LTC 417-2018 Report on Emergency PurchasesMIAMI c
City of Miami Beach, 1700 Convention Center Drive , Miami Bea ch, Fl o rida 3 3 139, www.miamibeachfl .gov
LTC # 417-2018 LETTER TO COMMISSION
To: Mayor Dan Gelber and Members of e City C mmission
From : Jimmy L. Morales, City Manager
Date: July 26, 2018
Subject: Report on Emergency 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
2016-220 Amendment to original EPA Original $ 200,000
Amendment No. 2016-220 for repairs to the Property HB Hoffman Increase$ 74,276
1 chiller and connections at Management Total $ 274,276 City Hall
2017-118 Amendment to original EPA Multiple vendors Original $ 80 ,000
Amendment No. 2017-118 for mold Property See attached Increase$ 210,000
2 remediation work at Fire Management Total $ 290 ,000 Station No. 3
2017-231 Amendment to original EPA Multiple vendors Original $ 50,000
Amendment No. 2017-231 for mold Property See attached Increase$ 172, 712
1 remediation work at 555-1 J1h Management Total $ 222,712 Street
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MIAMI BEACH Emergency Purchase
Authorization Request
No.:2017-118-MT AMENDMENT #2
Contact Information
Date:
08/03/2017
Location of Emergency:
Fire Station #3
Required Goods/Services:
Mold Mitigation, Replacement of Ceiling
Tiles, Flooring, HVAC, AC Filters, Roofing,
Walls, Plumbing, Electrical and Housing of
Staff.
Requestor:
Adrian Morales
Requesting Department:
Property Management
Contact No.:
305-673-7000 x 2932
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.):
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 concerns reported in the building. The building has a
reported history of roof leaks and flooding since 2010. Dynatech Engineering's findings were that the moisture was
entering the building envelope through the top of parapet walls, roofing, cracked plaster walls and around windows.
The following is a summary of Dynatech Engineering's recommendation for a comprehensive remediation that will
address immediate problems and long term prevention:
Exterior Work
o Address all ponding areas on roof and repair roof leaks.
o Fill and waterproof all pitch pans.
o Address top of parapet walls flashing cap details.
o Address all exterior hollow and cracked stucco walls.
o Address all window leaks.
o Redirect rain gutters away from building walls.
o Inspect interior roof drains and address any leaks.
o Redirect sprinkler system and slope exterior soil away from building walls.
Interior Work
o Remove all moisture impacted interior finishes; ceiling tiles, all carpets, drywall, kitchen cabinets, etc .,
o Inspect plumbing for NAT growth.
o Vacuum and clean all interior surfaces. Wipe down all interior walls, treat air conditioner, 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 observe exposed areas during remediation for
further assessment. Replace all constructions materials,
o Inspect and maintain all A/C units and exhaust fans.
o Walls to be gutted and fully restored.
The Project Manager originally estimated the repairs to be in the amount of $80,000. As a result, Emergency
Purchase 2017-118-MT was approved and fully executed on 01/19/2017 in the estimated amount of $80,000. After
further exploration by the Project Manager and the receipt of necessary estimates, the Property Management
Department requested the approval of the Amendment of Emergency Purchase 2017-118-MT to be increased by
$200,800 bringing the total of the EPA to $280,800 in order to abate and prevent any mold health related issues with
the Fire Department staff housed in this facility. The Amendment to the Emergency Purchase was approved and
full executed on 05/19/2017.
However, in order to finalize this project the building department required additional items which required additional
electrical work to pass inspection. Finalizing this project also required final removal of waste, portable toilets, and
moving staff back into the Fire Station as well as final mold inspection.
In order to cover all expenses associated with this Emergency Purchase, the Property Management Department had
identified available funding from already budgeted and completed projects with excess funds. Additionally, Risk
Management had provided funding in the amount of $40,000 and additional funding in the amount of $132,300 was
approved by City Manager via the Amendment #1 to Emergency Purchase. However, Property Management still
needs funding in the amount of $10,500 to fully fund final services covered under this Emergency Purchase and is
requestin approval from the City Mana er at this time for the additional funds.
Proposed Vendor (attach detail if multiple vendors):
Decon Environmental, Aaron Construction,
Broward RV, Karina Kitchens, Master
Mechanical, Triple J Plumbing, D'Elite Tile,
Esquire Logistics, Roofing by Hartzell,
Commercial Interior Contractors, United Site
Services, Dynatech Engineering, Waste
Management, United Services, R & D Electric
and GR Electric.
Describe How & Why Recommended Vendor(s) Selected:
Estimated Cost (if known):
$290,500.00
Some of the vendors have current contracts with the Ci or have erformed work for the Ci reviousl .
City Code Sec. 2·396. ·Emergency Purchases:
(a) City Manager. In case of an apparent emergency requiring immediate purchase of supplies or contractual seivice , 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 seivices 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 usin ency that may vitally affect the life, health or convenience of citizens. The head of such using agency shall send to the procurement director
a req · 1 on and a copy of the delivery record, together with a full written report of the circumstances of the emergency.
DATE: DATE:
MIAMI BEACH Emergency Purchase
Authorization Request
No.:~I .
Contact Information
Date: Requester:
01/18/2017 Adrian Morales
Location of Emergency: Requesting Department:
Fire Station #3 Property Management
Required Goods/Services: Contact No.:
Mold Mitigation, Replacement of Ceiling 305-673-7000 x 2932
Tiles, HVAC vents, AC Filters, Roofing, Walls.
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.):
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 concerns 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):
Endirt, LLC, Decon Environmental,
Roofing Consultant, Roofer TBD,
Construction, Delcons, Inc.
Describe How & Why Recommended Vendor(s) Selected:
Estimated Cost {if known):
RMS $80,000.00
Aaron
Vendors have current contracts with the Cit or have erformed work for the Cit
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 a that may vitally affect the life, health or convenience of citizens. The head of such using agency shall send to the procurement director
d a co of the delive record , to ether with a full written report of the circumstances of the emer enc .
DATE:
MIAMI BEACH
Contact Information
Date: Requestor: JORGE GUANCHEZ
Septernber9,2016
Location of Emergency: Requesting Department: PROPERTY MANAGEMENT
1700 Convention Center Drive-City Hall
Required Goods/Services: Repair of Chiller and connections at City Contact No.: 786-620-6978
Hall
Nature of Emergency
Describe Type (threat to publlc'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.):
The chilled water mechanical system that services the City Hall chillers is presently connected to and
supplied by the chilled water system at the convention center plant. Due to the ongoing renovation
project at the Convention Center, in approximately 90 days, Clark Construction will be demolishing the
chiller plant at the convention center to commence work on that phase of the project. Unless the City
Hall chillers are renovated immediately to operate without the support of the convention center plant,
City Hall will be left without air conditioning.
The cost of the necessary upgrades is approximately $200,000. Normally, an expenditure of this amount
would requ i re competitive bidding. However, due to the short time frame and the gravity of the
situation, the division is requesting a declaration of emergency so that this matter can be addressed
immediately rather than delay the repairs because of the time to complete a competitive bid.
Proposed Vendor (attach detail if multi ple vendors): Estimated Cost (if known):
HB Hoffman, LLC -$160,000.00 -
Describe How & Why Recommended Vendor(s) Selected: This contractor is currently under contract with the city to replace
all HVAC units at City Hall. Using this contractor, who is already familiar with the system and the needs of City
Hall , will allow for a smooth transition to this project.
City Code Sec. 2-396. ·Emergency Purchases:
(a) City Manager. In case of an apparent emergency requ iring immediate purchase of supplies or contractual service, the city manager sha ll be
empowered to authorize the procurement director to secure by open market procedure at th e lowest obtainable pri ce, 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 sh all be reported at the next regular meeting of th e city comm iss ion when supplies or services exceed $25,000 .00 .
(b) Head of Department. In case of actual em ergency, and with the prior ccnsent of the procurement director, and the prior approval of the city
man ager, the head of any using agency may purchase directly any supplies whose immed iate procurem ent is esse ntial to prevent delays in the work of
the using agency that may vitally affect \he life, health or convenience of citizens. The head of such using agency shall send to the procurement director
a re uisitio d a co of the delive record, to ether with a full written re or! of the ci rcumstances of the emer enc .