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Home My WebLink AboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #3179 Date: 11/03/2017 Commission Meeting Date: 12/14/2017 Requesting Department: Department of Procurement Sponsored By: District Impacted: All Type: Resolution Subject: Approve Sole Source - Maintenance & Repair Services for Airhawk Exhaust System Purpose of Item: A Resolution of the Miami City Commission, by a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended, after an advertised public hearing, ratifying, approving, and confirming the City Manager's finding of a sole source; waiving the requirements for competitive sealed bidding procedures and authorizing the City Manager to execute a maintenance contract with Garrison Mechanical Service Corporation (Garrison) for the maintenance and repair of eleven (11) Airhawk Exhaust Removal Systems ("Airhawk Exhaust Systems"), for a period of six (6) years; allocating funds from the various sources of funds of the user department, subject to the availability of funds and budgetary approval at time of need, further authorizing the City Manager to execute all other documents, including any amendments and modifications to the maintenance contract in a form acceptable to the City Attorney, as may be necessary for said purpose. Background of Item: In 2015, the City of Miami's Department of Fire Rescue ("Fire"), purchased ten (10) Airhawk Exhaust Systems for use in Fire Stations 1-10. An additional Airhawk Exhaust System will be installed in Fire Station 12 by Garrison, in accordance with Sole Source #16-17-020, pursuant to Resolution #17-0161, adopted on April 13, 2017. Airhawk Exhaust Systems require regular maintenance and occasional repairs in order to effectively remove toxins from the air that could be harmful to the City's firefighters within their stations. Garrison is the only vendor approved by the manufacturer to service Airhawk Exhaust Systems. This maintenance contract will have a term of six (6) years. The total cost, is $234,285.58. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $234,285.58, in the aggregate (6 years) General Account No: 00001.184010.546000 Department of Procurement Office of Management and Budget Office of Management and Budget City Manager's Office Legislative Division City Manager's Office Office of the City Attorney Office of the City Attorney City Commission Office of the Mayor Office of the City Clerk Office of the City Clerk Reviewed B Annie Perez Jacques Joseph Christopher M Rose Fernando Casamayor Valentin J Alvarez Daniel J. Alfonso Barnaby L. Min Victoria Mendez Nicole Ewan Mayor's Office City Clerk's Office City Clerk's Office Department Head Review Completed 11/09/2017 9:39 AM Budget Analyst Review Completed 11/13/2017 7:50 AM Budget Review Completed 11/20/2017 11:11 AM Assistant City Manager Review Completed 11/22/2017 7:12 AM Legislative Division Review Completed 11/22/2017 10:36 AM City Manager Review Completed 11/23/2017 1:40 PM Deputy City Attorney Review Completed 11/23/2017 4:32 PM Approved Form and Correctness Completed 12/04/2017 10:53 AM Meeting Completed 12/14/2017 9:00 AM Signed by the Mayor Completed 12/22/2017 12:09 PM Signed and Attested by the City Clerk Completed 12/22/2017 12:49 PM Rendered Completed 12/22/2017 12:50 PM City of Miami Legislation Resolution Enactment Number: R-17-0604 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 3179 Final Action Date:12/14/2017 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, PURSUANT TO SECTION 18-92 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S FINDING OF A SOLE SOURCE, ATTACHED AND INCORPORATED AS ATTACHMENT "A"; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES AND APPROVING THE PROCUREMENT OF MAINTENANCE AND REPAIR SERVICES OF AIRHAWK EXHAUST REMOVAL SYSTEMS ("AIRHAWK EXHAUST SYSTEM") FOR THE DEPARTMENT OF FIRE -RESCUE ("FIRE") FROM GARRISON MECHANICAL SERVICE CORPORATION ("GARRISON"); ALLOCATING FUNDS FROM FIRE GENERAL OPERATING FUND, ACCOUNT NO. 00001.184010.546000; AUTHORIZING THE CITY MANAGER TO EXECUTE THE MAINTENANCE CONTRACT AND ADDENDUM, IN SUBSTANTIALLY THE ATTACHED FORM; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS AND MODIFICATIONS TO THE MAINTENANCE CONTRACT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, harmful diesel exhaust is left in fire stations when diesel -powered apparatus enter or leave the premises; and WHEREAS, exhaust removal systems are used to eliminate toxic fumes from diesel exhaust and other factors thereby making fire stations safer; and WHEREAS, in 2015, the Fire -Rescue Department ("Fire") purchased ten (10) Airhawk Exhaust Systems from Garrison, which were installed in Fire Stations 1 through 10, pursuant to Invitation for Bids ("IFB") No. 371334; and WHEREAS, an additional Airhawk Exhaust System will be installed in Fire Station 12, pursuant to Sole Source #16-17-020, from Garrison; and WHEREAS, regularly scheduled maintenance and unscheduled repairs are necessary to ensure that the Airhawk Exhaust Systems continue to protect the City's Fire Personnel from toxic exhaust fumes; and WHEREAS, Garrison is the only authorized dealer for Airhawk Exhaust Systems within southeast Florida; and WHEREAS, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer has made a finding that Garrison is the sole source dealer and distributor of Airhawk Exhaust Systems; and WHEREAS, the finding of the Chief Procurement Officer has been approved and adopted as the finding of the City Manager, attached and incorporated as Attachment "A"; and WHEREAS, the City Manager and the Chief Procurement Officer recommend that the requirements for competitive sealed bidding procedures be waived and that the procurement of maintenance and repair services for the Airhawk Exhaust Systems be approved; 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 18-92 of the Code of the City of Miami, Florida, as amended, after an advertised public hearing, the City Manager's finding of a sole source, attached and incorporated as Attachment "A," is ratified, approved, and confirmed, the requirements for competitive sealed bidding procedures are waived, and the procurement of maintenance and repair services for Airhawk Exhaust Systems from Garrison for Fire is approved. Section 3. Funds are to be allocated from the Fire General Operating Fund, Account No. 00001.184010.546000. Section 4. The City Manager is authorized' to execute the Maintenance Contract and Addendum, in substantially the attached form, with Garrison, the sole source dealer of Airhawk Exhaust Systems. Section 5. The City Manager is further authorized' to negotiate and execute any and all other documents, including any amendments and modifications to the Maintenance Contract, in a form acceptable to the City Attorney, as may be necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, City Attor ey 12/4/2017 1 The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to, those prescribed by applicable City Charter and City Code provisions. 2 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.