TITLE
RESOLUTION APPROVING ADDITIONAL EXPENDITURE AUTHORITY IN A TOTAL AMOUNT UP TO $2,756,000.00 FOR PREQUALIFICATION POOL NO. 1046-1/21-1 FOR PURCHASE OF REFRIGERANT GASES FOR THE DEPARTMENT OF TRANSPORTATION AND PUBLIC WORKS

BODY
WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that: This Board authorizes additional expenditure authority in a total amount up to $2,756,000.00 for Prequalification Pool No. 1046-1/21-1 for purchase of refrigerant gases for the Department of Transportation and Public Works. A copy of the solicitation document and the contracts once awarded are on file with and available upon request from the Internal Services Department, Procurement Management Services Division.

HEADER
Date:

To: Honorable Chairman Esteban L. Bovo, Jr.
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Request for Expenditure Authority to Prequalification Pool No. 1046-1/21-1, Refrigerant Gases

STAFF RECOMMENDATION
Recommendation
It is recommended that the Board of County Commissioners authorize additional expenditure authority to Prequalification Pool No. 1046-1/21-1, Refrigerant Gases, for the Department of Transportation and Public Works. The Department is requesting $2,756,000 in additional expenditure authority in order to continue purchasing refrigerant gases for air conditioning units on Metrorail and Metromover cars and Metrobuses.

The Board established this pool on June 1, 2012 for a five-year term with one, five-year option to renew term. The pool is currently in the option to renew term. The usage of refrigerant gases has increased due to the County�s aging air conditioning units. As a result, the Department requires additional expenditure authority to ensure there will be reliable air conditioning units to provide a comfortable and safe environment for passengers and operators on Metrorail and Metromover cars and Metrobuses.

This item is placed for Committee review pursuant to Miami-Dade County Code Section 29-124(f). The Board may only consider this item if the Citizens� Independent Transportation Trust (CITT) has forwarded a recommendation to the Board prior to the date scheduled for Board consideration or 45 days have elapsed since the issuance of this recommendation. If CITT has not forwarded a recommendation and 45 days have not elapsed since the issuance of this recommendation, a withdrawal of this item will be requested.

Scope
The impact of this item is countywide in nature.

Fiscal Impact/Funding Source
The pool term expires on May 31, 2022 and has an existing cumulative allocation of $4,491,000. If this request is approved, the pool will have a modified cumulative value of $7,247,000. The requested increase in expenditure authority is based on estimated usage for the remaining term of the pool.

Department Existing Cumulative Allocation Additional Allocation Requested Modified Cumulative Allocation Funding Source Contract Manager
Aviation $202,000 $0 $202,000 Proprietary Funds Neivy Garcia

Corrections and Rehabilitation $70,000 $0 $70,000 General Fund Mohammed Haq

Fire Rescue $145,000 $0 $145,000 Fire District Marianela Betancourt

Internal Services $222,000 $0 $222,000 Internal Service Funds Rey Llerena

Parks, Recreation, and Open Spaces $100,000 $0 $100,000 General Fund Bernie Rodriguez

Police $56,000 $0 $56,000 General Fund Laura Romano

Public Housing and Community Development $110,000 $0 $110,000 Federal Funds Kimberly Craig

PortMiami $485,000 $0 $485,000 Proprietary Funds Gyselle Pino

Transportation and Public Works $2,841,000 $2,756,000 $5,597,000 DTPW Operating Angela Mathews-Tranumn

Water and Sewer $260,000 $0 $260,000 Proprietary Funds Susan Pascul

Total: $4,491,000 $2,756,000 $7,247,000

Track Record/Monitor
Vanessa Lauchaire of the Internal Services Department is the Procurement Contracting Manager.

Delegated Authority
There is no additional delegation of authority sought in this item as the authority to solicit pricing and award contracts up to an aggregate amount of the allocation authorized by the Board, exercise all provisions of the solicitation documents and any resulting contracts pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38, and add vendors to the pool at any time, subject to ratification by the Board on a bi-annual basis, was granted when the pool was established under Resolution No. R-279-12.

Prequalified Vendors
Vendor Principal Address Local Address Principal
American Refrigerants, Inc. 2053 58 Avenue Circle East Bradenton, FL None K. Wayne Murray

Aspen Refrigerants, Inc. 2530 Sever Road Suite 300 Lawrenceville, GA None Andrew R. Cichocki

Coolgas, Inc. 30045 FM 2978 Magnolia, TX None Jesse Lombs

JD Distributors Automotive Supplies, Inc. 7301 NW 32 Avenue Miami, FL Same Nyxlie Machado

RTR Suppliers, Inc. 6124 Hanging Moss Road Suite 300 Orlando, FL None Richard Kowalski

Trane U.S., Inc. 800-E Beaty Street Davidson, NC None David S. Regnery

The Ware Group, LLC 11710 Central Parkway Jacksonville, FL None Christopher Ware

W. W. Grainger, Inc. 100 Grainger Parkway Tax Department B3.E40 None Michael L. Howard
Lake Forest, IL

Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with the Internal Services Department�s Procurement Guidelines to determine contractor responsibility, including verifying corporate status and review of performance and compliance issues.� The lists referenced include�convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to contractor responsibility.

Applicable Ordinances and Contract Measures

* The two percent User Access Program provision applies where permitted by funding source.

* The Small Business Enterprise Bid Preference and Local Preference will be applied at the time of spot market competition.

* The Living Wage does not apply.


________________
Alina T. Hudak
Deputy Mayor