LTC 602-2017 Report of Emergency Purchases and Unauthorized PurcMIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
LTC # 602-2017
LETTER TO COMMISSION
To: Mayor Dan Gelber and Members of th 3 City Com ission
From: Jimmy L. Morales, City Manager
Date: December 15, 2017
Subject: Report on Emergency Purchases and Unauthorized 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
Form No. Nature of Emergency Requestor Contractor Value
2018-082- Sewer Force Main
Repair on Pump Station
# 30
Public Works
Operations
Raider
Environmental
Services
$ 104,000
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.
Unauthorized Purchases
Form No.
Nature of Unauthorized
Purchase
Requestor
Contractor Value
Nothing to Report
'F:\PURC\$ALL\REPORTS\Monthly Reports\FY 2018\Emergency & Unauthorized Purchase Report\December 15
,2018.docx
MIAMIBEACH
Emergency Purchase
Authorization Request
Number:
Contact information
Date:
11-14-2017
Location of Emergency:
110 Mac Arthur Causeway (Terminal Island)
Required Goods
/Services:
Sewer force main repair
Req uestor,
Water & Sewer Superintendent
Requesting Department
, Public Works - Operations
Contact No.:
786-256-1070
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 Tuesday, October 30, 2017 Public Works Operations discovered that the 10" wastewater
force main from pump station #30 was broken and leaking wastewater into the storm water
drainage system and roadways.
The cause of the break is unknown at this time. Leaking wastewater poses a potential threat
to the health and safety to the environment and to the people. Therefore tanker trucks are
required to transport wastewater until repairs are completed. Tanker pumping services will
all be billed to account code 0420-000325.
Vendor(s) Information
Proposed Vendor (attach detail If multiple vendors):
Raider Environmental Services
Describe How & why Recommended Vendor(s) Selected:
Estimated Cost (if known):
$104,000.00
These vendors were 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. 2-396. - Emergency Purchases:
(a) City Manager. In case of an apparent emergency requiring immediate purchase of supplies or contractual service. the city marager shall be
empowered to authcrze the procurement director to secure by open market procedure at the lowest obtainable price, any supplies or contractual
services net exceeding S25,00O.O0. The city manager has the authority to act in the case of an emergency that might affect the health, safety and
welfare oft ie city Such action shall be reported at the next regular meeting of the city commission when supplies or services exceed 325,000.00.
(b) Head of Department. In case of actual emergency, and with the prior consent of the procurement director. and the prier approval of the cit
Tanager. the head of any using agency may purchase directty 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 requisition and a copy of the delivery record, together with a full written report of the circumstances of the emergency.
Department Head
DA
R
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Procurement Director Assistant CA! Manager
SIGNATN mpg
DATE:
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City Manager
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