98-22727 RESO
RESOLUTION NO.
98- 227 2 7
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING, BY 517THS VOTE, A WAIVER OF
FORMAL COMPETITIVE BIDDING FOR THE REPAIR OF THE FIRE ALARM
SYSTEM IN CITY HALL, AND AUTHORIZING THE AWARD OF A PURCHASE
ORDER, IN THE AMOUNT OF $39,995, TO FIRE SECURITY
COMMUNICATIONS, FOR THIS REPAIR.
WHEREAS, in accordance with City Code Chapter 31 A, Section 10 (e), the Mayor and City
Commission, upon written recommendation of the City Manager may, by Resolution adopted by
a five-sevenths vote, waive competitive bidding when such waiver is found to be in the best interest
of the City; and
WHEREAS, the fire alarm system at City Hall, which is twenty-two (22) years old and
considered obsolete, has failed and is no longer operational; and
WHEREAS, a formal bid for the fire alarm system would require the hiring of an
architect/engineer consultant to prepare the required design, plans, and specifications prior to the
bidding process, delaying the installation of a new fire alarm system by three months; and
WHEREAS, due to the urgency of not having an operational fire alarm system in City Hall,
the Property Management Division has sought independent quotes from four experienced, local,
major system designers and suppliers to expedite the design and installation of the new fire alarm
system; and
WHEREAS, the lowest responsive bidder is Fire Security Communications at $39,995.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby waive the formal competitive bid process and authorize the award of a Purchase
Order, in the amount of$39,995, to Fire Security Communications, for the repair of the fire alarm
system in City Hall.
PASSED and ADOPTED this 6th day of May, 1998.
VWl~
MAYOR
Jl;;:} ~
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
jf
141. ~t4.: t/,;,iWl
City Attorney
~ITY OF MIAMI BEACH
;IlY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
Ittp :\\ci. miami-beach. fl. us
COMMISSION MEMORANDUM NO. ;l" I.J - 9 S
FROM:
Mayor Neisen O. Kasdin and DATE: May 6,1998
Members of th;1-CitY Co . ission
Sergio Rodriguez
City Manager
Request for Approval to Waive the Formal Bid Process and Award a Purchase
Order to Fire Security Communications in the Amount of $39,995, Pursuant to
Quotations Received for the Repair of the Fire Alarm System in City Hall.
TO:
SUBJECT:
ADMINISTRATION RECOMMENDATION:
To approve the award.
FUNDING:
$39,995
Funds are available from the Miscellaneous Projects Account No.
011.9322.000674.
BACKGROUND:
In December, 1997, the Fire Alarm System at City Hall had a partial failure, due to the fire alarm
panel malfunctioning. The manufacturer of this panel (Simplex) was contacted immediately to
determine the availability of parts required to repair the fire alarm panel. The Property Management
Division was informed by the manufacturer that they no longer manufactured parts for this system,
which is 22 years old and considered obsolete. A new provisional fire alarm panel from a different
manufacturer was installed immediately to keep the system functioning. In the months of February
and March, 1998, the fire alarm system had additional system component failures which, by mid-
March, rendered the system inoperative. Even though the City Hall Building has a completely
functional fire sprinkler system, Property Management placed an Armor Security guard in the
building at all non-regular business hours to keep a "Fire Watch" patrol for the building and for the
protection of personnel and property. Due to the inability to obtain replacement parts and the fact
that the existing fire alarm system was no longer in compliance with the Fire, Building or ADA
codes, it was determined that a new system was needed immediately.
A formal bid of the fire alarm system would require the hiring of an architect/engineer consultant
to prepare the required design, plans, and specification prior to the bidding process that would delay
the installation of the fire alarm system by three additional months. Because of the continuing
renovations of the City Hall Building throughout the years, no as-built plans have been completed
that could shorten this process. Additionally the use of an Armor Security guard to provide a "Fire
Watch" during unoccupied hours has a cost of approximately $700.00 per week.
FUNDING ,PPROVED
/
AGENDA ITEM
DATE
CJ1G
5~lo..q 8
May 6,1998
Page Two
BACKGROUND (Cont.)
Due to the urgency of not having an operational fire alarm system in the City Hall Building and to
comply with the new Fire/Building Codes and ADA standards, the Property Management Division
sought independent quotes from four experienced, local, major system designers and suppliers to
expedite the design and installation of the new fire alarm system at this building. Each contractor
was individually escorted throughout the building to determine needs, prepare an analysis, and to
develop cost estimates for the new fire alarm system. All four firms prepared a written response,
which was analyzed by the Property Management Division for completeness and for meeting the
above requirements. The tabulation is below, and the recommendation is made based on the lowest
responsive bidder.
The City is taking the above steps to assure that, in this emergency situation, it is receiving the best
possible proposal at the best price.
The quotes received are for design, blue-print preparation, replacement, and complete upgrade of the
fire alarm system that will comply with the all required fire code regulations and ADA compliance
standards. The Contractor will also supply all equipment, labor and materials to install conduit,
cable, fittings, hardware and all required devices. The Contractor will provide all plans, permits and
will obtain all required inspections necessary to comply with NFP A, NEC, South Florida Building
Codes and meet the required ADA standards for the installation of a new fire alarm system. The
Contractor will also provide a standard one (1) year warranty on all parts and labor on the installed
system.
The Contractor will coordinate with the Property Management Division for the scheduling of the
work, which will include working at night and on weekends in order to keep disruption of operation
within City Hall to a minimum. Contractor will be responsible for removal of all debris on a daily
basis and leaving work areas in a clean and orderly fashion for the following business day.
BID TABULATION:
Bidders
Fire Alarm System in the City Hall Bide.
Total
Fire Security Comm.
Monarch Systems
Tri-City Electric, Inc.
Honeywell, Inc.
$39,995.
$46,235.
$51,900.
$54,955.
CONCLUSION:
The City Commission should waive the formal bid process and approve the award of a Purchase
Order to Fire Security Communication, the lowest bidder meeting specifications.
SRlHM/BAJ/JMF