Thank you.
APPROVED:
0 Johnny Martinez, P.E
City Manager
DATE: l I ` t - i (
ebsite for business opportunities at: www.ci.miami.fl.us/procurement,
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Purchase order
Departmeni of PurchasingPage
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P.O. Box 330708 Miami, Florida 33233-0708
(305) 416-1900/1922 FAX (305) 416-1925
PURCHASE ORDER/RELEASE NUMBER
1201173
Show this number on all packages, invoice_, and shipping papers.
Change
Number
0
Change
Date'
No.
1 of 2
Order Date
11/16/2011
Bid/Contract I�umber
Buyer:
Maritza Suarez
Taxpayer ID
Supplier No.
Telephone No.
°}` +4 City of
Miami - Office of Sustainable Initiaves
2 Avenue, 5th Floor
FL 33130
250900465
9807
954-499-6900
411 9- •
3
444 SW
-;,�lr�.`.;''
Miami,
Trarie U.S. Inc.
F', 2660 NW 89th Court
:+' Miami, FI 33172
;;
City of
+444 SW
Miami,
Miami - Finance - General Accounting
2nd Ave, 6th Floor
FL 33130
Customer Account Number
(:
Effective Start Date
Effect ve End Date
Total Agreement Limit
Line
Commodity
Code
Description/Delivery Date
Qtv
Unit
Unit Price
Extended Price
1
03167-00
Centrifugal Water Chiller wNariable Frequency Drive (VFD), as per Bid
Specifications. Manufacturer: Trane U.S. Inc. Model #:
CVHF0570-050L-080L w/VFD. 70 Calendar Days Delivery Time from
receipt of Order.
PLEASE DISREGARD DELIVERY DATE BELOW OF NOVEMBER 21,
2011. DELIVERY SHOULD BE 70 CALENDAR DAYS FROM RECEIPT
OF THIS ORDER.
Delivery Date: 21-NOV-11
2
Each
149,500.00
299,000.00
2
03167-00
Centrifugal Water Chiller, w/Solid State Starter, as per Bid Specifications.
Manufacturer: Trane U.S. Inc. Model #: CVHF0570-080L-080L w/Solid state
starter. 70 Calendar Days Delivery Time from Receipt of Order.
1
Each
157,000.00
157,000.00
3
03157-00
Optional Item: 2nd - 5th year extended parts and labor warranty for Trane
CVHF05-080L-080L w/ Solid state starter, on entire unit, as per Bid
Specifications
1
Each
8,000.00
8,000.00
4
96391-00
Optional Item: 2nd - 5th year extended parts and labor warranty for Trane
CVHF0570-050L-080L w/VFD, on entire unit including Variable Frequency
Drive,.as per Bid Specifications .
2
Each
9,000.00
18,000.00
Total Amount:
In accordance with the City Manager's emergency approval and the terms
and conditions of IFS No. 283251.
4E2,000.00
DB:
estination
Requisition Number:
73295
Vendor Instructions
1. Florida Tax Exempt ID: 85-8012740125C-1
hip Via:
Department:
2. Invoices: Direct Invoices in Duplicate to the address shown above.
411000 - Office of Sustainable Initiatives
3. Terms and conditions set forth in our Bid or Quotation and on the
ayment Terms:
Contact Person:
reverse side hereof are incorporated herein by reference become
et 30
Stewart, Aiani O.P.
part of this order
Telephone Number:
) / 4
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11/16/2011
Dl I
IFN/PC 506 Rev. 12/05