LTC 559-2018 Report on emergency purchases and unauthorized purchases MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,www.miamibeachfl.gov
LTC # 559-2018 LETTER TO COMMISSION
To: Mayor Dan Gelber and Members '•f the f ty Commission
From: Jimmy L. Morales, City Managerer
Date: October 18, 2017 _
Subject: Report on emergency purchases ,:nd 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.
Emer•enc Purchases
Form No. Nature of Requestor Contractor Estimate Value
Emergency
Replacement of Public Works Southern Underground
2019-028 Damaged 16" Operations Industries $ 248,050
Water Main
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 $50,000.00 are reported to the City Commission at
its meeting following the approval of the Unauthorized Purchase form.
Unauthorized Purchases
Nature of
Form No. Unauthorized Requestor Contractor Value
Purchase
Nothing To Report
1441
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F: URC1$ LL\REPORTS\Monthly Reports\FY 20171Emergency&Unauthorized Purchase Report\October 18, 2018.docx
MIAM1BEACH Emergency Purchase
Authorization Request
Number: am-0 , -A
Contact Information
Date: Requestor:
09-27-2018 Water&Sewer Superintendent Lys Desir Jr
Location of Emergency: I Requesting Department:
Venetian Causeway Bridge/after San Marino Island ( Public Works- Operations
Required Goods/Services: Contact No.:
Replacement of damaged 16" Water Main 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.):
One of the main potable water feeds to the City of Miami Beach has broken off the structural
hangars, the 16"water main has failed and is in dire need of replacement. Failure to act is
likely to result in immediate failure to the City's potable water supply affecting fire
suppression,water pressure,water volume, and the health and public welfare of the City's
stakeholders.
A contractor specific to utility work on bridges is needed. On January 2018, contractor
Southern Underground Industries completed a similar emergency repair along the Venetian
Causeway bridge to restore a section of 16" water main along with hangars to return the
City's water distribution system back to normal operation.
i
Vendor(s) Information
Proposed Vendor(attach detail if multiple vendors): Estimated Cost(if known):
Southern Underground Industries $248.050.00
Describe How&Why Recommended Vendor(s)Selected:
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.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 vitaily 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.
DepartrnPnt Herat Procurement Director Assistant City Manager City Pilanager
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