HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM
File ID: #5476
Date: 02/13/2019
Commission Meeting Date: 03/14/2019
Requesting Department: Office of Capital
Improvements
Sponsored By:
District Impacted: District 5
Type: Resolution
Subject: Accept Bid - Hadley Park Synthetic Turf and Park Improvements
Purpose of Item:
The nature of this item is to authorize a resolution of the Miami City Commission,
accepting the bid received on October 18, 2018, for a construction contract with Hellas
Construction, Inc. ("Hellas"), the lowest responsive and responsible Bidder, pursuant to
Invitation to Bid ("ITB") No. 17-18-050 for the Hadley Park Synthetic Turf and Park
Improvements — D5 — Project No. B-173515, in the amount of $1,915,915.00 for the
scope of work, plus an Owner's Contingency Allowance in the amount of $191,591.50,
for a total contract amount not -to -exceed $2,107,506.50, allocating funds from the
Office of Capital Improvements ("OCI") Project B-173515.
Background of Item:
On September 18, 2018, the Department of Procurement ("Procurement") issued ITB
No. 17-18-050 — Hadley Park Synthetic Turf and Park Improvements - D5 - Project No.
B-173515 (the "Project") under full and open competition to obtain construction services.
On October 18, 2018, the ITB closing date, four (4) bids were received in response to
the ITB. On November 26, 2018, Procurement recommended the award of this contract
to the then apparent lowest responsive and responsible Bidder, Sports Turf One, Inc.
("Sports Turf'). Subsequently, on November 30, 2018, the second lowest Bidder,
Hellas, submitted a letter of Intent to Protest the award to Sports Turf, alleging multiple
irregularities affecting Sports Turf's bid that had occurred after Procurement concluded
its due diligence effort. Following a second review at the request of the City Attorney's
Office, Procurement determined that Sports Turf was in fact non -responsive to the
Minimum Requirements of the solicitation. As a result, the second lowest Bidder,
Hellas, was found to be the lowest responsive and responsible Bidder following the
guidelines in the ITB. The local preference ordinance is not applicable since the one
Bidder who maintains a "local office", Waypoint Contracting, Inc., did not submit a bid
within fifteen percent (15%) of the lowest responsive and responsible Bidder's, Hellas's,
bid. Procurement and OCI determined that Hellas bid is acceptable.
Procurement hereby recommends award of the contract to Hellas, whose total bid
amount is $1,915,915.00 for the scope of work, plus an Owner's Contingency Allowance
in the amount of $191,591.50, fora total contract amount not -to -exceed $2,107,506.50,
allocating funds from the Office of Capital Improvements ("OCI") Project B-173515.
Budget Impact Analysis
Item is NOT Related to Revenue
Item is an Expenditure
Item is NOT funded by Bonds
Total Fiscal Impact:
$2,107,506.50
Office of Capital Improvements
Office of Management and Budget
Office of Management and Budget
Department of Procurement
Department of Risk Management
City Manager's Office
Legislative Division
City Manager's Office
Office of the City Attorney
Office of the City Attorney
City Commission
Office of the Mayor
Office of the City Clerk
Office of the City Clerk
Reviewed B
Steven Williamson
Yvette Smith
Christopher M Rose
Annie Perez
Ann -Marie Sharpe
Nzeribe Ihekwaba
Valentin J Alvarez
Nikolas Pascual
Valentin J Alvarez
Victoria Mendez
Maricarmen Lopez
Mayor's Office
City Clerk's Office
City Clerk's Office
Department Head Review Completed 02/20/2019 8:52 AM
Budget Analyst Review Completed 02/28/2019 3:57 PM
Budget Review Completed 03/01/2019 1:55 PM
Procurement Review Completed 03/04/2019 2:51 PM
Risk Review Completed 03/05/2019 9:33 AM
Assistant City Manager Review Completed 03/05/2019 3:00 PM
Legislative Division Review Completed 03/05/2019 3:23 PM
City Manager Review Completed 03/05/2019 4:43 PM
Deputy City Attorney Review Skipped 02/22/2019 1:02 PM
Approved Form and Correctness Completed 03/05/2019 6:11 PM
Meeting Completed 03/14/2019 9:00 AM
Signed by the Mayor Completed 03/25/2019 1:19 PM
Signed and Attested by the City Clerk Completed 03/25/2019 2:13 PM
Rendered Completed 03/25/2019 2:13 PM
City of Miami
Legislation
Resolution
Enactment Number: R-19-0087
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File Number: 5476 Final Action Date:3/14/2019
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
ACCEPTING THE BID RECEIVED ON OCTOBER 18, 2018, PURSUANT TO
INVITATION TO BID ("ITB") NO. 17-18-050, FROM HELLAS CONSTRUCTION, INC.
("HELLAS"), THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER, TO
PROVIDE CONSTRUCTION SERVICES FOR THE HADLEY PARK SYNTHETIC
TURF AND PARK IMPROVEMENTS — D5 — PROJECT NO. B-173515, IN THE
AMOUNT OF $1,915,915.00 FOR THE SCOPE OF WORK, PLUS AN OWNER'S
CONTINGENCY ALLOWANCE IN THE AMOUNT OF $191,591.50, FOR A TOTAL
NOT -TO -EXCEED AWARD VALUE OF $2,107,506.50; ALLOCATING FUNDS FROM
THE OFFICE OF CAPITAL IMPROVEMENTS ("OCI") PROJECT NO. B-173515;
FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT,
IN SUBSTANTIALLY THE ATTACHED FORM, AND TO NEGOTIATE AND EXECUTE
ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS AND EXTENSIONS,
SUBJECT TO ALLOCATIONS, APPROPRIATIONS, AND BUDGETARY APPROVAL
HAVING BEEN PREVIOUSLY MADE, AND IN COMPLIANCE WITH APPLICABLE
PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED
("CITY CODE"), INCLUDING THE CITY OF MIAMI'S ("CITY") 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 APPLICABLE
REGULATIONS, AS MAY BE NECESSARY FOR SAID PURPOSE.
WHEREAS, on September 18, 2018, the Department of Procurement ("Procurement")
issued Invitation to Bid ("ITB") No. 17-18-050 for construction services for the Hadley Park
Synthetic Turf and Park Improvements — D5 — Project No. B-173515 ("Project"); and
WHEREAS, four (4) bids were received by the Office of the City Clerk on October 18,
2018; and
WHEREAS, on November 26, 2018, Procurement recommended award of this contract
to the then apparent lowest responsive and responsible bidder, Sports Turf One, Inc. ("Sports
Turf"); and
WHEREAS, on January 2, 2019, Procurement rescinded the award due to irregularities
affecting Sports Turf's bid; and
WHEREAS, Procurement has determined Hellas Construction, Inc., a Foreign profit
corporation ("Hellas"), to be the lowest responsive and responsible Bidder; and
WHEREAS, the City Manager requests authorization to execute the negotiated
Agreement with Hellas in the amount of $1,915,915.00 for the Scope of Work, plus an Owner's
Contingency Allowance in the amount of $191,591.50, for a total not -to -exceed award value of
$2,107,506.50; and
WHEREAS, funds in the amount of $2,107,506.50 are to be allocated from Office of
Capital Improvements ("OCI") Project No. B-173515;
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 October 18, 2018, pursuant to ITB No. 17-18-050, from
Hellas, the lowest responsive and responsible Bidder, to provide construction services for the
Project in the amount of $1,915,915.00 for the Scope of Work, plus an Owner's Contingency
Allowance in the amount of $191,591.50, for a total not -to -exceed award value of
$2,107,506.50, is accepted.
Section 3. Funds to be allocated from OCI Project No. B-173515.
Section 4. The City Manager is authorized to execute the Agreement with Hellas, in
substantially the attached form, consisting of the ITB documents and attachments.
Section 5. The City Manager is further authorized to negotiate and execute all other
documents, including any amendments and extensions, subject to allocations, appropriations,
and budgetary approval having been previously made, and in compliance with applicable
provisions of the Code of the City of Miami, Florida, as amended ("City Code"), including the
City of Miami's ("City") 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 applicable regulations, as may be necessary for said purpose.
Section 6. This Resolution shall become effective immediately upon its adoption and
signature by the Mayor.2
APPROVED AS TO FORM AND CORRECTNESS:
ndez, ity Attor ey 3/5/2019
1 The herein authorization is further subject to compliance with all requirements that may be imposed by
the City Attorney, including but not limited to, those prescribed by applicable City Charter and City Code
provisions.
2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days
from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.