LTC 092-2019 Report on Emergency Purchases and Unauthorized Purchases MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,www.miamibeachfl.gov
LTC # 092-2019 LETTER TO COMMISSION
To: Mayor Dan Gelber and Members of he City Co, mission
From: Jimmy L. Morales, City Manager
Date: February 14, 2019
Subject: Report on Emergency Purchases . d Unauthorized 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.
Emer•enc Purchases
Form No. Nature of Requestor Contractor Estimate Value
Emergency
Water Main
2019-141 Bridge Hanger & Public Works Southern Underground 247,500
Pipe Operations Industries
Re•lacement
UNAUTHORIZED PURCHASES. Miami Beach City Code Section 2-393(a) prohibits the purchase
of goods or services unauthorized by the Procurement Division (typically through the issuance of
a Purchase Order with stated purchase authority prior to the receipt of goods or services). In its
due diligence, the Department of Procurement Management (DPM) has identified those
purchases that have been transacted in violation of the stated Code requirement. In those cases,
the DPM has required documentation and justification be provided to the City Manager, through
the Unauthorized Purchase form, who may then, pursuant to Code, consider and authorize the
purchase. Unauthorized purchases exceeding $50,000.00 are reported to the City Commission at
its meeting following the approval of the Unauthorized Purchase form.
Unauthorized Purchases
Nature of
Form No. Unauthorized Requestor Contractor Value
Purchase
Nothing To Report
41
JLM/ E/MG
F:\PURL\$AIL\REPORTS onthly Reports\FY 2017\Emergency&Unauthorized Purchase Report\February 13, 2018.docx
MIAMIBEACH Emergency Purchase
Authorization Request
Number: hrEalga
Contact Information
Date: Requestor:
01-29-2019 Water&Sewer Superintendent Lys Desir Jr
location of Emergency: Requesting Department:
Venetian Causeway Bridge/between Rivo Alto and Dilido Public Works-Operations
Islands
Required Goods/Services: Contact No.:
Water main bridge hanger & pipe 786-256-1070
replacement
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.):
One of the main potable water feeds to the City of Miami Beach has broken structural
hangers and the 16" water main has failed and is in dire need of replacement. Failure to act is
likely to result in immediate failure to the City's potable water supply affecting fire
suppression, water pressure,water volume, and the health and public welfare of the City's
stakeholders.
A contractor specific to utility work on bridges is needed. As of December 2018,contractor
Southern Underground has completed an emergency repair similar in nature: to restore a
section of 16"water main along with hangars would return the City's water distribution
system back to normal operation along the Venetian Causeway bridge between Rivo Alto and
Dilido Islands.
Vendor(s) Information
Proposed Vendor(attach detail if multiple vendors): Estimated Cost(if known):
Southern Underground Industries $247,500.00
Describe How&Why Recommended Vendor(s)Selected:
This vendor was selected on emergency availability with all the resources
required to respond effectively in the best interest of the City of Miami Beach.
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 agercy may purchase directly any supplies whose immediate procurement is essential to prevent delays in the work of
the using agency that may vitally affect the life,health or convenience of citizens.The head of such using agency shall send to the procurement director
a r•.uisition and a co• of the delive record,to.etherwith a full written re.•rt of the circumstances of the emer•enc
Department Head Procurement Director Assistant City Manager City Manager
TU E: �—y" SIG RE: SIGNATURE) NATURE•
D TE• DATE: • DATE: ) ATE:
1/31 rf.A / /c•
SOUTHERN UNDERGROUND INDUSTRIES, INC
EMERGENCY REPAIR USING 20" HDPE UNDER THE BRIDGE
1 MOBILIZATION & DEMOBILIZATION 1 LS $ 40,000.00 $ 40,000.00
2 MAINTENANCE OF TRAFFIC 1 LS $ 12,000.00 $ 12,000.00
ENGINEERING, DESIGN AND PERMITTING,
INCLUDING AS- BUILT DRAWING
3 SUBMITTALS 1 LS $ 10,000.00 S 10,000.00
20" HDPE DR-11, W/ FITTINGS, 1 ARV,
STAINLESS STEEL
316 HARDWARE, SS 316 HANGERS EVERY
10 FEET APART TO BE INSTALLED UNDER
THE BRIDGE AT THE SAME ALIGNMENT OF
4 THE EXISTING WM 200 LF $ 450.00 $ 90,000.00
TIE-IN CONNECTIONS INCLUDING ALL
NECESSARY HARDWARE, FITTINGS,
5 SLEEVES, SPOOL PIECES, ADAPTERS. 2 EA $ 11,500.00 $ 23,000.00
6 16" GATE VALVE RMJ 2 EA $ 6,000.00 $ 12,000.00
REMOVAL AND DISPOSAL OF THE
7 EXISTING PIPE 1 LS $ 20,000.00 $ 20,000.00
PAVEMENT AND CONCRETE
RESTORATION IN KIND OR BETTER THAN
8 EXISTING CONDITIONS 1 LS $ 10,000.00 S 10,000.00
9 PRESSURE TESTING 1 LS 5 4,500.00 $ 4,500.00
10 CHLORINATION OF 16" PIPE 1 LS $ 1,200.00 $ 1,200.00
11 SAMPLE POINTS AS REQUIRED BY DOH 1 LS $ 2,300.00 $ 2,300.00
SUBTOTAL $ 225,000.00
OWNER'S CONTINGENCY (10% OF THE
12 SUBTOTAL AMOUNT) 1 $ 22,550.00 $ 22,550.00
TOTAL - INCLUDING CONTINGENCY $ 247,550.00
VENETIAN CAUSEWAY EMERGENCY WATER MAIN
1/28/2019 3:41 PM REPAIR BTWN DILITO AND RIVO ALTO PAGE 1 OF 1