2007-26567 Reso RESOLUTION NO. 2007-26567
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, APPROVING AND AUTHORIZING, PURSUANT TO SECTION 2-367 (e) OF THE
MIAMI BEACH CITY CODE, THE WAIVER OF THE COMPETITIVE BIDDING PROCESS, BY
5/7THS VOTE, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, FOR A
TWO-YEAR MAINTENANCE AND SERVICE AGREEMENT WITH UNDER POWER
CORPORATION AT THE RATE OF $10.22 PER LIGHT, PER MONTH; AND FURTHER
APPROVING THE APPROPRIATIONS OF $32,867.52 FOR THE PERIOD OF JUNE 1, 2007
THROUGH SEPTEMBER 30, 2007.
WHEREAS, the Mayor and City Commission at its April 11, 2007 meeting approved and
authorized the Mayor and City Clerk to execute a State Highway Lighting, Maintenance, and
Compensation Agreement between the City and the Florida Department of Transportation for the
street light maintenance services for FDOT-owned lighting systems on Miami Beach; and
WHEREAS, the aforementioned authorization was based on the Administration's
recommendation that the City of Miami Beach take over the maintenance of FDOT owned lighting
systems within the City of Miami Beach to provide sufficient mounting assets for the deployment of
the City's WiFi system; and
WHEREAS, control of the lighting system will allow the City to provide more rapid response
to citizen reports of street light malfunctions; currently these lighting systems are maintained by
Miami-Dade County; and
WHEREAS, the City agreed to be responsible for energy costs, replacement or system
upgrades, location of underground electrical conduits, response to citizen reports of street light
malfunctions and all other maintenance activities including emergency responses; and
WHEREAS, utilizing FDOT street light poles for WiFi deployment (mounting assets) will be
less costly to the City than acquiring and installing new poles; and
WHEREAS, attaching IBM's WiFi devices to FDOT poles is also more expeditious as
acquisition of poles is delayed as much as two months as a result of the number of poles that
required replacement from recent hurricane seasons; and
WHEREAS, due to the vast number of lights that must be retrofitted or replaced and the
quick pace of the project, the current number of Public Works street light crew employees will not
be able to complete the work; it is necessary to contract an outside firm to complete the job quickly;
and
WHEREAS, the Administration researched all available contracts that would be eligible for
"piggybacking" pursuant to Section 2-369 of the Miami Beach City Code, and found two (2)
contracts for similar services: 1) Miami-Dade County ("County") contract awarded to Under Power
Corporation; and 2) Federal General Services Administration ("GSA") contract awarded to
Electrical Services; and
WHEREAS, a comparison of the aforementioned contracts relative to the materials and
labor for the annual maintenance, retrofit of photocells, and replacing of the luminaries, shows that
it would be in the City's best economic interest to select Under Power to provide the needed
services and materials; and
WHEREAS, Under Power's annual maintenance cost is $2,701 lower than Electrical
Services, and includes direct costs such as a performance bond and an insurance certificate that
names the City as additional insured; and
WHEREAS, Under Power's contract will be for a period of two years with the option for
three (3) one-year renewal periods at the sole option and discretion of the City; and
WHEREAS, the maintenance and service rate of $10.22 per light is a fixed cost for year
one, and additional years are subject to the Consumer Price Index for Miami and Fort Lauderdale;
and
WHEREAS, accordingly, the Administration recommends that that the Mayor and City
Commission, hereby the approval and authorization, pursuant to Section 2-367 (e) of the Miami
Beach City Code, the waiver of the competitive bidding process, by 5/7ths vote, finding such
waiver to be in the best interest of the City, for a service agreement with Under Power Corporation,
for citywide street light maintenance and service, in the amount of$153,600.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve
and authorize pursuant to Section 2-367 (e) of the Miami Beach City Code, the waiver of the
competitive bidding process, by 5/7ths vote, finding such waiver to be in the best interest of the
City, for a service agreement with Under Power Corporation, for citywide street light maintenance
and service, in the amount of$153,600.
PASSED AND ADOPTED THIS 6th DAY OF June 2007.
ATkEST:
wj
CITY CLERK
T:\AGENDA\2007\jun0607\Consent\Un R doc
INCORP ORATED'
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N 26 APPROVED AS TO
FORM&LANGUAGE
&FOR EXECUTION
Date
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Approving And Authorizing, The Waiver Of The Competitive Bidding Process, By 5/7ths
Vote, Finding Such Waiver To Be In The Best Interest Of The City, For A Two-Year Maintenance And
Service Agreement With Under Power Corporation At The Rate Of$10.22 Per Light, Per Month; And
Further Approving The Appropriations Of $32,867.52 For The Period Of June 1, 2007 Through
September 30, 2007.
Key Intended Outcome Supported:
Improve Community Satisfaction With City Services
Issue:
Shall the City Commission Adopt the Resolution?
Item Summary/Recommendation:
The Mayor and City Commission at its April 11, 2007 meeting approved and authorized the Mayor and
City Clerk to execute a State Highway Lighting, Maintenance, and Compensation Agreement between
the City and the Florida Department of Transportation for the street light maintenance services for
FDOT-owned lighting systems on Miami Beach.
Due to the vast number of lights that must be retrofitted or replaced and the quick pace of the City's
WiFi project, the current number of Public Works street light crew employees will not be able to
complete the work. It is necessary to contract an outside firm to complete the job quickly.
The Administration researched all available contracts that would be eligible for "piggybacking"
pursuant to Section 2-369 of the Miami Beach City Code, and found two (2) contracts for similar
services: 1) Miami-Dade County ("County") contract awarded to Under Power Corporation; and 2)
Federal General Services Administration ("GSA") contract awarded to Electrical Services. Said
contracts were competitively bid and the pricing represents economies of scale that ensures the City
receives the lowest possible cost.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 $32,867.52 Miami-Dade County will
reimburse the City for the
month of June 2007, and FDOT
will pay the City for street light
maintenance services for July
1, 2007 through June 30, 2008.
2
3
4
OB I Total $32,867.52
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Trish Walker
Sign-Offs:
Department Director istant City Manager City anager
GL PDW JMG
I
AGENDA ITEM ��
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MIAMIBEACH 0-10 DATE 6—&-07.
m NAIANAIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach,Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor David Dermer and Members of the City Commission
v
FROM: Jorge M. Gonzalezkity Manager
DATE: June 6, 2007
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING,
PURSUANT TO SECTION 2-367 (e) OF THE MIAMI BEACH CITY CODE,
THE WAIVER OF THE COMPETITIVE BIDDING PROCESS, BY 5/7THS
VOTE, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE
CITY, FOR A TWO-YEAR MAINTENANCE AND SERVICE AGREEMENT
WITH UNDER POWER CORPORATION AT THE RATE OF $10.22 PER
LIGHT, PER MONTH; AND FURTHER APPROVING THE
APPROPRIATIONS OF $32,867.52 FOR THE PERIOD OF JUNE 1, 2007
THROUGH SEPTEMBER 30, 2007.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
The City will be reimbursed by Miami-Dade County in the amount of $11,641 for the
month of June 2007 and the Florida Department of Transportation (FDOT) will pay the
City for street light maintenance and operations in the amount of $34,939.75 for July 1,
2007 through June 30, 2008. The remaining amount of $13,713.23 will be used for
power costs.
ANALYSIS
The Mayor and City Commission at its April 11, 2007 meeting approved and authorized
the Mayor and City Clerk to execute a State Highway Lighting, Maintenance, and
Compensation Agreement between the City and the Florida Department of
Transportation for the street light maintenance services for FDOT-owned lighting
systems on Miami Beach.
The aforementioned authorization was based on the Administration's recommendation
that the City of Miami Beach take over the maintenance of FDOT owned lighting
systems within the City of Miami Beach to provide sufficient mounting assets for the
deployment of the City's WiFi system. Additionally, control of the lighting system will
allow the City to provide more rapid response to citizen reports of street light
malfunctions. Currently these lighting systems are maintained by Miami-Dade County.
The FDOT Lighting Systems are located along the following roads:
Abbott Avenue — 72nd Street to Indian Creek Drive
Alton Road — 5th Street to 63rd Street
Collins Avenue— 5th Street to 61 st and 72nd Street to 87th Terrace
5th Street—Alton Road to Ocean Drive
41 st Street—Alton Road to Collins Avenue
63rd Street—Alton Road to Collins Avenue
71 st Street—West of North Bay Causeway to Rue Notre Dame
Harding Avenue—72nd Street to 87th Terrace
Indian Creek Drive —26th Street to 44th Street and 59th Street to 71 st Street
Normandy Drive— Rue Notre Dame to West of North Bay Causeway
MacArthur Causeway—Alton Road to West City Limits
The City agreed to be responsible for energy costs, replacement or system upgrades,
location of underground electrical conduits, response to citizen reports of street light
malfunctions and all other maintenance activities including emergency responses.
Utilizing FDOT street light poles for WiFi deployment (mounting assets) will be less
costly to the City than acquiring and installing new poles. Attaching IBM's WiFi devices
to FDOT poles is also more expeditious as acquisition of poles is delayed as much as
two months as a result of the number of poles that required replacement from recent
hurricane seasons.
The Administration originally attempted to obtain the use of the necessary FDOT poles
at an annual cost of approximately $8,000. Because the lighting system is currently
maintained by Miami-Dade County, FDOT required a letter from the County stating that
they did not object to the City's vendor deploying WiFi equipment on the poles. Miami-
Dade County, although supportive of the City's WiFi project, was unwilling to permit a
third party to work on the poles that they maintain through a third party vendor.
Therefore the most cost effective and timely solution was to work with FDOT to take over
the maintenance of their lighting systems within the City of Miami Beach.
Due to the vast number of lights that must be retrofitted or replaced and the quick pace
of the project, the current number of Public Works street light crew employees will not be
able to complete the work. It is necessary to contract an outside firm to complete the job
quickly.
The Administration researched all available contracts that would be eligible for
"piggybacking" pursuant to Section 2-369 of the Miami Beach City Code, and found two
(2) contracts for similar services: 1) Miami-Dade County ("County") contract awarded to
Under Power Corporation; and 2) Federal General Services Administration ("GSA")
contract awarded to Electrical Services. Said contracts were competitively bid and the
pricing represents economies of scale that ensures the City receives the lowest possible
cost.
A comparison of the aforementioned contracts relative to the materials and labor for the
annual maintenance, retrofit of photocells, and replacing of the luminaries, shows that it
would be in the City's best economic interest to select Under Power to provide the
needed services and materials.
Under Power's annual maintenance cost is $2,701 lower than Electrical Services, and
includes direct costs such as a performance bond and an insurance certificate that
names the City as additional insured. The Electrical Services' cost does not include the
cost for these two important documents.
Under Power's contract will be for a period of two years with the option for three (3) one-
year renewal periods at the sole option and discretion of the City. The maintenance and
service rate of $10.22 per light is a fixed cost for year one, and additional years are
subject to the Consumer Price Index for Miami and Fort Lauderdale.
CONCLUSION
The Administration recommends that the City Commission adopt the attached resolution,
which recommends the approval and authorization, pursuant to Section 2-367 (e) of the
Miami Beach City Code, the waiver of the competitive bidding process, by 517ths vote,
finding such waiver to be in the best interest of the City, for a two-year maintenance and
service agreement with Under Power Corporation at the rate of $10.22 per light, per
month; and further approving the appropriations of $32,867.52 for the period of June 1,
2007 through September 30, 2007.
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