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HomeMy WebLinkAboutAgenda Item Summary Form",A1' UF..4y AGENDA ITEM SUMMARY FORM File ID: #4230 Date: 06/07/2018 Requesting Department: Department of Parks and Recreation Commission Meeting Date: 07/26/2018 Sponsored By: District Impacted: All Type: Resolution Subject: Invitation for Bid - Poured -In -Place Rubber Surface Repair Services Purpose of Item: The nature of this item is to establish a resolution of the Miami City Commission, pursuant to IFB 783382 to establish a Pre -qualified Pool for poured -in-place rubber surface repair services for the Parks and Recreation Department ("Parks"), on an as needed basis, with various vendors Robertson Industries, Inc., (" Robertson") and Leadex Corporation ("Leadex"), for an initial contract term of three (3) years, with the option to renew for three (3) additional one (1) year periods. Authorizing the City Manager to add suppliers to the contract as deemed necessary by the City. Further authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, 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 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. Background of Item: On March 16, 2018, the Procurement Department ("Procurement") issued IFB No. 783382. As required by the Procurement Code, the IFB was advertised and issued online. On April 10, 2018, at the bid closing, three (3) bids were received. All bids were evaluated; one bid from No -Fault Group, Inc. was deemed non-responsive for qualifying their pricing. Procurement is recommending award for the Pre -qualified Pool to Robertson, and Leadex, which met all requirements, per bid specifications. The estimated contract amount is $275,000 annually, and $1,650,000 for all six (6) years in the aggregate. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $275,000 Annually (Approximately $1,650,000 for six (6) years in the aggregate) General Account No: General Fund and other funding sources Reviewed By Department of Parks and Recreation Kevin M Kirwin Office of Management and Budget Luis Hernandez -Torres Office of Management and Budget Christopher M Rose Department of Procurement Annie Perez City Manager's Office Nzeribe Ihekwaba Legislative Division Valentin J Alvarez City Manager's Office Miriam Arcia Office of the City Attorney Valentin J Alvarez Office of the City Attorney Victoria Mendez City Commission Maricarmen Lopez Office of the Mayor Mayor's Office Office of the City Clerk City Clerk's Office Office of the City Clerk City Clerk's Office Department Head Review Completed 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 Skipped Approved Form and Correctness Completed Meeting Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed Rendered Completed 06/08/2018 8:38 AM 06/18/2018 3:22 PM 06/19/2018 1:11 PM 06/25/2018 9:04 AM 06/26/2018 3:38 PM 06/26/2018 3:38 PM 06/27/2018 11:40 AM 06/29/2018 11:16 AM 06/29/2018 11:33 AM 07/26/2018 9:00 AM 08/06/2018 4:10 PM 08/06/2018 4:40 PM 08/06/2018 4:41 PM A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BIDS RECEIVED APRIL 10, 2018, PURSUANT TO INVITATION FOR BID ("IFB") NO. 783382, TO ESTABLISH A PRE -QUALIFIED POOL, FOR POURED -IN-PLACE RUBBER SURFACING REPAIR SERVICES FROM ROBERTSON INDUSTRIES, INC. ("ROBERTSON"), AND LEADEX CORPORATION ("LEADEX"), THE TWO MOST (2) RESPONSIVE AND RESPONSIBLE BIDDERS, FOR THE PARKS AND RECREATION DEPARTMENT ("PARKS"), ON AN AS -NEEDED BASIS, FOR AN INITIAL PERIOD OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM THE PARKS GENERAL FUND AND OTHER FUNDING SOURCES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO ADD SUPPLIERS TO THE CONTRACT AS DEEMED NECESSARY BY THE CITY; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, 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 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, the City of Miami ("City") Parks has a need for poured -in-place rubber surfacing repair services; and WHEREAS, on March 16, 2018, the Department of Procurement ("Procurement") issued Invitation for Bid ("IFB") No. 783382 to establish a pre -qualified pool for poured -in-place rubber surfacing repair services on an as needed basis; 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 April 10, 2018, pursuant to IFB No. 783382, to establish a pre -qualified pool for the purchase of poured -in-place rubber surfacing repair services from Robertson Industries, Inc. ("Robertson") and Leadex Corporation ("Leadex"), the two most (2) responsive and responsible bidders, on an as -needed basis, for an initial period of three (3) years, with the option to renew for three (3) additional one (1) year periods, are accepted. -,IV ov . City of Miami City Hall isS ill it A4to � „ ,a Legislation 3500 Pan American Drive r —R �� Miami, FL 33133 Resolution www.miamigov.com Enactment Number: R-18-0342 File Number: 4230 Final Action Date:7/26/2018 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BIDS RECEIVED APRIL 10, 2018, PURSUANT TO INVITATION FOR BID ("IFB") NO. 783382, TO ESTABLISH A PRE -QUALIFIED POOL, FOR POURED -IN-PLACE RUBBER SURFACING REPAIR SERVICES FROM ROBERTSON INDUSTRIES, INC. ("ROBERTSON"), AND LEADEX CORPORATION ("LEADEX"), THE TWO MOST (2) RESPONSIVE AND RESPONSIBLE BIDDERS, FOR THE PARKS AND RECREATION DEPARTMENT ("PARKS"), ON AN AS -NEEDED BASIS, FOR AN INITIAL PERIOD OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM THE PARKS GENERAL FUND AND OTHER FUNDING SOURCES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO ADD SUPPLIERS TO THE CONTRACT AS DEEMED NECESSARY BY THE CITY; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, 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 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, the City of Miami ("City") Parks has a need for poured -in-place rubber surfacing repair services; and WHEREAS, on March 16, 2018, the Department of Procurement ("Procurement") issued Invitation for Bid ("IFB") No. 783382 to establish a pre -qualified pool for poured -in-place rubber surfacing repair services on an as needed basis; 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 April 10, 2018, pursuant to IFB No. 783382, to establish a pre -qualified pool for the purchase of poured -in-place rubber surfacing repair services from Robertson Industries, Inc. ("Robertson") and Leadex Corporation ("Leadex"), the two most (2) responsive and responsible bidders, on an as -needed basis, for an initial period of three (3) years, with the option to renew for three (3) additional one (1) year periods, are accepted. Section 3. Funds to be allocated from the Parks General Fund and 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 all other documents, including any amendments, renewals, 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'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 applicable regulations, as may be necessary for said purpose. Section 5. The City Manager is further authorized' to add suppliers to the contract as deemed necessary by the City. 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 ey 6129/2018 ' 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.