HomeMy WebLinkAbout2005-26073 ResoRESOLUTION NO. 2005-26073
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, WAIVING, BY 517THS VOTE,
FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH
WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND
AUTHORIZING THE CITY MANAGER, THROUGH HIS DESIGNEE,
WHO SHALL BE THE CITY'S PROPERTY MANAGEMENT DIRECTOR,
A LICENSED GENERAL CONTRACTOR, TO SELECT, NEGOTIATE,
AND AWARD ALL CONTRACTS, AGREEMENTS, PURCHASE
ORDERS, AND CHANGE ORDERS FOR THE PURCHASE OF ALL
NECESSARY GOODS AND SERVICES RELATIVE TO THE FISCAL
YEAR 2005~2006 CAPITAL RENEWAL AND REPLACEMENT
PROJECTS; PROVIDING THAT ALL DOCUMENTS BE REVIEWED BY
THE APPROPRIATE MEMBERS OF THE ADMINISTRATION AND CITY
ATTORNEY'S OFFICE, AND SHALL CONTAIN THOSE MINIMUM
TERMS AND CONDITIONS AS SET FORTH IN THIS RESOLUTION;
AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE ANY AND ALL AGREEMENTS RELATIVE TO THE
AFORESTATED PROJECTS.
WHEREAS, the Mayor and City Commission approved Resolution No. 2005-
26008, that provided funding requirements relative to the Fiscal Year 2005/2006 Capital
Renewal and Replacement Projects (the Projects); and
WHEREAS, the Projects, as set forth in Exhibit "A" of this Resolution, are
estimated to have a total construction cost value of $2,529,563, and involve repair
and/or renovations to existing public facilities; and
WHEREAS, the Administration has determined that due to the existing condition
and requirements of the aforestated Projects, the Projects have a need to be completed
in an expeditious manner; and
WHEREAS, it is the Administration's intent to secure the construction work
relative to the Projects utilizing the City's Property Management Director, who is a
licensed general contractor, as well as the resources of the City's Property Management
Department; and
WHEREAS, accordingly, the Administration, through the Property Management
Director, acting as the general contractor, may require the need for the acquisition of
goods and services which may exceed the $25,000 threshold correctly within the City
Manager's discretion; and
WHEREAS, as a result of the time needed to complete the formal bid processes
(i.e. 90-120 days), each time that the Property Management Director has a need to
augment his existing resources for goods and services in excess of $25,000, the
Projects would be placed on hold or delayed significantly; and
WHEREAS, pursuant to Section 2-367(e) of the City Code entitled Rejection of
bids; negotiation; waiver of competitive bidding, the City Commission, upon written
recommendation of the City Manager, may by resolution adopt by a five-sevenths vote
of the City Commission a waiver of competitive bidding when the City Commission finds
such waiver to be in the best interest of the City; and
WHEREAS, the Property Management Director, as the general contractor, will be
taking on the responsibility of the completion of the Projects; and
WHEREAS, in order to diligently prosecute the required work to timely complete
the Projects, the Administration would recommend that the Mayor and City Commission
waive, by 5/7ths vote, the formal competitive bidding requirements, relative to enabling
the Administration, through its Property Management Director acting as general
contractor, and through its Property Management Department, to procure the required
additional goods and services to complete the Projects, on an expedited basis; and
WHEREAS, notwithstanding the Mayor and City Commission's waiver herein of
the competitive bidding requirement, the Property Management Director, utilizing the
resources of the Procurement Division, will institute an "expedited" bidding process to
ensure the integrity of the process and, while not a formal competitive bid, this process
would still act to procure for the City the highest quality of goods and services at the
least expense to the City, and endeavor to obtain as full an open competition as
possible, within that expedited framework; and
WHEREAS, additionally, the Administration would recommend that the Mayor
and City Commission waive formal competitive bidding subject to the terms and
conditions set forth below.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA AS FOLLOWS:
1. The Mayor and City Commission hereby waive, by 5/7ths vote, the formal
competitive bidding requirements, finding such waiver to be in the best
interest of the City, relative to the City's (through its Property Management
Director serving as the general contractor) completion of the work on the
Fiscal Year 2005/2006 Capital Renewal and Replacement Projects as set
forth in Exhibit "A" to this Resolution.
.
The City Manager, through his designee, who shall be the City's Property
Management Director, is authorized to select, negotiate, and award all
contracts, agreements, purchase orders, and change orders for the purchase
of all necessary goods and services relative to the Projects.
3. All documents referenced herein shall be reviewed by the appropriate
members of the Administration and City Attorney's Office prior to execution
and shall contain, at a minimum, the following terms and conditions:
a) Time of completion of the work in question.
.
.
,
b) Fees, costs, and other charges to the City. All fees and costs negotiated
should be competitive with fees and charges for similar work in the South
Florida area.
c) Appropriate provisions addressing insurance requirements (naming the
City as an additional insured), indemnification and hold harmless in favor
of the City, and payment and performance bonds.
d) All scope of services and/or work required shall be prepared in conjunction
with and reviewed by the Administration.
All contracts, agreements, purchase orders, and change orders over $25,000
shall be executed by the Mayor and City Clerk, and shall be ratified by the
Mayor and City Commission at its next available meeting.
The total amounts of contracts, agreements, purchase orders, and change
orders to be executed pursuant to the approvals set forth herein shall not
exceed the appropriated amount for a particular project, as same is set forth
in this Resolution, without the prior approval of the Mayor and City
Commission.
Notwithstanding the waiver of competitive bidding herein, the Property
Management Director, utilizing the City's Procurement Division, shall use his
best efforts through an "expedited" bidding process to assure that the highest
quality of goods and services at the least expense to the City is obtained, and
endeavor to obtain as full and open competition, to the extent reasonably
possible.
PASSED AND ADOPTED THIS
Attest:
CITY CLERK
Robert Parcher
7th day of Decejz~'~ar
MAYOR
David Dermer
,2005.
T:~GENDA\2005\Dec0705\Regular\FY 05-06 Capital Renewal and Replacement GC Approval RESO.doc
FORM
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution waiving the formal competitive bidding requirements and authorizing the Property
Management Director to award all contracts and change orders relative to all of the FY 05/06 Capital
Renewal and Replacement Projects.
Key Intended Outcome Supported:
IWell Maintained Facilities.
Issue:
IShall the City waive competitive bidding requirements and authorize the Property Management
Director award all contracts and change orders relative to the aforestated projects?
Item Summary/Recommendation:
In order to expedite the completion of the projects outlined in the FY 05~06 Budget for Capital
Renewal and Replacement Projects, adopted by the Mayor and City Commission on September 21,
2005, and in the best interest of the City, the Administration recommends that the Mayor and City
Commission adopt the Resolution allowing the Property Management Director to serve as the
General Contractor of Record and further authorize the Property Management Director to select,
negotiate, and award all contracts, agreements, purchase orders, and change orders for the purchase
of all necessary goods and services (construction and professional) relative to the FY 05-06 Capital
Renewal and Replacement Projects.
The waiver of competitive bidding requirements is in the best interest of the City because: · Cost reduction of project material by direct purchase
· No General Contractor or subcontractor's overhead and profit
· Project scheduling flexibility
· Proven record of performance, time and budget
The Administration recommends approval of the Resolution.
Advisory Board Recommendation:
I N/A
Financial Information'
So u rce of Am o u nt Acco u nt Approved
Funds: 1 N/A
2
3
4
OBPI Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Brad A. Judd; Property Management Director
Sign-Offs:
I ~ity Manager
City Manager
MIAMiBEACH
AGENDA ITEM
DATE
MiA Mi BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Mayor David Dermer and Members of the City Commission
City Manager Jorge M. Gonzalez
December 7, 2005
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, WAIVING BY 5/7THS VOTE,
THE FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING
SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND
AUTHORIZING THE CITY MANAGER'S DESIGNEE, WHO SHALL
BE THE PROPERTY MANAGEMENT DIRECTOR, A LICENSED
GENERAL CONTRACTOR, TO SELECT, NEGOTIATE, AND
AWARD ALL CONTRACTS, AGREEMENTS, PURCHASE ORDERS,
AND CHANGE ORDERS FOR THE PURCHASE OF ALL
NECESSARY GOODS AND SERVICES (CONSTRUCTION AND
PROFESSIONAL) RELATIVE TO ALL OF THE FY 05-06 CAPITAL
RENEWAL AND REPLACEMENT FUND PROJECTS PROVIDING
THAT ALL DOCUMENTS BE REVIEWED BY THE APPROPRIATE
MEMBERS OF THE ADMINISTRATION, CITY ATTORNEY'S
OFFICE, AND CONTAINS MINIMUM TERMS AND CONDITIONS AS
SET FORTH IN THIS RESOLUTION; AND FURTHER AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE ANY AND ALL
AGREEMENTS RELATIVE TO THE AFORESTATED PROJECTS.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The City Commission approved the attached list of projects on the 2005/2006
budget for the Capital Renewal and Replacement program. The work specified
consists of all labor, machinery, tools, means of transportation, supplies,
equipment, materials, and services necessary for the design, specifications
development, construction documents, permitting, and construction work
required for the completion of the projects.
Section 2-366 of the City Code, entitled Contract Procedures, states that all
supplies and equipment, except as otherwise provided in this division, when the
estimated cost thereof shall exceed $25,000.00, shall be purchased by formal,
written contract and/or purchase order from the lowest and best responsible
bidder, after due notice inviting proposals; however, the City Commission shall
have authority to waive execution of formal contract in cases where it deems it
advisable to do so.
If the City's Property Management Director is approved as the General
Contractor for these projects, at times there will be a need for the acquisition of
goods and services that may exceed the $25,000 bidding threshold. As a
result of the time needed to complete formal bid processes (i.e. 90-120 days)
each time that Property Management Division has a need to augment its
existing resources for goods and services in excess of $25,000, these
important projects will be placed on hold or delayed significantly. Pursuant to
Section 2-367(e) of the City Code entitled Rejection of bids; negotiation; waiver
of competitive bidding, the City Commission, upon written recommendation of
the City Manager, may by resolution adopt by a five-sevenths vote of the City
Commission a waiver of competitive bidding when the City Commission finds
such waiver to be in the best interest of the City.
Any contracts in excess of $25,000 awarded by the Property Management
Director will be brought to the City Commission for ratification.
The following are reasons why the waiver of competitive bidding is in the best
interest of the City:
· Cost Reduction of Project Materials.
By utilizing in-house General Contractor services, the City will have the ability
to purchase the majority of building materials needed for the project, directly
from the manufacturer. External contractors would be required to purchase
these materials from a supply house that would increase the costs of the
purchase of supplies by adding stocking charges, plus overhead and profit on
top of the manufacturer costs. This would provide a substantial saving to the
City on material purchases for the project.
· Savings of General Contractor and Subcontractor's overhead and Profit.
In outsourced projects, general contractors add a typical range of 15-20% on
top of project cost for overhead expenses and profit. By using in-house
services, this would be a direct cost savings to the City for these items.
Additionally, as electrical, plumbing, HVAC, painting, and carpentry could also
be provided under in-house services, limited sub-contractors would be required
for the project. This would also provide savings to the City on overhead and
profit costs that would also be required to be paid to the subcontractors.
· Project Scheduling to Accommodate Special Needs.
Under routine contractual agreements, the General Contractor provides a
workflow schedule that is inflexible in accommodating unforeseen
circumstances or required change of workflow without the requirement of a
project change order or additional costs. In-house contracting would provide
flexibility of schedules to work with unforeseen circumstances including special
needs, without the need for change orders or extra costs for the project.
Proven Track Record
Property Management has provided General Contracting services for the City
on many past projects. These include the construction of the Electrowave
facility on Terminal Island, the design and renovations of the Byron Carlyle
Theater, The Lincoln Road Lighting and Fountain Enhancement project, the
Pinetree Park GO Bond project, the Fire Station #2 Maintenance Facility GO
Bond project, the renovation of the VCA and 555 Buildings, ADA compliance
projects Citywide, and multiple major renovations to City Hall, 21 Street
Community Center, and the Historic City Hall Building.
CONCLUSION:
That the Mayor and City Commission adopt the attached Resolution which
waives the competitive bidding requirements, finding such waiver to be in the
best interest of the City, and authorizing the City Manager's designee, who
shall be the Property Management Director, a Licensed General Contractor, to
select, negotiate, and award all contracts, agreements, purchase orders, and
change orders for the purchase of all necessary goods and services
(construction and professional) relative to all the FY 05-06 Capital Renewal and
Replacement FUnd Projects (See attached List) providing that all documents be
reviewed by the appropriate members of the Administration, City Attorney's
Office, and contains minimum terms and conditions as set forth in this
resolution; and further authorizing the Mayor and City Clerk to execute any and
all agreements relative to the aforestated projects.
FY 05-06 Capital Renewal GC Approval Memo. doc
Exhibit "A" (~)
"" I...i I ! tJl" I~ll~{Jllll 13r. J~,,,~n
PROPERTY MANAGEMENT
FY 05-06 RENEWAL AND REPLACEMENT FUND ,
TOTAL FY 260Sl06
REQUEST pRoPOSED
CAPITAL RENEWAL AND REPLACEMENT , CRITERIA BY R & R
·
PROJECT NAME / DESCRIPTION * TYPE BLDG. FUNDING
POLICE STATION BUILDI'NG
1.A $108,900 = $108,900
Replace 6 Air Handlers
20 Years old. Replacement due .to end of useful life.
Generator Motor Control Center Replacement . 1 .A 71,500 71,500
17 yrs old. BeyOnd Useful life out of sequence.
police Station CommunitY Room and South· Stairwell Glass Block Replacement I.A * 467,500 467.500
Deterioration of the Police Station Glass Block, installed with construction in 1987,
is causing water intrusion into the building's Community Room and stairwells and
deterioration of the reinforcing, steel. The replacement will improve weather-tight'.:,
integrity of the building and conform to new impact resistant glass code requirements
·
, Replace Equipment at Police Gun Range I.A 100,000 100,000
Beyond Useful Life
Retrofit Ladles Locker Room Showers 1.A 33,000 0
Showers are 18 years old and need to meet ADA standards.
TOTAL POLICE STATION BUILDING 780,900 747,900
~ ,
41STORIC CITY HALL BUILDING
'1 .A $108,900 $108,900
Six (6) Air Handler Replacement
Replace six (6) 20 year 'Old air handlers due to end of useful life,
Historic City Hall ElevatOr (2) Renovation and Electrical Upgrade I.A 165,000 ' 16.5,000
i Elevators and most of their mechanical operating equipment were built in 1927.
TOTAL HISTORIC CITY HALL BUILDING 273,900 273,900
CITY HALL BUILDING I
Air Duct System Replacement and Installation of Filtration & Pm-cooling System 1,A $84,700 $84,700
27 year old outside air duct system replacement and installation of filtration and pre-cooling
system. DUct system is internally corroded
Electrical Upgrades 1.A 73,150 73,150
Replace 27 year old of Transformers: Main Breakers Replacement per Fire Dept & NFPA 110
Generator need to be tested under load month.
'Replace Fire Pump Controlle~' & Two Transformers - Fire Safety
Hurricane Shutter Replacement 1 .A 495,000 0
Shutters cannot be repaired, are worn and are unsecurable. Dade County approved shutters
should be installed to replace 27 year old shutters. Grant application pending
City Hall Main Elevator Renovation & Electrical Upgrade 1iA 86,000 88,000
The mechanical contact controller is no longer manufactured and replacement parts are hard to obtain
The elevator is frequently out of service. The digital controller utilizes less electricity
TOTAL CITY HALL BUILDING 740,850 245.850
Page I of 2
Exhibit "A" (2)
-. i CITY OF MIAMI BEACH
PROPERTY MANAGEMENT
FY 05-06 RENEWAL AND REPLACEMENT FUND
TOTAL I FY 2005106
· REQUEST PROPOSED
CAPITAL RENEWAL AND REPLACEMENT CRITERIA BY R &R I
TYPE BLDG, FUNDING
PROJECT N^ME I DESCRIPTION ·
777'17TH STREET BLDG
1.A $508,200 S0
Replacement of Air Handler, Controls and Duct System
Replacement of air handler, COntrols and duct system. Air handlers am past their usefUl life.
Duct system and oUtSide air equipment are inadequate..
1 .A ' 110,000 110,000
Nater & Sewer PIpe Replacement & Domeaflc Water Pump Upgrade
The domestic water system at the 777 Bui ding:is rusted, aged and deteriorating.
The pumps must be replaced due to age and relocated where ·they will operate mom efficiently.
_
TOTAL 777 17TH STREET BUILDING 618,200 110,000
SCOTT RAKOW YOUTH CENTER
Part of the tota Phase II CIP project)
1.A $93,000 $93,000
Elevator Replacement
Beyond Useful Like.
·
Water Sealing/Weatherproofing I.A 49,500 49,500
Need to prevent water damage to the building
1 .A 102,850 102,850
Air Handler & Cooling Tower
30 year old alt handler # 2 .replacement due to excessive corrosion
Coo ng Tower #2 s a Protec fiberglass tower with moderate ultraviolet degradation on outer shell.
The tower support is dangerously corroded and one of the support legs is in danger of co apsing
Air Handler #1 Replacement 1.A 77,000 77,000
30 year old air handler # 1 replacement due to excessive corrosion
Fire Alarm System Replacement I.A 25,000 25,000
Beyond Useful Life
Swimming Pool Filtration System 1.A 150,000 150,000
Beyond Useful Life
,,
TOTAL SCOTT RAKOW YOUTH CENTER 497,350 497,350
VARIOUS BUILDINGS
Garden Center I.A $49,500 $0
Replacement of A/C at the Garden Center. Due to excessive corrosion and age
Boardwalk Light Replacement. I.A 965,200 321,733
Replace lights and lightshields due to age, new state requirements and environmental impacts.
27th, 46th & 53rd Straet Showers t.A 55,000 55,000
Upgrade to ADA Standards Showers due to poor condition and proper ADA path-of travel ,
Commission Chambers Upgrade~
!Replace 10 year old electric door - weatherproof walls, incl. m-installation o~f carpeting on walls 1.A 29,150 29,150
21st St. Recreation Center I.A 28,000 28,000
Backflow Preventor & Fire Sprinkler (New Fire Code Requirement)
,.
TOTAL MISC. REQUESTS - VARIOUS BUILDINGS 1,126,850 433,883
CONTINGENCY 220,680
GRAND TOTAL $4,038T050 $2,529~563
Criteria: 1 .A-Extend Useful Life, 1 .B-Reduce Maintenance, 2-Unanticipated Events
Page 2 o! 2