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LTC 609-2018 Report on emergency purchases and unauthorized purchases MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,www.miamibeachfl.gov LTC # 609-2018 LETTER TO COMMISSION To: Mayor Dan Gelber and Members oft City Co ission From: Jimmy L. Morales, City Manager 1 - Date: November 15, 2018 Subject: Report on emergency purchases and, nauthorized purchases i EMERGENCY PURCHASES. Miami Beach City Code Section 2-396 provides for the City Manager to waive the requirements for competitive bidding for emergency purchases as defined in the Code. Pursuant to this provision, emergency purchases exceeding $50,000.00 are to be reported to the City Commission at its meeting following the emergency. The emergency purchase request process outlined in Code allows the City to respond expeditiously to unexpected needs. The Emergency Purchase Request form for each emergency reported is attached. Emer•enc Purchases Form No. Nature of Requestor Contractor Estimate Value Emergency Sewer Force Public Works Southern Underground 2019-062 Main 239,580 Re•lacement Operations Industries UNAUTHORIZED PURCHASES. Miami Beach City Code Section 2-393(a) prohibits the purchase of goods or services unauthorized by the Procurement Division (typically through the issuance of a Purchase Order with stated purchase authority prior to the receipt of goods or services). In its due diligence, the Department of Procurement Management (DPM) has identified those purchases that have been transacted in violation of the stated Code requirement. In those cases, the DPM has required documentation and justification be provided to the City Manager, through the Unauthorized Purchase form, who may then, pursuant to Code, consider and authorize the purchase. Unauthorized purchases exceeding $50,000.00 are reported to the City Commission at its meeting following the approval of the Unauthorized Purchase form. Unauthorized Purchases Nature of Form No. Unauthorized Requestor Contractor Value Purchase Nothing To Report I J 'MT/° `/ /r e F:\ LRC\$'LL\REPORTS\Monthly Reports\FY 20171Emergency&Unauthorized Purchase Report\November 15, 2018.docx Emergency Purchase MIAMI BEACH Authorization Request Number: ZOi Contact Information Date: Requestor: 10-23-2018 Director-Infrastructure Division 1 location of Emergency: Requesting Department: Entrance&Exit of La Gorce Island Public Works-Operations —� Required Goods/Services: Contact No.: Sewer force main replacement , 305-987-0768 Nature of Emergency Describe Type(threat to public's life,health,welfare or significant loss of property)and Details of Emergency(Attach additional detail,if necessary,and all available documentation justifying emergency declaration.): On Wednesday, October 10,2018 Public Works Operations discovered that the 8" wastewater force main from pump station t118 was broken and leaking wastewater into Biscayne Bay from under the La Gorce Island bridge. Temporary repairs have since been completed, however, the sewer force main replacement is required immediately.The repair was made beside a bell,which has severe cracks,which can fail at any moment. The sewer force main replacement is also needed to ensure the public's health is protected by not allowing sewer to run free in the canals, bays, streets and road ways. Vendor(s)Information ' Proposed Vendor(attach detail If multiple vendors): ( Estimated Cost(if known): Southern Underground Industries $239,580.00 - Describe How&Why Recommended Vendor(s)Selected: J This vendor was selected on emergency availability with all the resources required to respond effectively in the best interest of the City of Miami Beach. City Code Sec.2496.•Emergency Purchases: (a) City Manager.In case of an apparent emergency requiring immediate purchase of supplies or contractual service,the city manager sha-I be empowered :c authorize the procurement director to secure by ocen market procedure at the lowest obtainable price, any supplies or contras:ual services nol exceeding $25,000.00. The city manager has tho authonly to aot in the case of an emergency that might affect the health,safety and welfare c+'the city.Such action shat)he reported at the reit regular meeting of the city commissior when supplies or services exceed$2500:00. (b)Head of Department.In case of actua emergency,and with the prior consent of the procurement director and the prior aporoval of the city manager,the head of any using agency may purchase directly any supol'es whose immediate procurement is essential to prevent delays in the work of the using agency that may vitally affect tie life,health or convenience of citizens.The head of awn using agency shall send to the procurement director a requisition and a cony of me delivery rexrd.together with a full writer report of me circumstances of the emergency Department Head Procurement Director Assistant City Manager City Manager SIG URE: j SIC•ATURE:f SIGN�TUR :� � SIGN! bit 1011.1 >��t' JAI dr .. 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''-`i''• - ' ". ;-- Z r-11- '-4i,l'A 1.0)1:. - -- •'•••• •,•-i' : , CD -1 r--_,- ••:...,•-•-•i"'..,....::?.,... 7,....,„: •.. :. u) .....%, _.o. • . — • ..... - - . - , . . , . • . ,-,--- , . . SOUTHERN UNDERGROUND INDUSTRIES, INC EMERGENCY REPAIR OF 8" FM UNDER LaGORCE BRIDGE S - S - MOBILIZATION & DEMOBILIZATION 1 LS s 33.01)0.00 s 33,000 00 MAINTENANCE OF TRAFFIC (Includes2 LS s 27,000.00 S 27,000.00Flagmen) AS- BUILT DRAWING SUBMITTALS 1 LS S 6,000.00 S 6,000.00 GPR OF SIDEWALK SLAB FOR HANGER 3 PLACEMENT TO AVOID REBARS 1 LS s 5,800.01) S 5,800.00 10" HDPE DR-11, W/ FITTINGS. STAINLESS STEEL 316 HARDWARE, SS 316 HANGERS EVERY 10 FEET APART TO BE INSTALLED UNDER THE BRIDGE AT THE SAME 5 ALIGNMENT OF THE EXISTING WM 130 LF s 370.00 S 55.500.00 TIE-IN CONNECTIONS INCLUDING ALL NECESSARY HARDWARE, FITTINGS, 6 SLEEVES, SPOOL PIECES, ADAPTERS. 2 EA s 11,750.00 S 23,500.00 7 8" GATE VALVE RMJ i EA s 3,500.0o S 3.500.00 REMOVAL AND DISPOSAL OF THE 8 EXISTING PIPE 1 LS s 18,00.00 S 18.000.00 REMOVAL AND REPLACEMENT OF VALVE VAULT FITTINGS AND VALVES & CONNECTION TO PUMP STATION Fittings Include: 3-6" FLG Gate Valves 2 -6" Check Valves for Lift Station Valve Vault 1 - 8"x6" FLG Reducer 2-6" FLG Tee 1-6"x2" Blind Flange 1-6" FLG 90 Bend 1 - 6" FLG Spool 12" long 2 - 6" PVC FLG x PE SCH 80 Spools 4 ft long 1 - 8" MJ 90 Bend 2 - 6" 90 Bend SCH 80 PVC (In Wetwell) 1 LS s 30,000.0o S 30,000.00 PAVEMENT AND CONCRETE RESTORATION IN KIND OR BETTER THAN 0) EXISTING CONDITIONS 1 LS s 11.000.00 s 11,000.00 t t PRESSURE TESTING 1 LS S 4,50x.01) S 4,500.00 SUBTOTAL s 217,800.00 OWNER'S CONTINGENCY (20% OF THE t'- SUBTOTAL AMOUNT) 1 ALLOW S 21,780.00 S 21,780.00 TOTAL with Contingency $ 239,580.00 LaGORCE BRIDGE FORCE MAIN -EMERGENCY REPLAGMENT AND VALVE 10/22/2018 4:04 PM VAULT IMPROVEMENTS PAGE 1 OF 1 e . i'sr , • •. 7-41- 4 i lk /11°. 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