Loading...
HomeMy WebLinkAboutBack-Up DocumentsCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Danny J. Alfonso DATE: August 13'", 2015 City Manager SUHJECr: Marine Forklift Lease FROM. Daniel Rotenberg, Director (i / REFERENCES: Department of Real Estate a Asset Management ENCLOSURES: The Department of Real Estate and Asset Management is respectfully requesting permission for the expedited purchase/lease of a Marine Forklift Truck that will service and replace one located at Marine Stadium Marina. As per emergency procurement procedures and as defined in Section 18-90 of the City Code, authorization to waive a competitive bid process is required in order to secure this asset. The approval of this emergency bid waiver will prevent future costly repairs to one of our current marine forklift trucks, which is more than (20) twenty years old, obsolete, and in very poor condition. Marine Stadium Marina is a 300 vessel dry storage facility open seven (7) days a week, thirteen (13) hours a day. The forklifts are vital to the ongoing marina operations and provide daily in -out service to marina customers as well as facility's service/repair commercial tenant. Your approval will provide the Procurement Department permission to proceed with the purchase. Upon your approval, and pursuant to Section 18-90 of the City Code, an item will be prepared for ratification of this emergency procurement for the next Commission meeting. Approved. At4 DR/yh niel J. Alfonso -tiq Manager C: Annie Perez, Director, Procurement Department D.R.E,A.M.150022 City Commission Meeting Minutes September 24, 2015 RE.1 15-00755 District 5 - Coin inissioner Kean I-lardenron RE.2 15-01093 Department of Real Estate and Asset Management Mr. Hannon: Roll call on item FR.1. A roll cull was taken, the result of which is stated above. Mr. Hannon: The ordinance passes on first reading, 5-0. Chair Gory: Thank von. END OF FIRST READING ORDINANCES RESOLUTIONS RESOLUTION A RESOLUTION OF THE MIAMI CITY COMMISSION AUTHORIZING THE CITY MANAGER TO ACCEPT THE DONATION AND INSTALLATION OF TEN (10) SCULPTURES FROM NINATORRES, AT AN ESTIMATED FAIR MARKET VALUE OF $1,000,000,00, TO BE INSTALLED ALONG THE MIAMI RIVER AND THE PUBLIC MIAMI RIVER GREENWAY/RIVERWALK; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE THE NECESSARY DOCUMENTS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY FOR THE ACCEPTANCE OF SAID DONATION. 15-00755 Legislation.pdf Motion by Commissioner Sarnoff, seconded by Commissioner Suarez, that this matter be DEFERRED PASSED by the following vote. Votes: Ayes: 5 - Commissioner(s) Gort, Sarnol'1 Carotin, Suarez and Hardcmon Kure Jim the Record: Item RE.1 was deferred to the October 8. 2015. Regular Commission Meeting. RESOLUTION A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S EMERGENCY FINDING, THAT IT IS MOST ADVANTAGEOUS FOR THE CITY OF MIAMI TO WAIVE COMPETITIVE SEALED BIDDING PROCEDURES PURSUANT TO SECTIONS 18-90 AND 18-85 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED; AUTHORIZING THE PROCUREMENT/LEASE OF A MARINE FORKLIFT TRUCK FROM THE MANUFACTURER, WIGGINS LIFT TRUCK COMPANY, INC./TAYLOR LEASING CORPORATION, D/B/A TAYLOR LEASING & RENTAL, FOR AN INITIAL CONTRACT PERIOD OF TWELVE (12) MONTHS AT $5,819.00 PER MONTH FOR A TOTAL AMOUNT NOT TO EXCEED $69,828.00, WITH AN OPTION TO RENEW FOR FOUR (4) ADDITIONAL ONE (1) YEAR PERIODS AT $5,819.00 PER MONTH FORA TOTAL AMOUNT NOT TO EXCEED $349,140.00, AND AN OPTION TO PURCHASE UNDER THE FULL PAYOUT FINANCE OPTION, FORA TOTAL AMOUNT NOT TO EXCEED $349,140.00, FOR THE DEPARTMENT OF REAL ESTATE AND ASSET MANAGEMENT; AUTHORIZING THE CITY MANAGER TO EXECUTE A LEASE AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, FOR SAID PURPOSE, ()lr fit .V i,mn Page 41 Pr i,uerl ua 10 20/1'015 City Commission Meeting Minutes September 24, 2015 15-01093 Summary Form.pdf 15-01093 Legislation.pdf 15-01093 Exhibit - Manager's Approval Memo.pdf 15-01093 Exhibit - Lease Agreement.pdf Motion by Commissioner Sarnoff, seconded by Commissioner Caroilo, that this matter be ADOPTED PASSED by the following vote. Votes: Ayes: 4 - Commissioner(s) Gort, Sarnoff. Carollo and Hardemon Absent: 1 - Commissioner(s) Suarez R-15-0411 Direction by the City Commission to the City Manager to place this dent on a City Cormnissiat agenda one tl) year [irony non. so that the City Commission can review the lease agreement fin. 'hither consideration before ererrising the option to renew. Chair Gott. RE.1 was referral [sic]. RE.2. Commissioner Carotin: Two. Daniel Rotenberg: RE.2. Good morning. Daniel Rotenberg, director of Department of Real Estate & .asset :blanagentent. RE.2 is a resolution, requiring a faro ;/Ohs affirmative vote, approving the Cih' 1t.lanager's emergencyfindingJor the City of:4lianti to waive competitive .sealed bidding processes --procedures pursuant to Sections IS-90 and l,4-83 of the City Code: authorizing the procurement/lease of a marine finkliji for Miami ,Warine Stadium. The one that's currently at Miami Marine Stadium is 20years or older and is filling apart. This is for a Jive -year period: a ortc-year lease. with %our• one-year options. And we -- Chair Gort: Thank you. Mr. Rotenherg: -- do have a five maintenance contract thrown in for rear one. Chair God: Okay. ..Iny questions? Motion. Commissioner Sarnoff: So more. Chair Gor t: lt's been proved by Commissioner Sarnoff Connnissioner Camlla: Second. Chair Gori: Second by Commissioner- Cavallo. [lee Chairman Hardemon, you're recognized. Vice Chair Hatdemon: Yes. The terms of the deal in regard to the one-year extension periods, how did you end tip getting dial part of the deal worked out? Does that have anything to do with the monthly fee that you're paying even, single month? rLli. Rutenhery• Yes. Mint we did was we took a payment -- the ntnnthh' payment is S5.R19; annual payment is abnost 70.000. After Jive years, we will own the forklift. So, if we decide not to continue on at any time. Otte service is not well, if the machines aren't operating, we could terminate the contract. If we want to continue on at the end of f ve years. we will own a Jbrklif. lice Chair Hardenunt: And how nran larkliJls do you believe that we have within -- at the City.? Mr. Rosenberg: Vfe have four, maybe five, all of which are very old. We are looking at each one. Vice Chair Hardemon: So, then, purchasing are farkh l is a significant thing to undertake within Grr of .rtieuni Page 4' Printed on rrr 0/20/5 City Commission Meeting Minutes September 24, 2015 the City of Miami, purchasing one/orkli/i versus —? Mr. Rorenbetg: Yes. Vice Chair I•Iardeniou: And so, theforklift that's currently at the Maine Stadium, is that a fvrkli%< that's being used right now that's in need to be used right nosy? Mr. Rotenberg: It needs to he used but it is inoperable. Vice Chair Hartle m n: And how long has it been inoperable? tIr. Rotenbew: Roughly, three. maybe four weeks flee Chair Hadenton: So this is an emergency lease, because, of course, you need an operable fvhklifi at that venue. Bat what is the benefit of us moving forward for an additionallotrr years with this lease agreement that we're waiving the competitive bidding process for versus putting it out for a bidfor those nett.lbur years or each star? Mr. Rotenber;: The machines are a yensive. 1 don'i believe we're going to get a better price, even if we put it out to hid. 1•V'e did look at other .fnrklifl contpcuries. crud other prices. This was the best one that we can get. Even though it's an emergency finding. we did do a little bit of competitive research. If we dial go back out, we could cancel after a year•, like l said; and if something were to where we go! better terms or better financial arrangements with another group. we could do that. Vice Chair Har•demon: So, Mr. Manager, in this situation. that we're looking at this forklift do you think that its hest to mare froward after one year and put it /iu• another -- a bid. or do you think that we should continue to use it as it is in this document fin- additional four years, waiving this competitive bidding process? Daniel J. Alfonso (City Manager): Commissioner.first, 75n going to say that I would like Mr. Rotenherg to also address the issue of the fact that theJorklifis that we had were costing us a significant amount of nonev in maintenance. and the forklift is absolutely necessary to operate the marina. becausc.vou can't put the boats into the racks without the forklift. so that's why the emergency )ratite of it: it was done. The nice thing about hawing the options is that at any moment that the amiversarr• conies tip. you can step our of theoption. For example. we have an REP (Request for Proposals) going on f u• one of our marinas, and probably by the time it's all .said and done, all probably be close to a year: at which point, we can decide whether we can prove a /br kli/i from one location to the other or continue to use this forklift and not renew -- and renew or not )view. et cetera. So having that option, 1 drink, gives firs the flexibility a year from now to determine whetter at that point it's needed or not. But the act of haviirg to do it on an en:ergcncy basis, that was based on our inability to operate the marina without a finklift. Vice Chair Hardemon: and 1 completely understand the need to do that now. MLlr..-t if inso: Right. ',ice Chair Haldeman: But my question is, after one year, there's not an emergency need. so/or us to continue to waive the competitive -- it's -- to me, Its a continual act of waiving the competitive bidding p:vicess. because you didn't hid in thefrrst year, and now you won't be bidding in the second, third, fourth, or li th year. and so that's the part that i'nt talking about. Mr Alfonso: Okay. 6 ice Chair Hardcnron: So that's wlry I'm Awing to figure out win is it best tut 10 -- car ut Miami Page 43 Primed on 111.I0i3015 City Commission Meeting Minutes September 24, 2015 :LIr. Rotenhetg: There are two issues with that. Just to manure what the City Manager said, which is true. our annual budget was far exceeded. The one forklift in question, the repairs fair one year was in excess of S3 75.000. If we go hack to this company and we say to them. "Oh, we're going to take one year out of the five years and we may not continue on upfront," thev'm going to change the rrumbe:s on us, and they will he un/:vorahle to the City. Commissioner Condit): Mr. -- Commissioner Sarnre 1lU,VLVTELLIGIBLE). ,lLr. Rotenhetg: Sorry. Commissioner. Chair Gort: Yes, sir. Commissioner Sar'nt jl: Maybe whit you want to do is -- because I think it'll .see an RFP as well, hut why don't you -- why don't we consider approving this with a directive to the Manager to look at the anniversary dares to see if there can he a more competitive natter -- Commissioner C.arollo: Mr. Chair. Commissioner Sarnuff — or whether it he warranted, but to change the terms of'the agreement. I dunk we would dc'lerrt our own purpose. Pre Chair Hardenrnn: Right. And ICYVIATELLIGIBLE) -- Chair Gort: He's go! to floor: wait a minute. Go ahead. Vice Chair Minimum: .4nd I'm sure you can see, as 1 was builrlhhg nil' questions, that that's -- dre fitcts 1 was Dying to pull out of this were to see if one, changing the terms would uJ/ec t the price, and that's wby 1 asked about that -- and then, tun. !row you go about whereyou5e continuously wailing the bidding process through rears two, three. /our, and Jive, so 1 completely understand that And putting the language that you just proposed on the sword, ! don't think world do me any good, because 1 assume -- and I think it'll be a very good assumption — that the Manager would look at the end of ;ve year one whether it was benefic•ian' [sic] for irint to continue the relationship or to seek an RFP. So, 1 think the reason I'm not proposing that is because 1 think that you haiku do that anyway, bemuse 1 believe that you are responsible enough with our finances to make sure that that happens. And then the only other option would be to bring it back be ore us, but 1 think by doing that. it would put that decision in our hands and not necessarily that is something I want so do, either. But I pest want the Athninistr•ation to be aerate that when we make this type of'orchnamce or this resohtion or -- when you put forth this resolution, that it's not insignificant in the fact that there are only /inn•, as 1 understand, that's widen the City of:Niumi's possession. and this is one of thatJour, so you're talking 25 percent of the actual forklilis that we ham, e, and so there should be some sort of cottrpetitire bidding process. i understand the nature of this situation in this year, and why we ourself in this position: but if the other ones are costing us additional finds, then maybe we should be proactive and Mink about putting out a hid for sonmething like this moving forward instead of whiting till there's an issue that we need to put emergency orvlina nee on for. 1Vlr. Rotenhetg: You're a hundred percent correct. I've been here one year, and this canto to my attention about a month, month and a half ago by looking at numbers. The timbers that we're paying fin' the maintenance fur exceeded the value, and we turnedaround and decided to toke action. Chair Cork Thank rots. City of Mirnni Page 44 Printed on !nt?01111!5 City Commission Meeting Minutes September 24, 2015 !lee Chair iltnelenton: Thank yore. Chair Gort: Cormnissi,mer• Carollo, you're recognized. Commissioner Caollo: Thank you. Mr. Chairman. That's why 1 uant 10 second the motion. 1 asked, for discussion, because Conrntissiouer Sar --1'ut sorry -- Commissioner Ilardennon's concerns were concerns that 1 had, and I thought the hest war would he /or any additional }ears, .just like we did before, for it to come hack to this Commission in order for us to give the approval for an additional sea'.. -lad of that time. or even hefcuehunct, sec could have those questions and see exactly that the anrhsis seas done, and it's beneficial for• us to continue with this lease as opposed tops: -- because what happens is, Commissioner Madman, many times. if it doesn't come hack to this Commission. you'll never hear about it again. because in all.fairness, so many things are happening in this City at the same time that your just don't hear about it anymore, so that's why. you know, sometimes I like to have on .specific items. make sure that it was put in legislation. that it does come husk to this Connai,ssion fun' us to stake sure that it doesn't get Mg -often with all the things that are happening. and again. 1 feel that with this legislation, it should come hack to this Commission Jw any additional years, at the least. Connrissioner.SarnOJli But in doing that -- Chair Gorr: Thank you. Cbmnnissiarer Sa•no(l -- we could change Me terms and conditions of the agreement, because iflin ague •- ifl'ar the fiu•kli/1 cotupany— let's sae I'm Harris, right, Harris Forklift -- 1 don't even know if this is Harris or not -- and I know i have the one year certain but fur,- year options. and 1 put it in the political hands of'us. because it is politics, Men I'm going to change no• conditions and any terms, and I'm going to of least make sure toy payments go up on the front side versus the backside. So! don't know that in this circumstance. it iv a wise stove to rho that. You could test the water, but on the other hand, 1 think you guys know there'll be an RFP for Virginia Ker. 1 would dunk it would he Isere in the next year la 18 months. and you also bring up a good point which we never learned: how old are the other three f brklilts or the terms and conditions fin• the other threejc'nr•kdrifts? I don't know. By the way, I clearly don't know. and as you would think• well, ii;you lease a.lcet crf forkli f s. don't you get a lower price than one forklift. Chair Gorr.: Couple of questions. and that's -- Commissioner Sarnoif.• Whet( you get -- Chair Gorr: -- iLWI:\'TELLIGIBLE) thought. The -- this jorkli/t is going to be used where? Mr. Rotenhern: at Monti Marine Stadium. Chair Gort: Marine Stadium. We have -- how many of these shiptrads do we have? 141r. Ralenhe, g: We have Dinner Key Marina.. IVe have Ba side. Chair Gort: Bat•side. Mr. Rosenberg: Bayside doesn't n picalh• use tine, finklifls because there's no dui stacks. Chair Gort: Right. Mr. Rotenheig: So this would he used in one ofthe marina. There is at RFP nut there; that is correct The one-year option we took specifically for the reason that if we're not satisfied after Cite gl.tlhtnti Page l] Primed cm 1 rt'tti21115 City Commission Meeting Minutes September 24, 2015 one year: or we don't need it, we get to cancel. Chair Gort: Okay, i have to tell you, the just opened tap the -- about a week ago. Apex Marine. Came all the way down from Florida -- i mean, .from Broward, and established they're settling here, and as I know of, people have come and talked to are (UNINTELLIGiBLE) in the Planting Department. They talk in the Planning Department to pull u permit fin- additional nrttrinas that they going to take place in the river. so this is something that we might be able to lake advantage oj-it. because those companies are going to he canting down here and want to piswide the sale._ Commissioner Sar oft: Ls Apex the MLier•rill Stevens? is that the old Merrill --? Chair Gor•t: No. drags -- Steven is working fidl-time also. (UNINTELLIGIBLE). This is an additional. This is the one on north -- Southwest South River Drive and about Jl stAvenua. Commissioner Sarno(J: And '%rnterly known as" or is this brand-new? Chair Gort: No, no. hs /vrnier/s. It used lobe one oldie biggest one that we used to have e done here. Iforget the name. Commissioner Su, ngfl At Jones Boatyar•(l. right? Chair Gort: Could he Commissioner Sario/)'` Could be Jones Boatyard'' Chair Gorr: Could be. CwtunissiouarSas'nafJ Okay. Chair Gort: it's a araioi• one -- so we finally getting that -- those marines services back to Miami, which is vet v important. Okay- Alfonso: Mr. Chairman, ij l may:, / brink we -- we don't have an objection to bringing it back in a tern•. Chair Gort: Yeah. Ab. ABOnso: We have other•forkl(fis that are very ancient as well, rthiclt we will probably start that RFPpfvicess «nytwans, Chair Gort: Right. blr. Albano:.4nd a year jivnr now, that'(l probably be something that we can look at; just instead of three. we do four•. Chair Gort: Okay. Thank you. Any finite). niter discussion? Vice Chair Ha,'denort: li1Jl, 1 would support Cmnnricsinner Ccnollo in the hinging it back to the Commission in a year. Much like you ewi ,rvlew it in a year: just bring it back to us in a year. nWr..41/dnso: No problem. Victoria iWBndez (City Attorney): We cam -- sir•,. f r the Clerk's purposes, we could do one of nvo ways: We can amend this rc'so saying it's coming buck in a year; or we could do a directive, a ( .,! l(Nan Page 16 Painted un 10.2012015 City Commission Meeting Minutes September 24, 2015 separate directive hi bring it beck in a year. ff./utterer is easier fin. -- Todd B. Hannon (City Clerk): It's the will of the Commission. Vice Chair Ilcndem011: i think the directive would be better so we can — Chair Gort: Yes. rb1s. dlende_: Follow up. Vice Chair !-ktrdenrnrt: -- calm the concerns of our dear Commissioner in the second district. Chair Gorr: Oktty. Any further discussion? Being none. all in./ttror, state it by saying ltre. " The Commission (Collectively.): Aye. RE.3 RESOLUTION 15-01121 Office of the City A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH Clerk ATTACHMENT(S), ACCEPTING THE CITY CLERKS CERTIFICATION OF THE WYNWOOD BUSINESS IMPROVEMENT DISTRICT'S ("WYNWOOD BID") PETITION PROCESS FOR THE EXPANSION OF THE WYNWOOD BID BOUNDARIES. 15-01121 Memo - Office of the City Clerk.pdf 15-01121 Legislation.pdf 15-01121 Exhibit - Cert & Declaration of Results,pdf Motion by Commissioner Sarnoff, seconded by Commissioner Carollo, that this matter be ADOPTED PASSED by the following vote. Votes: Ayes: 4 - Commissioner(s) Gort, Samoti; Cam Ilo and Hardemon Absent: I - Commissioncr(s) Suarez R-15.0412 Chair Gott: RE.3. Todd B. Hannon (City Clerk): Good morning RE.3 is a resolution of the Miami City C.'onunissicut, with attachment, accepting the City Clerks certification oldie W nwood Business bnprovcment Districts petition process far the expansion of the Wrrrwood BID (Business lmpsnvement District) boundaries. For the recorzl, the petition did not meet the thmshald required Jor• the boundaries to be expanded. so the boundaries will be remain as they currently are. Chair Gorr: Okay. Commissioner Sarnoff j: So trove. Connnissioner Colollo: Second. Chair Gorr: Been moved by Commissioner Sanf.second by Commissioner Carollo. Any discussion' Being none, all Miaow., state it by saying lfye." The Commission (Collectively): .lve. City nt Aana Pobm 1Prated on tO.2012015