HomeMy WebLinkAbout2006-26225 Reso
RESOLUTION NO. 2006-26225
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, 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 CONSTRUCTION
SERVICES RELATIVE TO THE REPLACEMENT OF THE MAIN
FRESH WATER SUPPLY LINE AND BACKFLOW PREVENTION
SYSTEM OF THE IRRIGATION SYSTEM AT THE MIAMI BEACH
GOLF COURSE, WHICH PROJECT SHALL HAVE A TOTAL
CONSTRUCTION COST NOT TO EXCEED $95,000; 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 PROJECT.
WHEREAS, there is an urgent need to replace the existing fresh water supply lines
and backflow prevention system at the Miami Beach Golf Course, due to the repeated
failure of the existing and newly installed backflow preventors at the Golf Course which in
turn, have caused the lack of adequate fresh water supply to the irrigation pumps; and
WHEREAS, in order to avoid further major water loss, drainage to the irrigation
pump system, and damage to the landscaping and grass of the Golf Course, the
Administration would recommend the Mayor and City Commission waive the competitive
bidding requirement, finding such waiver to be in the best interest of the City, and authorize
the City Manager through, the Property Management Director, who is a licensed general
contractor, to undertake the work required, whether through the use of employees in the
City's Property Management Department or through the selection of outside contractors, as
required, to complete the project on an expedited bases; and
WHEREAS, the work specified consists of all labor, machinery, tools, means of
transportation, supplies, equipment and materials required for the construction of the
project, and is not anticipated to exceed the total construction cost of $95,000; and
WHEREAS, the Property Management Director, as the general contractor, will be
taking on the responsibility of the completion of the aforestated vital project; and
WHEREAS, notwithstanding the Mayor and City Commission's waiver of the
competitive bidding requirement, the Property Management Director, utilizing the resources
of the Procurement Division, shall use best efforts to institute an "expedited" bidding
process to ensure the integrity of the process and, while not formal competitive bidding,
this process would endeavor to procure the highest quality of goods and construction
services at the least expense to the City; and
WHEREAS, 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 work relative to that certain
construction project including, without limitation, the replacement of the main
fresh water supply line and backflow prevention system of the irrigation system
at the Miami Beach Golf Course; said project having an estimated construction
cost not to exceed $95,000.
2. 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 construction services relative to the aforestated project.
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.
4. 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.
5. 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 total appropriated amount for the project, in the amount of $95,000, as set
forth in this Resolution, without the prior approval of the Mayor and City
Commission.
6. 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, in said process, as possible.
PASSED AND ADOPTED THIS 7th day of
,2006.
Attest:
~! Pat~
CITY CLERK
Robert Parcher
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
~~ 61710(,
tr ~D8
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution waiving formal competitive bidding requirements and authorizing the Property
Management Director to award all contracts and change orders relative to the replacement of the
main fresh water supply line and backflow prevention system of the irrigation system at the Miami
Beach Golf Course.
Ke Intended Outcome Su orted:
Well Maintained Facilities
Issue:
Shall the Mayor and City Commission approve the Resolution?
Item Summary/Recommendation:
There is an urgent need to replace the existing fresh water supply lines and backflow prevention system,
due to the repeated failure of the existing and newly installed backflow preventors at the Miami Beach
Golf Course which in turn, have caused the lack of adequate fresh water supply to the irrigation pumps.
Emergency contracting through the Property Management Director is the best method to avoid further
major water loss, damage to the irrigation pump system, and/or damage to the landscaping and grasses
of the Golf Course.
In order to expedite the completion of this time-sensitive project at the Miami Beach Golf Course, 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 replacement of the main fresh water supply line and backflow prevention
system of the irrigation system at the Miami Beach Golf Course. The estimated total cost for this project
is $95,000. Any contracts awarded in excess of $25,000 by the Property Management Director will be
brought to the City Commission for ratification.
The Administration recommends aooroval of the Resolution.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of
Funds:
MB Golf Course Account
#011.0970.000676
D
OBPI
Financial Impact Summary:
Ci Clerk's Office Le islative Trackin
Brad A. Judd; Property Management Director
m
.....
MI.AMIBEACH
AGENDA ITEM
DATE
C7U
~-7-ot<,
~ MIAMI BEACH
City of Miomi Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor David Dermer and Members of t.he Ci~ c%n
Jorge M. Gonzalez, City Manager }.r--o
June 7, 2006 ()
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, 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 CONSTRUCTION SERVICES RELATIVE
TO THE REPLACEMENT OF THE MAIN FRESH WATER SUPPLY
LINE AND BACKFLOW PREVENTION SYSTEM OF THE IRRIGATION
SYSTEM AT THE MIAMI BEACH GOLF COURSE; PROVIDING THAT
ALL DOCUMENTS BE REVIEWED BY THE APPROPRIATE
MEMBERS OF THE ADMINISTRATION AND CITY ATTORNEY'S
OFFICE, AND WHICH 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 PROJECT.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funds in the amount of $95,000 are available from the Miami Beach Golf
Course account 011.0970.000676.
ANAL YSIS
There is an urgent need to replace the existing fresh water supply lines and
backflow prevention system, due to the repeated failure of the existing and
newly installed backflow preventors at the Miami Beach Golf Course which in
turn, have caused the lack of adequate fresh water supply to the irrigation
pumps. Emergency contracting through the Property Management Director is
the best method to avoid further major water loss, damage to the irrigation pump
system, and/or damage to the landscaping and grasses of the Golf Course.
T:\AGENDA\2006~un0706\consent\MB Golf Course MEMO.doc
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 project. The estimated total
cost for this project is $95,000.
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. (emphasis added)
Inasmuch as the City's Property Management Director has been 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. Therefore, as a result of the time needed to complete formal bid
processes (Le. 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, this important project 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.
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 relative to the
replacement of the main fresh water supply line and backflow prevention system
of the irrigation system at the Miami Beach Golf Course; 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 project.
JMG:BCM:FHB:BAJ
T:\AGENDA\2006\jun0706\consent\MB Golf Course MEMO.doc