LTC 470-2017 Report on Emergency Purchases and Unauthorized Purci � / . . {.,...� � �.�/ �
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City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
�Tc # �70-20�7 LETTER TO COMMISSION
To: Mayor Philip Levine and Members of the City C mmission
From: Jimmy L. Morales, City Manager� _
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Date: September 27, 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 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
2017-314 Installation of emergency Public Lanzo $846,617
generators for the City's pump Works Construction
stations that currently do not Co.
have qenerators
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
JLM/MT/A E M
F:\PURC\$A L\REPORTS\Monthly Reports\FY 2017�Emergency & Unauthorized Purchase Report\September 27, 2017.docx
� � � Emergency Purchase
Authorization Request
Location of Emergency:
City-wide
Required Goods/Services:
Generators for Pump Stations
Requesting Department:
Public Works
Contact No.:
NA
Describe Type jthreat to public's life, health, welfare or significant loss of property) and Detaiis of Emergency (Attach additional detail, if
necessary, and all available documentation justifying emergency deciaration.):
On August 1, 2017, the City experienced significant flooding that resulted from the unexpected and intense rains
due to Tropical Storm Emily. In areas of the City, power to certain pump stations was lost which prevented the
pumps to operate during some of the strongest rains. As a result, the areas where the pump stations were
inoperable experienced signi�cant flooding.
To prevent pump stations from becoming inoperable due to loss of power, the Public Works Department has been
negotiating with a vendor, pursuant to Resolution 2017-29753, to install emergency generators in the City's pump
stations that currently do not have generators. However, negotiations have stalled and, as a result, some of the
City's pump stations are still without emergency generators to continue pumping operations when power is lost.
Given that the City is in the middle of hurricane season and intense rains and power outages can be expected at
any time, this emergency purchase authorization seeks approval from the City Manager to purchase emergency
generators, and installation services, as well as any other ancillary goods or services that may be necessary to
equip the City's pump stations so that do not experience a loss of power.
Upon approval, the Public Works Department will immediately identify and contract with the contractor most
qualified to complete the installation of the emergency generators in a timely manner. Any funding issues will be
coordinated with lohn Woodruff, CFO, to identify the appropriate funds for this request.
Proposed Vendor (attach detail if multiple vendors): Estimated Cost (if known�:
Lanzo Construction Co. $846,617.00
Describe How & Why Recommended Vendor(s) Selected:
Current Contractor seleded by the City of Miami Beach for the Sunset Harbour neighborhood Improvements fol�owing competitively bid
process.
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
empwuered to authonze 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 authoriry to act in the case of an emergency that might affect the healih, safety and
welfare of the city. Such action shall be repoRed at the next regular meeting of the ciiy commission when supplies or services exceed $25,000.00.
(b) Head of Department. �n 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 requisl�ier and a �opy of the delivery record, togefher with a full written reporf of fhe dreumstances of the emergency
SIGNATURE: ` i;� `� SiGNATURE
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DATE: DATE:
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SIG
DATE:
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11
11 LSA�TNZO
C MPANY
UellveNng sualalnable Inhashucture solutlons
for romoirow s communitks
August 3�d, 2017
Bruce Mowry, Ph.D., P.E.
City Engineer
Public Works Department - Engineering Division
1700 Convention Center Drive
Miami Beach, FL 33139
Reference: Sunset Harbour Pump Station Retrofit — ITB No. 60-2013TC
Permanent Generator for Sunset Harbour Neighbourhood
Per City request, we have prepared the following proposal for furnishing and installing permanent generator(s) for
Pump Station No. 2 and 3. Below is the cost of the work, and backup documentation is attached,
Furnish and Install Generator at PS2 ....................................... $ 430,753.00
ADD-ON: Furnish and Install Generator at PS3 ......................... $ 415,865.00
TOTAL COST FOR PS2 and PS3 ......................................................... $ 846,618.00
**NOTE: This proposal excludes any permit fees required. Any required dewatering is assumed to be able to
dewatering into the sanitary sewer at no additional cost to the Contractor.
After approval of proposal and commitment allowing Lanzo to procure materials and secure subcontractors, 90 days
for design and construction.
Kohler Generator to be supplied at both pump stations.
Generators are Level 2 Enclosure with 75dBA @ 7m at 100% load. Enclosure is wind rated for 181MPH. Excludes
impact rating.
Fuel Tanks sized to run 48-hr on 100% load.
Enclosure color is light beige.
If a different generator supplier is desired, price and construction time may change.
Landscape restoration is excluded from this proposal.
Sincerely,
�
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_�,i /�..�J�.� �1X.w� L,...,
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Daniel MesQuita, PM
Lanzo Construction Company
Attachment(s)
CC: LCC/Fi[e
125 SE STH Court Deerfield Beach FL 33441-4749 Phone (954) 979-0802 Fax (954) 979-9897
www.lanzo.net