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Home My WebLink AboutR-86-0688t {t J-86-765 } RESOLUTION NO. A RESOLUTION ACCEPTING THE BID OF G. E. METCALF AND COMPANY, INC. FOR FURNISHING APPROXIMATELY 2,500 CU. YDS. OF RED CLAY AT A COST OF $16.30 PER YARD, AS NEEDED, ON A t CONTRACT BASIS FOR ONE (1) YEAR TO ALL CITY jl DEPARTMENTS, PARTICULARLY THE; DEPARTMENT OF PARKS, RECREATION AND PUBLIC FACILITIES, AT A TOTAL PROPOSED COST OF $40,750; ALLOCATING '! FUNDS THEREFOR FROM TIIE 1985-86 OPERATING BUDGETS OF THE USING DEPARTMENTS; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE ORDERS FOR THESE MATERIALS, SUBJECT TO THE AVAILABILITY OF FUNDS. WHEREAS, pursuant to the public notice, sealed bids were received July 2, 1986 for the furnishing of Red Clay i (approximately 2,500 cu. yds), as needed, on a contract basis for one year with the option to extend, to all City Departments, primarily the Department of Parks, Recreation and Public Facilities; and WHEREAS, invitations were mailed to 23 potential suppliers and 2 bids were received; and WHEREAS, funds for this purchase are available in the Operating Budgets of the using departments; and WHEREAS, this material will be used primarily by the Department of Parks, Recreation and Public Facilities for the purpose of providing scheduled ballfield renovation and replacement at 15 City diamonds, as well as regular maintenance material for all 34 fields; and WHEREAS, the City Manager and the Director of the Department of Parks, Recreation and Public Facilities recommend that the bid received from G.E. Metcalf and Company, Inc. be accepted as the lowest responsible and responsive bid; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The July 2, 1986 bid of G. E. Metcalf and Company, Inc. furnishing approximately 2,500 cu. yds. of Red Clay at a unit cost of $16.30, as needed, on a contract basis for one (1) year, to all City departments, primarily the Department of Parks, Recreation and Public Facilities, at a total proposed cost of $40,750 is hereby accepted with funds therefor hereby cm 0- MUTWO or SEP lti i allocated from the 1985--86 Operating Budgets of the using departments. Section 2. The City Manager is hereby authorized to instruct the Chief Procurement officer to issue Purchase orders allocated from the 1985-86 Operating Budgets of the using departments. Section 2. The City Manager is hereby authorized to instruct the Chief Procurement officer to issue Purchase orders for this material, subject to the availability of funds. Btu SECURITY 85-86-94 TrPE OF SECMITi X. �Tlf* �I lei! TMAL Florida Silica Sand Co., Inc. i P. O. Box 1271 Broken down by items t Dania, F1 j G.E. Metcalf & Co., Inc. 10300 Grove Drive itif r' Port Richey, F1 NO Fi F 11 • Austin Tupler Trucking, Inc. Pan American Foundation Corp x -s..................... RECEIVED �ri� behalf of P ! RASING D►IV q' c envelopes. SIGNED: _..... DATE: �. 1 LEGAL ADVERTISEMENT CITY CLERK CITY OF NIAMI, FL.A. Sealed bids will be received by the City Mana er and City Cl-- of the City of Miami, Florida not later than 2:30 p.m. July 2nd, for furnishing approximately 2000 cu. yds. o e ay needed, on a contract basis, to the Department of Parks and Recreation. Ordinance No. 10062 established a goal of Awarding 51% of the City's total dollar volume of all expenditures for All Goods and Services to Black, Hispanic and Women Minority Business ;E Enterprises on an equal basis. Minority Vendors who are interested in submitting bids and who are not registered with the City as minority vendors are advised to contact the City Procurement Office, 1390 N.W. 20th Street, Second Floor, Telephone 579-6380. Detailed specifications for the bids are available upon request at the City Procurement Management Office. The City Manager may reject all bids and readvertise. (Ad No. 34 57) Cesar H. Odio - City Manager - R " \ J\ U U V/ cooIJ I I i -a REQUISITION FOR A!/RiIMNT This number must appearin the advertisement. P�o�:��r.�mezit DEPTIDIV. r (tax• 1'�a-l::; r;, At)',cz (i:- t:it;, ) 3457 ACCOUNT CODE 9 l 1 0 4 5- ::: i E3 "1 t DATE Jude 9 , 9 E3 (, PHONE 5 7 9 — G 3 8 U - APPROVED By;/ ,, _ 7 i PREPARED BY Ll i";i Asp i) a �. i. S. DIRECTOR OF ISSUING DEPARTMENT _ Publish the attached advertisement One (1 ) times. (number of times) Type of advertisement: legal xx classified display (Check One) Size: L` �r `' 1 - Starting date June 13 , 1986 —f First four words of advertisement: Rid No. 85-86--94 sealeci bias will be... i Remarks: Red Clay on a contract basis (open July inci, 1986 1:30 i 1 ; I DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY. LINE i PUBLICATION DATE(S) OF ADVERTISEMENT INVOICE AMOUNT. 0 The Miami Review A-1 IB-2 i C-3 i 'E-5 + F3 I F4 F5 F7 F8 F9 F10 F11 F12 LINE TRANS VOUCHER YDUE DATEY MM OD Adv. Doc Reference VENDOR INDEX CODE ECr PROJECT 11 13 i 17 18 5 34 39 42 45 50151 56 57 62 63 65 B6 71 0 1 2'41 VP 2 02TT7 287 1 2 3 i4 7 8 V P 12 314 15 DESCRIPTION 36 DISCOUNT6 72 AMOUNT 80 5 2 0 A 2 0 1 pink Copy: i•laria - Purchasing } Yellow Copy: Silvia Mendoza - City Clerk's Approved for Payment White - Purchasing Yellow - Finance Pink- Department s CITY OF MIAMI. P'i_oniiDA INTER -OFFICE MIF'MOf ANUUM 3� TO: Honorable Mayor and Members OATS: ,' FILE: of the City Commission SUBJECT: Resolution for Award of Bid No. b5-86-94 Red Clav Contract `y FROM: REFERENCES: Cesar H. Odio C i ty Manager ENCLOSURES: t r It is recommended that award be made and a 1` resolution be gassed accepting the lowest responsive and responsible bid of G. E. a Metcalf and Company, Inc. for furnis''—h g approximately 2,500 cubic yards of Red Clay, at a cost of $16.30 per yard, on a contract basis for one year to all City Departments, particularly the Department of Parks, Recreation and Public Facilities, for a total proposed cost of $40,750 for one year. Amount of Bid $40, 75U.00 % of Cost Estimates: 81.5% Budgeted Amount: $50,000.00 Source of Funds: 1985-86 Operating Budgets of the using departments. Minority Participation: Public Hearing /Notices: Assessable Project: N/A Discussion/Background: Vendor is a non -minority N/A Pursuant to public notice, sealed bids were received July 2, 1986 for the purchase of approximately 2,500 cubic yards of Red Clay, to be furnished as needed, on a contract basis for one year. The contract term may be extended for an additional period by mutual written consent. Bid invitations were sent to twenty-three (23) potential suppliers, including seven (7) Hispanic Firms and eight (6) black owned businesses. Replies consisted of two (2) bids from non - minority firms, one (1) "no bid" from Hispanic vendor and one (1) "no bid" from a non -minority. The Minority Procurement Officer has reviewed the recommended award to Metcalf and Company, Inc., and concurs. 4 4 a r 1 may: This is a supply contract to furnish City forces, primarily the Department of Parks, Recreation and Public Facilities, with material for the repair, maintenance and renovation of softball and baseball fields. The parks system has 34 gall diamonds which require a minimum of 10 cubic yards annually to maintain pitcher's mounds and for minor grading work due to regular use. The bulk of the material will be used for renovations. This entails the removal of infield sod, regrading and placement of about 160 cubic yards of Clay at each field. During the coming year, seven (7) renovation projects are planned for a total of 1,200 yards ($18,256). This contract will also permit the department to complete eight (8) replacement projects each of which requires 100 cubic yards. This procedure should be performed every three to four years to maintain safe playing conditions. Funds for thispurchase are Expenditure e in the exemption operating exemption hasbeen requested the using departments. X�fr a s � AWARD OF BID Bid No. 85-86-94 ITEM: Red Clay DEPARTMENT: Parks, Recreation and Public Facilities TYPE OF PURCHASE: One (1) year contract, renewable t annually k REASON: To be utilized for renovation and maintenance of baseball and .softball fields in City Parks throughout the year. POTENTIAL 6I DDLi2S: 24 i BIDS RECEIVED: 2 TABULATION: Company Name Item #1 Item #2 Florida Silica Sand $16. ., cu.yd N B G.E. Metcalf & Co.. Inc. $16.30 cu.yd. $16.30 FUNDS: 1985-86 Operating Budget. MINORI'PY PARTICIPATION: Invitations to Bid were sent to six Hispanic, eight 8) Black and one (1) Women owned business engaged in the Red Clay sale, as located in these sources: 1. Previous Bid on file in Procurement 2. Yellow Pages telephone book. Minority response consisted of one (1) bid from a woman owned business the lowest and responsive bidder. BID EVALUATION: All bids meet the specifications. Following is an analysis of the Invitation to Bid: Number of Bid Number of Category Invitations Mailed Responses Prior Bidders Black American 1 0 Hispanic American 0 0 Non -Minority 1 1 New Bidders Black American 7 0 Hispanic American 7 0 Non -Minority 7 0 Woman -owned 1 1 Courtesy Notifications 11 0 "No Bids" - 2 Late Bids - 0 Totals 35 4 Reasons for "no bid" were as follows: 1. Austin Tupler Trucking, Inc. Does not supply material, alone." 2. Pan American Foundation Corp.. "Not our line of business. Page 1 of 2 RECOMMENDATIONS IT IS RECOMMENDED THAT THE AWARD BE MADE TO G. E. METCALF & CO. INC. FOR A TOTAL ESTIMATED FIRST YEAR AMOUNT OF $40,750.00. ie f ProcuremeRE 07=cer :r Late The Minority & Women Business Administrator concurs with the above recommendation.