LTC 426-2016 Report on Emergency Purchases and Unauthorized Purchases MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,www.miamibeachfl.gov
426-2016 LETTER TO COMMISSION
To: Mayor Philip Levine and Members of th City Com ssion
From: Jimmy L. Morales, City Manager
Date: October 13, 2016
Subject: Report on emergency purchases and u authorized purchases
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.
Emergency Purchases
II
Form No. j Nature of Emergency Requestor j Contractor Value
2016-220 Chiller repair and Emergency HB Hoffman, $ 160,000
connections at City Hall Management LLC
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 are
reported to the City Commission at its meeting following the approval of the Unauthorized
Purchase form.
•
Page 12
Unauthorized Purchases
Nature of
Form No. Unauthorized Requestor Contractor Value
Purchase
Nothing To Report
/7-
JLM/MT/∎4"/ /AG
F:\PURC\$ALL\REPORTS\Monthly Reports\FY 2017\Emergency & Unauthorized Purchase Report\October 19,
2016.docx
M I AM I BEACH Emergency Purchase
Authorization
No.: 2ol & - 2Ze, - P T
Contact Information
Date: Requestor:JORGE GUANCHEZ
September 9,2016
Location of Emergency: Requesting Department:PROPERTY MANAGEMENT
1700 Convention Center Drive-City Hall
Required Goods/Services:Repair of Chiller and connections at City Contact No.:786-620-6978
Hall
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.):
The chilled water mechanical system that services the City Hall chillers is presently connected to and
supplied by the chilled water system at the convention center plant. Due to the ongoing renovation
project at the Convention Center, in approximately 90 days, Clark Construction will be demolishing the
chiller plant at the convention center to commence work on that phase of the project. Unless the City
Hall chillers are renovated immediately to operate without the support of the convention center plant,
City Hall will be left without air conditioning.
The cost of the necessary upgrades is approximately$200,000. Normally, an expenditure of this amount
would require competitive bidding. However, due to the short time frame and the gravity of the
situation, the division is requesting a declaration of emergency so that this matter can be addressed
immediately rather than delay the repairs because of the time to complete a competitive bid.
•
Vendor(s) Information
Proposed Vendor(attach detail if multiple vendors): Estimated Cost(if known):
HB Hoffman, LLC $160,000.00
Describe How&Why Recommended Vendor(s)Selected: This contractor is currently under contract with the city to replace
all HVAC units at City Hall. Using this contractor,who is already familiar with the system and the needs of City
Hall,will allow for a smooth transition to this project.
City Code Sec.2-396.-Emergency Purchases:
(a) City Manager. In case of an apparent emergency requiring immediate purchase of supplies or contractual service, the city manager shall be
empowered to authorize the procurement director to secure by open market procedure at the lowest obtainable price, any supplies or contractual
services not exceeding $25,000.00. The city manager has the authority to act in the case of an emergency that might affect the health, safety and
welfare of the city.Such action shall be reported at the next regular meeting of the city commission when supplies or services exceed$25,000.00.
(b) Head of Department. In case of actual emergency, and with the prior consent of the procurement director, and the prior approval of the city
manager,the head of any using agency may purchase directly any supplies whose immediate procurement is essential to prevent delays in the work of
the using agency that may vitally affect the life,health or convenience of citizens.The head of such using agency shall send to the procurement director
a requisitil d a copy of the delivery record,together with a full written report of the circumstances of the emergency.
Department Head, Procurement Director 1Assistant City Manager _ity Manager
Fr vitri SIGNAT tNI. IGNATUR
DATE: DATE:FIPIP DATE: I .ATE:
4 ib 1. A, i lb lZ 16