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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #2573 Date: 07/21/2017 Commission Meeting Date: 09/19/2017 Requesting Department: Department of Real Estate and Asset Management Sponsored By: District Impacted: All Type: Resolution Subject: Emergency Procurement - Air Conditioner for Manuel Artime Purpose of Item: It is respectfully recommended that the Miami City Commission adopt the attached resolution, by a four -fifths (4/5ths) affirmative vote, ratifying, confirming and approving the City Manager's written finding of an emergency, waiving competitive sealed bidding procedures and retroactively approving the selection of American Portable Air Conditioning, Inc., for the rental of a portable air conditioning unit for Department of Real Estate and Asset Management. Background of Item: The City Manager approved this emergency, in order to rent a portable air conditioning unit at the Manuel Artime Theater, located at 900 SW 1st Street, to mitigate the disruption of service to patrons in a timely manner. The amount for this emergency was approximately $40,700 ($8,000 per month). The current air conditioning unit at Manuel Artime Theater, located at 900 SW 1st Street, is being replaced with a new HVAC system and the rental of the portable unit was necessary in order to provide a cool environment to the patrons attending events at the theater, especially during this period of high temperatures. Without the rental of the portable air conditioning unit, the theater would not be able to have events. Authorization of this emergency procurement was in the City's best interest. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: $40,700 ($8,000 per month) General Account No: As required by department. 40-B30600B Reviewed B Real Estate and Asset Management Aldo Bustamante Department Head Review Completed 07/21/2017 12:15 PM Office of Management and Budget Everton Garvis Budget Analyst Review Completed 08/09/2017 4:29 PM Office of Management and Budget Christopher M Rose Budget Review Completed 08/14/2017 9:50 AM City Manager's Office Alberto N. Parjus Assistant City Manager Review Completed 08/15/2017 11:52 PM City Manager's Office Fernando Casamayor City Manager Review Completed 08/16/2017 2:19 PM Legislative Division Marta Gomez Legislative Division Review Completed 08/16/2017 6:43 PM Office of the City Attorney Barnaby L. Min Deputy City Attorney Review Completed 08/18/2017 8:42 AM Office of the City Attorney Victoria Mendez Approved Form and Correctness Completed 08/23/2017 8:58 PM City Commission Nicole Ewan Meeting Completed 09/14/2017 9:00 AM City Commission Nicole Ewan Meeting Completed 09/19/2017 9:00 AM Office of the Mayor Mayor's Office Signed by the Mayor Completed 09/20/2017 4:12 PM Office of the City Clerk City Clerk's Office Signed and Attested by the City Clerk Completed 09/20/2017 4:28 PM City of Miami Legislation Resolution Enactment Number: R-17-0415 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 2573 Final Action Date:9/19/2017 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, RATIFYING, CONFIRMING, AND APPROVING THE CITY MANAGER'S WRITTEN FINDING OF AN EMERGENCY, ATTACHED AND INCORPORATED, PURSUANT TO SECTION 18-90 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), AND WAIVING COMPETITIVE SEALED BIDDING PROCEDURES FOR THE RENTAL OF A PORTABLE AIR CONDITIONING UNIT FOR THE DEPARTMENT OF REAL ESTATE AND ASSET MANAGEMENT FOR THE MANUEL ARTIME THEATER LOCATED AT 900 SOUTHWEST 1ST STREET, MIAMI, FLORIDA IN THE AMOUNT OF $40,700.00, OR APPROXIMATELY $8,000.00 MONTHLY, AND RETROACTIVELY APPROVING THE SELECTION OF AMERICAN PORTABLE AIR CONDITIONING, INC. AS AN EMERGENCY PROCUREMENT. WHEREAS, the City of Miami's ("City") Department of Real Estate and Asset Management ("Department") manages the Manuel Artime Theater ("Theater") and is responsible for providing a comfortable environment for the many patrons that attend events at the Theater; and WHEREAS, the Theater was purchased by the City in 1975 and was formerly the long standing Riverside Baptist Church and was renamed in 1982 after Dr. Manuel Artime, a hero to the Cuban -American community for his patriotic activities in Brigade 2506; and WHEREAS, the Theater is a renown historic structure which is one of the premier municipal theaters in South Florida in terms of its importance in presenting films, concerts, shows, speeches, events, and other programs of interest to the community; and WHEREAS, the Theater experienced a heating, ventilation, and air conditioning system compressor failure in October, 2015 that is currently being repaired; and WHEREAS, the Department required the rental of a portable unit in order to provide a cool environment to the patrons attending events at the theater, especially during months with high temperatures; and WHEREAS, it is a matter of public record that in certain recent events, members of the public appearing at the Theater have expressed discomfort and fatigue they have felt due to the air conditioning problems and issues they have experienced at the Theater; and WHEREAS, the average daytime temperature in Miami during the summer is in the 90s and the Theater cannot be used without a functioning air conditioning system; and WHEREAS, without the rental of the portable air conditioning unit, the Theater would not be able to host events; and WHEREAS, the City Manager, pursuant to Section 18-90 of the Code of the City of Miami, Florida, as amended ("City Code"), approved an emergency bid waiver to procure the rental of a portable air conditioning unit at a cost of approximately $40,700.00 from American Portable Air Conditioning, Inc.; and WHEREAS, the use of the emergency bid waiver pursuant to this Code Section was justified as the City Manager found that it was not practicable or advantageous to undergo formal bidding for a portable air conditioning system because time duration involved in formal bidding would mean the Theater could not be used for several months; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four -fifths (4/5ths), affirmative vote, pursuant to Section 18-90 of the City Code, the City Manager's emergency finding, attached and incorporated, is ratified, retroactively approved, and confirmed, the requirements for competitive sealed bidding procedures are waived, and the emergency procurement of the rental of a portable air conditioning unit from American Portable Air Conditioning, Inc. for the Department, is approved as an emergency procurement. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.' APPROVED AS TO FORM AND CORRECTNESS: ndez, City Attor ey 1 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission.