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RESOLUTION NO. 2006-26400
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, WAIVING, BY 5/7THS
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 (FY) 2006/2007 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 AFOREST A TED PROJECTS.
WHEREAS, the Mayor and City Commission approved Resolution No. 2006-
26334, that provided funding requirements relative to the Fiscal Year 2006/2007 Capital
Renewal and Replacement Projects (the Projects); and
WHEREAS, the Projects included, as set forth in Exhibit "A" of this Resolution,
are estimated to have a total construction cost value of $1,985,525, 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 aforesstated 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
(Le. 90-120 days), each time that the Property M~nagement 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 517ths 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 517ths 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 200612007 Capital Renewal and Replacement Projects as set
forth in Exhibit "A" to this Resolution.
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 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.
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 appropriated amount for a particular project, as same is 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, to the extent reasonably
possible.
PASSED AND ADOPTED THIS 6th day of
,2006.
Attest: '
RP~
CITY CLERK
Robert Parcher
David Dermer
APPROVED AS TO
FORM & LANGUAGE
~~
II llOmey J2l~JI'
T:\AGENDA\2006\decOB06\Reg'uJanFY (J6.()7 Capital Renews/and Replacement GC Approval RESO.doc
Exhibit "A"
CITY OF MIAMI BEACH PROPERTY MANAGEMENT
FY 08-07 CAPITAL RENEWAL AND REPLACEMENT PROJECTS
PROPERTY MANAGEMENT REQUESTS PROJECT
PROJECT NAME / DESCRlPnON APPROPRlAnON ACCOUNT.
POLICE STAnON BUILDING
Backflow Preventor for Fire Sprinkler 26.000 125.6357.069358
System (new code requirement)
TOTAL POLICE STATION BUILDING $26,000
CITY HALL BUILDING
ResttoomslCIly Hall
1 st. 3rd, 4th Floor Retroom Renewal to include: Retrofit 0 ftwo single stall restrooms to 42,000 125.6358.069358
ADM Complaincy and Partition to ADA Compliancy and Partition Replacements and
Formica Counter top - Replacements In restrooms (delaminating) 27 yn; old
Floor Finishes: Carpet Aged and Deteriorated 147,805 125.6359.069358
Carpe Aged and deteriorated - 10 years old - needs replacement
Loading Dock Electric RoIl-up Door Replacement 34,100 125.6360.069358
Loading Dock Electric Roll-up Door Replacement - Doors are 27 yrs old
and are damaged and hard to operate. Mica doors are delaminated or chipped and
hardware locks need to be working proper1y to meet Fire Code.
W_ _ RepI_ment 27,214 125.6361.069358
Replace 3 inch water riser which feeds restrooms on 1 st, 2nd, 3rd & 4th Floors. The
galvanized pipe Is over 25 yrs old and must be replaced to avoid water damage.
Roof Openings: Skylight Ileta<lorated and Leaking 35,562 125.6362.069358
TOTAL CITY HALL BUILDING $286,681
HISTORIC CITY HALL BUILDING
Elevator Renovation - Phaae II 150,000 125.6363.069358
Carpet & Floor Tile RepI_ment 30,654 125.6363.069358
Common areas carpet & floor tiles are old, worn and need replacement.
Water Cloeet & Flush Valve Replacement 27,000 125.6363.069358
Water closets & flush valves need to be replaced with more efficient
equipment to insure water conversation and reduce maintenance problems.
TOTAL HISTORIC CITY HALL BUILDING $207,654
777 17tl1 STREET BLOG
Replacement of air handler, controls and duct system 558,000 125.6364.069358
Replacement of air handler, controls and duct system. Air handlers
have outlived their useful life. Duct system and outside air equipment
are Inadequate.
TOTAL 77717TH STREET BUILDING $558,000
Exhibit "A"
CITY OF MIAMI BEACH PROPERTY MANAGEMENT
FY 08-07 CAPITAL RENEWAL AND REPLACEMENT PROJECTS
PROPERTY MANAGEMENT PROJECTS PROJECT PROJECT
PROJECT NAME / DESCRIPTION APPROPRIATION APPROPRIATION
VARIOUS BUILDINGS
Flamingo Port<
Paint Pool & Replace fencing 60,000 125.6367.069358
Repair I Replace Water Playground surface 25,000 125.6367.069358
PAL Building
Replace Tile Flooring 30,000 125.6368.069356
Patch, Paint & Waterproof Building 40,000 125.6368.069358
FIRE DEPARTMENT
Fire Stations 1 & 3 - Replace Carpeting including Vinyl tile areas and cove base 84,000 125.6369.069358
BOARDWALK BENCH REPLACEMENT 26,400 125.6370.069358
Replace 33 Benches on the Boardwalk have deteriorated from heavy use and
Doora & Hardware 34,650 125.6371.069358
Mica from doors delaminating or chipped and hardware locks need to be wondng
proper1y to meet the Fire Code.
South Shore Communlly Cento, - E_,ical Service & Diotributlon Syatem 196,638 125.6372.069358
The e1ectrtcal service and distribution equipment are aged beyond their useful life and in
in critical condition. The service conduit and associated feeders are corroded and the
main switchboards have open wire troughs. Install a new metered main switchboard,
chiller switchboard and associated subpanels and feeders.
Repl_ 01 Hu,_.. Shull8re In CIly Hall and Police Building - Ph_1 230,000 125.6373.069358
Shutters cannot be repaired, are worn and are unsecurable. Dade County approved
shutters should be installed to replace 27 year old shutters.
TOTAL MISC. REQUESTS - VARIOUS BUILDINGS $725,688
SUB TOTAL ALL PROPERTY MGMT RENEWAL & REPlACEMENT PROJECTS $1,805,023 126.6374.069358
CONnNGENCY -10'A0 $180,502
GRAND TOTAL ALL PROPERTY MGMT RENEWAL & REPLACEMENT PROJECTS $1,985,525
2
COMMISSION ITEM SUMMARY
Condensed Title:
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 ofthe
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
orofessionall relative to FY 06/07 Caoital Renewal and ReDlacement Projects.
Ke Intended Outcome Su orted:
Well Maintained Facilities
Issue:
Shall the City authorize 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 the aforestated oroiects?
Item Summary/Recommendation:
In order to expedite the completion of the projects outlined in the FY 06/07 Budget for Capital
Renewal and Replacement Projects, adopted by the Mayor and City Commission on September 21,
2006, 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 06-07 Capital
Renewal and Replacement Projects. This is the third year for the Capital Renewal and Replacement
Program. Fiscal Year 2005 was funded at $1 ,347,070, Fiscal Year 06 at $2,529,563 and the current
fiscal year at $3,226,096 of which Property Management is responsible for $1 ,985,525. All projects
funded by this program have been completed within the funding allocated and during the fiscal year
funded.
AdoDt the Resolution.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 N/A
D 2
3
4
aSPI Total
Financial Impact Summary:
Cit Clerk's Office Le islative Trackin :
Brad A. Judd; Property Management Director
Si n-Offs:
Department Dire
Assistant . Manager
RCM
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MIAMI BEACH
AGENDA ITE
DATE
C9 ,MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miomibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor David Dermer and Members of the City Commission
City Manager Jorge M. Gonzalez ~ l'
December 6, 2006 0
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 THE FISCAL YEAR 06-07
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 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 (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, 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
thes.e 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.
The Capital Renewal and Replacement Program is in its third year. In Fiscal
Year 2005 the funding was $1,347,070, in Fiscal Year 2005 the program was
funded at $2,529,563 and the current fiscal year is funded at $3,266,096 of
which Property Management is responsible for $1,985,525. All projects funded
by the Capital Renewal and Replacement Program have been completed within
budget and within the fiscal year assigned.
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, the 04/05 and 05/06 Capital Renewal and Replacement
Projects, 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 the Fiscal Year 06-07 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 06-07 Capital Renewal GC Approval Memo.doc
Exhibit "A" (1)
CITY OF MIAMI BEACH PROPERTY MANAGEMENT
FY 06-07 CAPITAL RENEWAL AND REPLACEMENT PROJECTS
PROPERTY MANAGEMENT REQUESTS PROJECT
PROJECT NAME I DESCRIPTION APPROPRIATION ACCOUNT.
POLICE ST A liON BUILDING
Backflow Preventor for Fire Sprinkler 26,000 125.6357.069358
System (new code requirement)
TOTAL POLICE STATION BUILDING $26,000
CITY HALL BUILDING
Restrooms/Clty Hall
1st. 3rd, 4th Floor Retroom Renewal to include: Retrofit 0 ftwo single stall restrooms to 42,000 125.6358.069358
ADAk Complaincy and Partition to ADA Compliancy and Partition Replacements and
Formica Counter top - Replacements in restrooms (delaminating) 27 yrs old
Floor Finishes: Carpet Aged and Deteriorated 147,805 125.6359.069358
Carpe Aged and deteriorated - 10 years old ~ needs replacement
Loading Dock Electric Roll-up Door Replacement 34,100 125.6360.069358
Loading Dock Electric Roll.up Door Replacement - Doors are 27 yrs old
and are damaged and hard to operate. Mica doors are delaminated or chipped and
hardware locks need to be working properly to meet Fire Code.
Water Riser Replacement 27,214 125.6361.069356
Replace 3 inch water riser which feeds restreoms on 1st, 2nd, 3rd & 4th Floors. The
galvanized pipe is over 25 yrs old and must be replaced to avoid water damage.
Roof Openings: Skytight Deteriorated and Leaking 35,562 125.6362.069358
TOTAL CITY HALL BUILDING $286,681
HISTORIC CITY HALL BUILDING
Elevator Renovation - Phase II 150,000 125.6363.069358
Carpet & Floor Tile Replacement 30,654 125.6363.069358
Common areas carpet & floor tiles are old, worn and need replacement.
Water Closet & Flush Valve Replacement 27,000 125.6363.069358
Water closets & flush valves need to be replaced with more efficient
equipment to insure water conversation and reduce maintenance problems.
TOTAL HISTORIC CITY HALL BUILDING $207,654
m 17th STREET BLDG
Replacement of air handler, controls and duct system 558,000 125.6364.069358
Replacement of air handler, controls and duct system. Air handlers
have outlived their useful life. Duct system and outside air equipment
are inadequate.
TOTAL 7n 17TH STREET BUILDING $558,000
Exhibit "AU (2)
CITY OF MIAMI BEACH PROPERTY MANAGEMENT
FY 06..07 CAPITAL RENEWAL AND REPLACEMENT PROJECTS
PROPERTY MANAGEMENT PROJECTS PROJECT PROJECT
PROJECT NAME I DESCRIPTION APPROPRIATION APPROPRIATION
VARIOUS BUILDINGS
Flamingo Park
Paint Pool & Replace fencing 60,000 125.6367.069358
Repair J Replace Water Playground surface 25,000 125.6367.000358
PAL Building
Replace Tile Flooring 30,000 125.6368.069358
Patch, Paint & Waterproof Building 40,000 125.6368.009356
FIRE DEPARTMENT
Fire Stations 1 & 3 - Replace Carpeting including Vinyl tile areas and cove base 84,000 125.6369.069358
BOARDWALK BENCH REPLACEMENT 26,400 125.6370.069358
Replace 33 Benches on the Boardwalk have deteriorated from heavy use and
Doors. & Hardware 34,650 125.6371.069358
Mica from doors delaminating or chipped and hardware locks need to be working
properly to meet the Fire Code.
South Shore Community Center. Electrical Service & Distribution System 196,638 125.6372. 069358
The electrical service and distribution equipment are aged beyond their useful life and in
in critical condition. The service conduit and associated feeders are corroded and the
main switchboards have open wire troughs. Install a new metered main switchboard,
chiller switchboard and associated subpanels and feeders,
Replacement of Hurricane Shutters in City Hall and Police Building - Phase 1 230,000 125.6373.069358
Shutters cannot be repaIred, are worn and are unsecurable. Dade County approved
shutters should be installed to replace 27 year old shutters.
TOTAL MISC. REQUESTS. VARIOUS BUILDINGS $726,688
SUB TOTAL ALL PROPERTY MGMT RENEWAL & REPLACEMENT PROJECTS $1,805,023 125.6374.069358
CONTlNGENCY.10",I, $180,502
GRAND TOTAL ALL PROPERTY MGMT RENEWAL & REPLACEMENT PROJECTS $1,985,525
2