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HomeMy WebLinkAboutAgenda Item Summary Form1IV OF 3 AGENDA ITEM SUMMARY FORM File ID: #10855 �) ;,moo x i 9 Date: 10/06/2021 Requesting Department: Department of Procurement Commission Meeting Date: 11/18/2021 Sponsored By: District Impacted: All Type: Resolution Subject: Accept Bid - ("IFB") No.1315386 Furnish and Installation of Artificial Turf Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, accepting the bid received on August 23, 2021, pursuant to Invitation for Bid ("IFB") No. 1315386, from the lowest responsive and responsible Bidder, Top Turf Miami Inc ("Top Turf"), to furnish and install artificial turf, on an as needed basis, for various City of Miami ("City") Departments and agencies, for an initial term of three (3) years, with the option to renew for one (1) additional two (2) year period; allocating funds from the various sources of funds from the end user departments and agencies; subject to availability of funds and budgetary approval at the time of need. Authorizing the City Manager to negotiate and execute any and all documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, prior budgetary approvals, compliance with all applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including the City's Procurement Ordinance, Anti Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Background of Item: On July 21, 2021, the Department of Procurement ("Procurement") issued IFB No. 1315386, under full and open competition. As required by the Procurement Code, the IFB was advertised and issued online. On August 23, 2021, at the bid closing four (4) bids were received. All bid responses were evaluated and tabulated following the guidelines published in the IFB. The bid received from ForeverLawn Palm Beach, was deemed non -responsive as the company failed to submit the certification statement, bid submittal form, manufacturer's authorization letter, and the synthetic turf installer certificate as required in the solicitation. The bid received from Synthetic Lawns of Miami Inc was deemed non -responsive as the company failed to submit the manufacturer's authorization letter as required in the solicitation. Procurement is recommending award to Top Turf the lowest responsive and responsible Bidder, per bid specifications. The estimated contract amount is $250,000.00 annually (approximately $1,250,000.00 for all five (5) years in the aggregate). Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $250,000.00 annually (Approximately $1,250,000.00 in the aggregate) General Accounts No.: Various sources of funds from the user Departments and Agencies Reviewed By Department of Procurement Annie Perez Department Head Review Completed 10/20/2021 9:47 AM Office of Management and Budget Calvin Fifer Budget Analyst Review Completed 10/20/2021 11:23 AM Office of Management and Budget Carolina Aguila Budget Review Skipped 10/22/2021 8:26 AM Office of Management and Budget Marie Gouin Budget Review Completed 10/25/2021 9:25 AM City Manager's Office Fernando Casamayor Assistant City Manager Review Completed 10/27/2021 10:46 AM City Manager's Office Arthur Noriega V City Manager Review Completed 10/27/2021 2:19 PM Legislative Division Valentin J Alvarez Legislative Division Review Completed 10/27/2021 2:21 PM Office of the City Attorney Pablo Velez ACA Review Completed 10/31/2021 7:43 PM Office of the City Attorney Barnaby L. Min Deputy City Attorney Review Completed 11/01/2021 7:29 AM Office of the City Attorney Victoria Mendez Approved Form and Correctness Completed 11/02/2021 10:02 AM City Commission Maricarmen Lopez Meeting Completed 11/18/2021 9:00 AM Office of the City Clerk City Clerk's Office Rendered Completed 11/24/2021 3:31 PM �tzY,°v City of Miami City Hall " * `IIL111 IIATtA k ' „ 11 Legislation 3500 Pan American Drive Miami, FL 33133 r R % www.miamigov.com Resolution Enactment Number: R-21-0465 File Number: 10855 Final Action Date:11/18/2021 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BID RECEIVED ON AUGUST 23, 2021 PURSUANT TO INVITATION FOR BID NO. 1315386 FROM THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER, TOP TURF MIAMI INC, A FLORIDA PROFIT CORPORATION, TO FURNISH AND INSTALL ARTIFICIAL TURF, ON AN AS NEEDED BASIS, CITYWIDE FOR AN INITIAL TERM OF THREE (3) YEARS WITH THE OPTION TO RENEW FOR ONE (1) ADDITIONAL TWO (2) YEAR PERIOD; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS FROM END USER DEPARTMENTS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), INCLUDING THE CITY OF MIAMI'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") has a need to establish a contract for the purchase and installation of artificial turf, on an as needed basis, Citywide; and WHEREAS, on July 21, 2021, the City's Department of Procurement ("Procurement") issued Invitation for Bid ("IFB") No. 1315386 for the furnishing and installation of artificial turf for an initial term of three (3) years with the option to renew for one (1) additional two (2) year period; and WHEREAS, on August 23, 2021, bids in response to the IFB were received and Top Turf Miami Inc, a Florida profit corporation ("Top Turf'), was deemed the lowest responsive and responsible bidder; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The bid received on August 23, 2021 pursuant to IFB No. 1315386 from the lowest responsive and responsible Bidder, Top Turf, to furnish and install artificial turf, on an as needed basis, Citywide for an initial term of three (3) years with the option to renew for one (1) additional two (2) year period is hereby accepted. Section 3. Funds are allocated from the various sources of funds from end user departments and agencies, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to negotiate and execute any and all documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, prior budgetary approvals, compliance with all applicable provisions of the Code of the City of Miami, Florida, as amended ("City Code"), including the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in forms acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: 1 i ria i ndez, Cify Attor iey 11/212021 Pursuant to the resolution, this item became effective immediately upon adoption by the Commission. The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited to those prescribed by applicable City Charter and City Code provisions.