LTC 067-2017 Report on Emergency Purchases and Unauthorized PurchasesMIAMI BEACH
Procurement Department, 1755 Meridian Avenue, 3r° Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov, 305-673-7490
067-2017 LETTER TO COMMISSION
To: Mayor Philip Levine and Members of the,�City Commi.sion
From: Jimmy L. Morales, City Manager
Date: February 2, 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.
2017 -110 -FB
Nature of
Emergency
17 Street Garage
Elevators Repairs.
Requestor'
Property
Management
Contractor
TW Elevator
Solutions Inc.
Estimate,
Value
$ 58,000
2017 -118 -MT
Fire Station 3
Remediation.
Property
Management
Endirt
LLC,Decon
Environmental,
RMS Roofing
Consultant,
Aaron
Construction,
Delcons, Inc.
$ 80,000
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.
Page 2
Unauthorized Purchases
Nature of
Form No. Unauthorized
Purchase
Requestor
Nothing To Report
Contractor Value
JLM/MT/AD
/AG
F:\PURC\$ALL\REPORTS\Monthly Reports\FY 2017\Emergency _ & Unauthorized Purchase
Report\January 12, 2017.docx
MIAM BEACH
, <.x: r . :,-., ,::: . •-.. Contact. Information
Date:
01/18/2017
. - .. .
Requestor:
Adrian Morales
Location of Emergency:
Fire Station #3
Requesting Department:
Property Management
Required Goods/Services:
Mold Mitigation, Replacement of Ceiling
Tiles, HVAC vents , AC Filters, Roofing, Walls.
Contact No.: -
305-673-7000 x 2932
of Emergency • r,.
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.):
Dynatech Engineering Corp. performed a limited visual inspection and indoor mold screening on December 9, 2016
for Fire Station #3 located at 5301 Collins Avenue, Miami Beach, FL. The inspection was requested by Property
Management due to allergy -like symptoms and mold odor concems reported in the building. The building has a
reported history of roof leaks and flooding since 2010. As a result these were Dynatech Engineering's findings and
recommendations for this facility.
Exterior Work
Address all roof ponding areas and repair roof leaks, fill and waterproof all pitch pans, address top of parapet walls
flashing cap details, address all exterior hollow and cracked stucco walls, address all window leaks, redirect rain
gutters away from building walls, inspect interior roof drains and address any leaks.
Interior Work
Remove all moisture impacted interior finishes; ceiling tiles, all carpets, drywall, kitchen cabinets, etc., Inspect
plumbing for NAT growth, Vacuum and clean all interior surfaces. Wipe down all interior walls, Air Conditioner and
Air Conditioner ducts and ceiling surfaces using fungicide cleaners. All work must be performed by a Florida
licensed mold remediation contractor, under Dynatech's supervision to observed exposed areas during remediation
for further assessment. Replace all constructions materials, inspect and maintain all A/C units. As well as some walls
will need to be .utted and full restored.
Proposed Vendor (attach detail if multiple vendors): Estimated Cost (if known):
Endirt, LLC, Decon Environmental, RMS $80,000.00
Roofing Consultant, Roofer TBD, Aaron
Construction, Delcons, Inc.
Describe How & Why Recommended Vendor(s) Selected:
Vendors have current contracts with the City or have performed work for the City previously.
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 as - that may vitally affect the life, health or convenience of citizens. The head of such using agency shall send to the procurement director
a requisi . d a co. of the delive record, too ether with a full written resort of the circumstances of the emer enc
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Department Head Procurement Director � Assistant City Manager City ManagerAIM
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MIAMIBEACH
Emergency Purchase
'Authorization Request
No.:
-►1111-�
, s--,‘ ,,, - :. Contact Information
Date:
January 10, 2017
. .
Requestor:
Adrian Morales
Location of Emergency:
1755 Meridian Avenue
Requesting Department:
Property Management
Required Goods/Services: - - - -
Elevator Repair
Contact No.:
305-673-7631
`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.):
We currently have two situations occurring in the 17`h Street Garage elevators. The first is at the NW
elevator; the submersible pump which pumps the oil into the jack to raise the piston broke. The pump
has been pulled out and is on its way the shop. We will be out of service until the latter part of next
week until we can get it rebuilt and reinstalled. The unit is down at this time.
The second situation is much more serious. The jack has blown a hole in its self and this is causing oil to
leak out into the elevator pit rather than raising the elevator. The unit is down at this time.
I am requesting an emergency authorization so we can return the elevators at the 17th Street garage
back to normal operations.
Proposed Vendor (attach detail if multiple vendors):
TW Elevator Solutions, Inc.
Vendor(s) Information
Estimated Cost (if known):
$58,000.00
Describe How & Why Recommended Vendor(s) Selected:
Property Management reached out to Thyssen Krupp Elevator we are in a month-to-month agreement
with and requested a proposal for the replacement of the piston and the jacks, their proposal comes to
$49,571.50 per elevator. In speaking with our Chief Elevator Inspector, he suggested we call another
vendor. Property Management went ahead and contacted two additional vendors and requested
proposals for the same repair. Two proposals were received and the lowest responsible proposal
received was $41,141.00 less. The total of the lowest responsible proposal received was $58,000.00
total to repair both elevators.
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 a.y using agency may purchase directly any supplies whose immediate procurement is essential to prevent delays in the work of
the using agency to _ ' ay vitally affect the life, health or convenience of citizens. The head of such using agency shall send to the procurement director
a requisition a - a co oy of the delivery record, together with a full written report of the circumstances of the emergency.
Department Head -
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Procurement
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Director.
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Assistant
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City Manager
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