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HomeMy WebLinkAboutAgenda Item Summary Form",A1' UF..4y AGENDA ITEM SUMMARY FORM File ID: #3063 Date: 10/11/2017 Requesting Department: Department of Resilience and Public Works Commission Meeting Date: 10/26/2017 Sponsored By: District Impacted: All Type: Resolution Subject: Accept Bid - Biscayne Boulevard Landscaping Maintenance Purpose of Item: The nature of this item is to establish a term contract for Biscayne Boulevard Landscaping Maintenance, with SFM Services, Inc. (SFM) (Primary), and Superior Landscaping & Lawn Service Inc. (Superior) (Secondary), the two (2) lowest responsive and responsible Bidders under IFB No. 685385, on an as needed contractual basis, for a period of two (2) years, with the option to renew for three (3) additional, one (1) year periods. Allocating funds from the Special Revenue Account of the Public Works Department (Public Works), subject to the availability of funds and budgetary approval, at the time of need. Authorizing additional locations and services to be added to the contract, and further authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and modifications to the contract, in a form acceptable to the City Attorney, as may be necessary for said purpose. Background of Item: Public Works has a need for landscaping maintenance on Biscayne Boulevard. On May 22, 2017, the Department of Procurement (Procurement) issued IFB No. 685385. As required by the Procurement Code, the IFB was advertised and issued online. On June 21, 2017, at the bid closing, three (3) bids were submitted and have been tabulated. Procurement is recommending award to the two (2) lowest responsive and responsible Bidders, SFM and Superior, per the bid specifications, in the aggregate. Pursuant to Section 2.11 of the IFB, the Method of Award will be made to the two (2) lowest, responsive and responsible Bidders, who bid on all items, and whose bid offers the lowest price when all items are added in the aggregate. While Superior was the apparent lowest responsive Bidder at bid closing (see attached Bid Security List), staff's review of the bids revealed Superior's calculation errors that, when corrected, increased Superior's bid to $531,543.00, thereby making them the 2nd highest Bidder behind SFM. However, because Superior maintains a "local office" as defined in Section 18-73 of the City's procurement code, and their corrected bid amount is within fifteen percent (15%) of SFM's bid, Superior was entitled to the Local Preference benefit prescribed in Section 18-85(a) of the Procurement Code. Accordingly, Superior and SFM were granted the opportunity to provide a Best and Final Offer (BAFO) for IFB No. 685385, and both Bidders responded. SFM was the lowest at $470,421.00 (see attached BAFO Bid Tabulation). The estimated annual contract amount is $470,421.00, with $2,352,105.00 in the aggregate, for SFM, Primary contract for all five (5) years, including the option to renew periods. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: $470,421.00 annually, with $2,352,105.00 in the aggregate (Primary Contract usage) Special Revenue Account No: 13000.201000.534000 Reviewed By Department of Resilience and Public Works Review Completed 10/12/2017 9:57 AM Office of Management and Budget Luis Hernandez -Torres Office of Management and Budget Christopher M Rose Department of Procurement Lydia Osborne City Manager's Office Nzeribe Ihekwaba Legislative Division Valentin J Alvarez City Manager's Office Daniel J. Alfonso Office of the City Attorney Barnaby L. Min Office of the City Attorney Victoria Mendez City Commission Nicole Ewan Office of the Mayor Mayor's Office Office of the City Clerk City Clerk's Office Legislative Division Valentin J Alvarez Office of the City Attorney Barnaby L. Min Office of the City Attorney Victoria Mendez Office of the City Clerk City Clerk's Office Juvenal Santana Department Head Budget Analyst Review Completed Budget Review Completed Procurement Review Completed Assistant City Manager Review Completed Legislative Division Review Completed City Manager Review Completed Deputy City Attorney Review Completed Approved Form and Correctness Completed Meeting Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed Legislative Division Review Completed Deputy Attorney Review Completed Approved Form and Correctness with Modification(s) Rendered Completed 10/12/2017 2:39 PM 10/13/2017 4:06 AM 10/13/2017 8:23 AM 10/13/2017 5:02 PM 10/13/2017 5:05 PM 10/13/2017 8:22 PM 10/16/2017 11:59 AM 10/17/2017 4:33 PM 10/26/2017 9:00 AM 11/03/2017 3:49 PM 11/03/2017 4:31 PM 01/05/2018 11:18 AM 01/05/2018 3:32 PM Completed 01/17/2018 10:15 PM A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BIDS RECEIVED ON JUNE 21, 2017 PURSUANT TO INVITATION FOR BID ("IFB") NO. 685385 FROM SFM SERVICES, INC. ("SFM"), PRIMARY, AND SUPERIOR LANDSCAPING & LAWN SERVICE INC. ("SUPERIOR"), SECONDARY, THE TWO (2) LOWEST RESPONSIVE AND RESPONSIBLE BIDDERS TO PROVIDE LANDSCAPING MAINTENANCE ON BISCAYNE BOULEVARD ON AN AS NEEDED CONTRACTUAL BASIS FOR A PERIOD OF TWO (2) YEARS WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS, FOR A TOTAL TERM OF FIVE (5) YEARS INCLUSIVE OF THE EXERCISE OF ALL RENEWALS; ALLOCATING FUNDS FROM THE SPECIAL REVENUE ACCOUNT OF THE PUBLIC WORKS DEPARTMENT OR ANY OTHER ELIGIBLE FUNDING SOURCES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO ADD ADDITIONAL LOCATIONS AND SERVICES TO THE CONTRACT AS DEEMED IN THE BEST INTEREST OF THE CITY OF MIAMI; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND MODIFICATIONS TO THE CONTRACT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") Public Works Department ("Department") has a need for the procurement of landscaping maintenance on Biscayne Boulevard; and WHEREAS, the City issued Invitation for Bid ("IFB") No. 685385 to establish a Contract for Biscayne Boulevard Landscaping Maintenance; and WHEREAS, the City intends to issue the award to SFM Services, Inc. ("SFM"), Primary, and Superior Landscaping & Lawn Service Inc. ("Superior"), Secondary, the two (2) lowest responsive and responsible Bidders; 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 June 21, 2017 pursuant to IFB No. 685385 from SFM, Primary, and Superior, Secondary, the two (2) lowest responsive and responsible bidders, to provide landscaping maintenance on Biscayne Boulevard on an as needed contractual basis for a period of two (2) years with the option to renew for three (3) additional one (1) year periods, for a total term of five (5) years inclusive of the exercise of all renewals, is accepted. -,IV ov . City of Miami City Hall isS ill it A4to �. � „ ,a Legislation 3500 Pan American Drive r Miami, FL 33133 �—R � _- Resolution www.miamigov.com Enactment Number: R-17-0506 File Number: 3063 Final Action Date:10/26/2017 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BIDS RECEIVED ON JUNE 21, 2017 PURSUANT TO INVITATION FOR BID ("IFB") NO. 685385 FROM SFM SERVICES, INC. ("SFM"), PRIMARY, AND SUPERIOR LANDSCAPING & LAWN SERVICE INC. ("SUPERIOR"), SECONDARY, THE TWO (2) LOWEST RESPONSIVE AND RESPONSIBLE BIDDERS TO PROVIDE LANDSCAPING MAINTENANCE ON BISCAYNE BOULEVARD ON AN AS NEEDED CONTRACTUAL BASIS FOR A PERIOD OF TWO (2) YEARS WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS, FOR A TOTAL TERM OF FIVE (5) YEARS INCLUSIVE OF THE EXERCISE OF ALL RENEWALS; ALLOCATING FUNDS FROM THE SPECIAL REVENUE ACCOUNT OF THE PUBLIC WORKS DEPARTMENT OR ANY OTHER ELIGIBLE FUNDING SOURCES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO ADD ADDITIONAL LOCATIONS AND SERVICES TO THE CONTRACT AS DEEMED IN THE BEST INTEREST OF THE CITY OF MIAMI; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND MODIFICATIONS TO THE CONTRACT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") Public Works Department ("Department") has a need for the procurement of landscaping maintenance on Biscayne Boulevard; and WHEREAS, the City issued Invitation for Bid ("IFB") No. 685385 to establish a Contract for Biscayne Boulevard Landscaping Maintenance; and WHEREAS, the City intends to issue the award to SFM Services, Inc. ("SFM"), Primary, and Superior Landscaping & Lawn Service Inc. ("Superior"), Secondary, the two (2) lowest responsive and responsible Bidders; 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 June 21, 2017 pursuant to IFB No. 685385 from SFM, Primary, and Superior, Secondary, the two (2) lowest responsive and responsible bidders, to provide landscaping maintenance on Biscayne Boulevard on an as needed contractual basis for a period of two (2) years with the option to renew for three (3) additional one (1) year periods, for a total term of five (5) years inclusive of the exercise of all renewals, is accepted. Section 3. Funds are to be allocated from the Special Revenue Account of the Department or any other eligible funding sources, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to add additional locations and services to the Contract as deemed in the best interest of the City. Section 5. The City Manager is further authorized' to negotiate and execute any and all other documents, including any amendments, renewals, and modifications to the Contract, in a form acceptable to the City Attorney, as may be necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: 1 i ria i ' ndez, City Attor iey 10/17/2017 '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.