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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #8998 Date: 05/03/2021 Commission Meeting Date: 06/10/2021 Requesting Department: Department of Resilience and Public Works Sponsored By: District Impacted: All Type: Resolution Subject: Accept Bid - Coco Tree Service, Corp Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, accepting the bids received on March 29, 2021 pursuant to IFB 1316386 for the provision of pavement resurfacing services, on an as -needed basis, for the Department of Resilience and Public Works ("Public Works"), from Coco Tree Service, Corp. ("Coco Tree") as the primary vendor, Thomas Maintenance Services, Inc. ("Thomas Maintenance") as the secondary vendor, and Superior Landscaping & Lawn Service, Inc. ("SLLS") as the tertiary vendor, for an initial term of three (3) years, with the option to renew for two (2) additional one (1) year periods, allocating funds from Public Works' Account No. 13000.534000.201000 and other funding sources, subject to the availability of funds and budget approval at the time of need; authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations, and prior budgetary approvals, and in 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 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 March 9, 2021, Procurement issued IFB No. 1316386 for the provision of City Lot and Right -of -Way Landscaping Services, under full and open competition. On March 29, 2021 at bid closing five (5) bids were received. The bids were evaluated following the guidelines published in the bid. All bids were found to be responsive and responsible. Bids were tabulated and Procurement is recommending award to Coco Tree Service, Corp. ("Coco Tree") as the primary vendor, Thomas Maintenance Services, Inc. ("Thomas Maintenance") as the secondary vendor, and Superior Landscaping & Lawn Service, Inc. ("SLLS") as the tertiary vendor, which met all requirements, per the bid specifications, and are the apparent and responsive and responsible bidders. The estimated contract amount is approximately $142,664.24 annually (approximately $713,321.20 in the aggregate). Budget Impact Analysis Item has NOT an Expenditure Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: $142,664.24 annually (approximately $713,321.20 in the aggregate). General Account No.: 13000.534000.201000 Reviewed B Department of Resilience and Public Works Review Skipped 05/26/2021 10:45 AM Office of Resilience and Sustainability Review Completed 05/26/2021 10:52 AM Office of Management and Budget Donovan Dawson Office of Management and Budget Leon P Michel City Manager's Office Nzeribe Ihekwaba Legislative Division Valentin J Alvarez City Manager's Office Arthur Noriega V Office of the City Attorney Pablo Velez Office of the City Attorney Barnaby L. Min Office of the City Attorney Victoria Mendez City Commission Nicole Ewan Carolina Aguila Alan M. Dodd Budget Analyst Review Budget Review Assistant City Manager Review Legislative Division Review City Manager Review ACA Review Deputy City Attorney Review Approved Form and Correctness Meeting Department Head Department Head Completed 06/01/2021 10:32 AM Completed 06/01/2021 3:25 PM Completed 06/01/2021 3:34 PM Completed 06/01/2021 3:44 PM Completed 06/01/2021 7:33 PM Completed 06/01/2021 7:40 PM Completed 06/01/2021 7:47 PM Completed 06/01/2021 8:02 PM Completed 06/10/2021 9:00 AM City of Miami Legislation Resolution City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 8998 Final Action Date:6/10/2021 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BIDS RECEIVED ON MARCH 29, 2021 PURSUANT TO INVITATION FOR BID ("IFB") NO. 1316386 FOR THE PROVISION OF CITY OF MIAMI ("CITY") LOT AND RIGHT-OF- WAY LANDSCAPING SERVICES FROM COCO TREE SERVICE CORP., A FLORIDA PROFIT CORPORATION, AS THE PRIMARY VENDOR, THOMAS MAINTENANCE SERVICES, INC., A FLORIDA PROFIT CORPORATION, AS THE SECONDARY VENDOR, AND SUPERIOR LANDSCAPING & LAWN SERVICE INC., A FLORIDA PROFIT CORPORATION, AS THE TERTIARY VENDOR, ON AN AS -NEEDED BASIS, FOR THE CITY'S DEPARTMENT OF RESILIENCE AND PUBLIC WORKS ("PUBLIC WORKS") FOR AN INITIAL TERM OF THREE (3) YEARS WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM PUBLIC WORKS ACCOUNT NO. 13000.534000.201000 AND SUCH OTHER FUNDING SOURCES, 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'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's ("City") Department of Resilience and Public Works ("Public Works") has a need for City lot and right-of-way landscaping services, on an as -needed basis ("Services"); and WHEREAS, on March 9, 2021, the City's Department of Procurement ("Procurement"), on behalf of Public Works, advertised and issued Invitation for Bid ("IFB") No. 1316386 for the provision of the Services under full and open competition for an initial term of three (3) years with the option to renew for two (2) additional one (1) year periods; and WHEREAS, on March 29, 2021, at bid closing, the three (3) lowest responsive and responsible bids received were from Coco Tree Service Corp., a Florida profit corporation ("Coco Tree"), as the primary vendor, Thomas Maintenance Services, Inc., a Florida profit corporation ("Thomas Maintenance"), as the secondary vendor, and Superior Landscaping & Lawn Service Inc., a Florida profit corporation ("Superior Landscaping"), as the tertiary vendor; 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 bids received on March 29, 2021 pursuant to IFB No. 1316386 for the provision of the Services from Coco Tree as the primary vendor, Thomas Maintenance as the secondary vendor, and Superior Landscaping as the tertiary vendor, on an as -needed basis, for Public Works for an initial term of three (3) years with the option to renew for two (2) additional one (1) year periods are accepted. Section 3. Funding is allocated from Public Works Account No. 13000.534000.201000 and such other funding sources, 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: ndez, ity ttor ey 6/1/2021 1 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.