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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #5904 Date: 05/15/2019 Requesting Department: Department of Fire - Rescue Commission Meeting Date: 06/27/2019 Sponsored By: District Impacted: Type: Resolution Subject: Bid Waiver - Alternative Support Apparatus LLC 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 emergency finding, that it was most advantageous for the City to waive the competitive sealed bidding procedures, pursuant to Section 18-90 of the Code of the City of Miami, Florida, as amended, ("City Code"); further approving the retroactive selection of Alternative Support Apparatus LLC for the purchase of two (2) 4X4 off road specialty utility task vehicles ("UTVs") for the City of Miami Fire Rescue Department ("Fire"), for an expenditure amount of $57,277.00, with said purchase having complied with applicable provisions of the city code, including the City of Miami's Procurement Ordinance, Anti -Deficiency Act, and financial integrity principles, all as set forth in Chapter 18 of the City Code. Background of Item: Fire was in need of two (2) UTVs to be used for Ultra Music Fest ("Ultra"). The dealer required a purchase order no later than February 7, 2019 in order to deliver the UTVs to Fire in time for the 2019 Ultra. The immediate procurement of the UTVs was essential for Fire to provide the highest level of emergency medical and fire prevention services to the citizens and visitors of the City during Ultra. Large crowd events such as Ultra, make it difficult for the larger apparatus to efficiently make their way through crowds and uneven terrain, the smaller specialty vehicles are equipped with medical and fire equipment, and is the perfect solution to navigate through these large crowds to mitigate various emergencies. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $ 57,277.00 General Account No.: 31100.181000.664000.0000.00000 Reviewed By Department of Fire -Rescue Ty McGann Fire Department Review Completed 05/15/2019 1:11 PM Department of Fire -Rescue Johnny Duran Fire Budget Review Completed 05/16/2019 7:58 AM Department of Fire -Rescue Eloy Garcia Fire Chief Review Completed 05/16/2019 8:38 AM Office of Management and Budget Yvette Smith Office of Management and Budget Christopher M Rose City Manager's Office Nikolas Pascual Legislative Division Marta Gomez Office of the City Attorney Marta Gomez Office of the City Attorney Victoria M6ndez City Commission Maricarmen Lopez Office of the Mayor Mayor's Office Office of the City Clerk City Clerk's Office Office of the City Clerk City Clerk's Office Budget Analyst Review Completed Budget Review Completed City Manager Review Completed Legislative Division Review Completed Deputy City Attorney Review Skipped Approved Form and Correctness Completed Meeting Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed Rendered Completed 05/21/2019 9:12 AM 05/23/2019 12:24 PM 06/05/2019 4:17 PM 06/05/2019 8:22 PM 06/05/2019 8:21 PM 06/13/2019 3:51 PM 06/27/2019 9:00 AM 07/08/2019 3:53 PM 07/08/2019 4:22 PM 07/08/2019 4:22 PM City of Miami City Hall * innonr wile '® an 3500 Pan American Drive Legislation Miami, FL 33133 It "� Resolution www.miamigov.com Enactment Number: R-19-0251 File Number: 5904 Final Action Date:6/27/2019 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 EMERGENCY FINDING, ATTACHED AND INCORPORATED AS EXHIBIT "A," THAT IT WAS MOST ADVANTAGEOUS FOR THE CITY OF MIAMI TO WAIVE THE COMPETITIVE SEALED BIDDING PROCEDURES, PURSUANT TO SECTION 18-90 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"); FURTHER APPROVING THE RETROACTIVE SELECTION OF ALTERNATIVE SUPPORT APPARATUS LLC, FOR THE PURCHASE OF TWO (2) OFF ROAD 4X4 SPECIALTY UTILITY TASK VEHICLES FOR THE CITY OF MIAMI FIRE RESCUE DEPARTMENT ("FIRE"), FOR AN EXPENDITURE AMOUNT OF $57,277.00, WITH SAID PURCHASE HAVING COMPLIED WITH APPLICABLE PROVISIONS OF THE CITY CODE, INCLUDING THE CITY OF MIAMI'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE. WHEREAS, the Department of Fire Rescue ("Fire") was required to provide the highest level of emergency medical services ("EMS") during large events such as Ultra Music Festival, Calle Ocho Festival, and the Coconut Grove Arts Festival to name a few; and WHEREAS, the purchase of the utility task vehicles ("UTV") allowed Fire to navigate through large crowds to control emergencies through our most recent event; and WHEREAS, under these specific facts and circumstances, the City Manager has found and determined that competitive bidding is not advantageous or practicable for the City in this particular instance; and WHEREAS, the head of the using department, Fire, has submitted to the Chief Procurement Officer and the City Manager in writing a full explanation of the circumstances of the emergency and the reasons for selection of a particular firm, along with a list of others which may have been solicited, and certification of fund availability from the Director of the Department of Management and Budget; and WHEREAS, the City Manager may then waive competitive sealed bidding requirements after making a written finding, supported by reasons, that an emergency exists; 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 for the purchase of two (2) UTVs; 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 as Exhibit "A," is ratified, confirmed, and retroactively approved, the requirements for competitive sealed bidding procedures are waived, and the emergency award for the purchase of two (2) UTVs from Alternative Support Apparatus LLC for Fire, is approved, for a total expenditure amount of $57,277.00, with said purchase having complied with applicable provisions of the City Code, including the City of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.' APPROVED AS TO FORM AND CORRECTNESS: 1 i ria i "ndez, Cify Attor iey 6/13/2019 ' 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 Code provisions.