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Home My WebLink AboutL-2: Temporary Purchasing AuthorityCity of ~Vliami ~ard~ens 1515-200 NW 167`~' Street Miami Gardens, Florida 33169 Date: August 27, 2007 Fiscal Impact: No Yes X Aqenda Cover Paqe Public hearing ^ Mayor Shirley Gibson Vice Mayor Barbara Watson Councilman Melvin L. Bratton Councilwoman Oscar Braynon II Councilman Aaron Campbell Jr. Councilwoman Sharon Pritchett Councilman Andre Williams (If yes, explain in Staff Summary) Ordinance ^ Funding Source: Police Dept. - Facilities Bond1st Reading ^ Contract/P.O. Requirement: Yes X No^ Advertising requirement: Sponsor Name/Department: Danny Crew, City Manager Title Quasi-Judicial ^ Resolution X 2nd Reading ^ Yes No X A Report of the City Manager, submitted per requirement of Section 3 of Resolution No 2007-119-626, indicating use of temporary purchasing authority, granted by the Council in Resolution No 2007-119-626. Staff Summarv The City Council issued Resolution 2007-119-626 (Exhibit A), temporarily allowing the City Manager to exceed his purchasing authority during the recent Council recess, in order to continue with the timely procurement of goods and services for the Police Department. The Manager exercised this authority on four occasions and this serves as report of such items, as required in Section 3 of the Resolution. 1. BearingPoint Award for Technical Services for Police Phone Network Council approved a contract with BearingPoint for the design and technical review of the Computer Network. In considering the implementation of the Phone Network, it was determined that the City would be best served to receive a similar level of technical expertise. BearingPoint has previously set up Telephone Systems and was familiar with the unique issues of Police communications. In addition, their familiarity with the Police Computer Network offered the opportunity for integrating both systems, with significant savings in time. We negotiated an agreement with Bearingpoint, based on State of Florida contract for Information Technology, in the amount of $48,909., to provide technical services in designing and implementing the Phone Network System for the Police Department. This is withjn my authority, but I am reporting it as a change order to the agreement that Council previously authorized. L-2) REPORTS TEMPORARY PURCHASING AUTHORITY 2. Chanqe Order to GEC for paintinq; interior & exterior renovations to the Police Department Council approved a contract with GEC Associates for interior renovations to the Police Building, under terms of the City of Miami's Job Order Contract. Since issuance of the contract, we identified additional scope of work that would be required on the building. This includes patching and painting the entire interior and exterior of the building; removal of doors; placing of new wall partitions; and additional minor renovations. The cost for the additional scope of work is $114,189. I authorized a Change Order with GEC Associates for $114,189 for additional renovation to the Police Building. 3. Equipment purchase for Computer Network for Police Our technical consultant completed the Computer Network design for the Police Department and provided a list of necessary equipment. We obtained quotes from vendors pre-qualified with the State for providing products and services in Information Technology. The suggested retail price on the list was $384,515 and the lowest bid was received from CDW-G for $250,363.45. A purchase order was issued to CDW-G for $250,363.45 for hardware required to set up the computer nefinrork for the Police Department. 4. Purchase of Furniture for Police A limited number of staff is occupying the building during renovations and is currently using some of the existing furniture which remained with the purchase. A number of our Patrol staff will start on October 1, 2007 and we will start training shortly thereafter. Staff identified the furniture (desks, chairs, file cabinet, conference room tables, etc.) that would be needed for daily operations at the Police Building. A quote has been obtained from Corporate Express based on current State of Florida contract, for an amount of $51,000. A purchase order was issued to Corporate Express for $51,000 for furniture and equipment for the Police Department. Recommendation: Report submitted per requirement of Section 3 of Resolution No 2007-119-626. No action required by the Council. Resolution No 2007-119-626 RES~LUTION No. 2007 -1 99-G26 A RESOLUTION OF THE CITY COUNCIL OF THE C(TY OF MIAMI GARDENS, FLORlDA, PROVIDING TEMPORARY AUTHORIZATfON TO THE CITY MANAGER TO EXCEED PROMULGATED PURCHASING AUTHORITY, SUBJECT TO THE PRIOR REVIEW AND APPROVAL C}F THE CITY ATTORNEY WITH RESPECT TO THE CONTEMPI.ATED PURCHASES; PRQVIDING FOR THE ADOPTION OF REPRESENTATiONS; PR4VIDING AN EFFECTIVE DATE. WHEREAS, the City is moving forward, in a11 due haste, to accomplish variaus gpals established by the City Council, and WHEREAS, with respect to each identified project, including the fit-up of the new police facility, there are severai vendors required for different phases of the work, and WHEREAS, the new police facility must be renovated before the new police c~epartment can actually commence providing services to the community, and WHEREAS, many of the purchases necessary for the renovation a# the police facifity are time-sensitive, and WHEREAS, the City Council wilf not be in session during the manth of August, 2007, and, consequently, will not be available to review the ecanomic needs with respect to the completion of the renovatipn of the police facility, and WHEREAS, the staff has advised that over the next six weeks and before the next regularly scheduled City Council meeting af September 12, 2(~07, there will be various contracts to be let for the purposes of purchase of furniture, a comprehensive telephone system, air conditianing units and the like, as well as the issuance of change orders to the JQb Order Contract for the renovatipns pf the police facility, and WHEREAS, it is appropriate to provide ample pratection to the treasury of the City, while avoiding undue delay in the provision of community services, Resolution No 2007-119-626 IVOW THEREFORE, BE IT RES~LVED BY THE CITY COUNCIL ~F THE CfTY OF MIAMI GARDENS, FLORIDA, AS FULLOWS: Section 1. AD(JPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolutian_ Section 2. AUTHORIZATION: Authorization is hereby provided for the City Manager ta exceed the City Manager's promulgated spending authority, on a temporary basis, up to September 13, 2007, for the {imited purpose of accomplishing the renovatic~n of the new police facility and the furnishing thereof, in order to accpmmodate the rapid delivery of police services to the community; provided, however, that each expenditure exceeding the City Manager's promulgated authority, as limited by the authorization hereby granted, shall require the priar approval of the office of the City Attomey. Sectian 3. At the September 12, 2007 City ~ouncil meeting, the City Manager shall provide the Council with a report of contracts/agreements approved by him under exercise of this temporary authorization. Section 4. EFFECTIVE DATE: This Resolution shafl take effect immediately upan its ~nal passage~ PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT 1TS REGULAR MEET(NG HELD ON JULY 25, 2007. ATTEST: SHlRLEY S , MAYOR NETTA TAYL.O , CMC, CITY CLERK 2 Resolution No. 2007-'119-626 Prepared by JAMES C. BRADY, ESQ. Assistant City Attorney JCB:j1a 262712_1.DOC SPONSORED BY: DR. L~ANNY O. CREW, CITY MANAGER MOVED BY: Vice Mayor Braynon SECONDED BY: Councilman Bratton VOi"E: 5-1 Mayor Shirley Gibson x (Yes) Vice Mayor Barbara Watsan x(Yes} Councilman Mefvin L.. Bratt~n x(Yes) Councilman Aaran Gampbell _(Yes) Councilman Andre Williams x (Yes) Councifwoman Sharon Pritchett _(Yes) Councilman ~scar Braynan II x(Yes) (No) (No) (No) (No} Out of Counfry (No} _x~(No) (Na) 3