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2011-093-1486 - P.O. Ameri-Pride Inc City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 25, 2011 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Community Development Block Grant (CDBG) Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: ITB#1011042 X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communcation Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) N/A X Sponsor Name Dr. Danny Cre City Manager w, Department: Parks and Recreation Department Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA AUTHORIZING THE CITY MANAGER TO ISSUE PURCHASE ORDERS TO JSM SERVICES, INC. FOR LASER GRADING AND SOD AT BRENTWOOD PARK IN AN AMOUNT NOT TO EXCEED SIXTY-FOUR THOUSAND SIX HUNDRED SIXTY-THREE DOLLARS AND 82/100 CENTS ($64,663.82); PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: Background Information As one of the parks in the City’s inventory, Brentwood Park is utilized for numerous recreational activities including after-school programming, out-of-school camps, and youth football and cheerleading program. Due to the lack of an underground irrigation system for the multi-purpose field, the playing surface for football games does not meet the desired standards for the Parks and Recreation Department. ITEM K-8 RESOLUTION ISSUE PO TO JSM SERVICES 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Current Situation As part of the City’s effort to upgrade existing park facilities and provide additional recreational opportunity to City residents, Staff prepared specifications and solicited bids to furnish and install an irrigation system at Brentwood Park. Concurrently, Staff prepared and solicited bids to build-up, laser grade, and sod, as part of constructing a football field at Brentwood Park once an irrigation system is installed in the field area. City Staff advertised for this service on March 16, 2011. A broadcast notice was sent to 815 vendors. Eighteen (18) vendors requested bid packages. The bids were opened on April 5, 2011. Six (6) bids were received and publicly read. Bid responses were evaluated based on the City’s estimated material needs to complete the project. It should be noted that the prices reflected in the tabulation sheet (attached) are not indicative of City Staff’s estimates for materials needed for this job. The proposed purchase order amount reflects the City’s estimates multiplied by the vendor’s unit pricing. After verifying qualifications and references, City Staff recommends JSM Services Inc., of Bartow, Florida. A copy of the solicitation document and bid submitted are available at the Assistant to the Mayor and Council’s office for review. The City will utilize Community Development Block Grant (CDBG) Funds for this project. The City Council allocated CDBG funds from Program Year 5 (2010-11) for Park Capital Improvements. Brentwood Park is in a census tract that has more than 51% of its households that are low-to-moderate income, and is therefore an eligible project under the CDBG program. This project will work in conjunction with the City’s Program Year 5 (2010-11) Annual Action Plan, and compliments several other CDBG funded projects at this park, including energy efficient Musco Lighting at the football field and a shade structure over the playground area. This contract shall commence upon the date of the purchase order and shall remain in effect until such time as all services are satisfactorily performed and inspected by the City, and any warranty periods have expired. The Parks and Recreation Department will work diligently with the awarded contractor to ensure that the project is completed in time for the upcoming 2011 CMGYS football and cheerleading season. Proposed Action: That the City Council authorize the City Manager to issue a purchase order to JSM Services Inc., for these services in an amount not to exceed the budget amount of $64,663.82. Attachment: Attachment A: Tabulation Sheet ITB#1011042 “ITB# 10-11-042– LASER GRADING SPORTS FIELD FOR THE CITY OF MIAMI GARDENS” Ballpark Mainte Miami FL nance , Inc. of Sports Turf One, Inc. of Boynton Beach FL Titan Golf Servi FL ces of Ft Myers Ballard Construction, Inc of Cary, NC JSM Services Inc. of Bartow FL Greensource Landsape and Sports Turf Inc. of SW Ranches FL Provide Laser Grading Services accordance with scope of work Brentwood Park excluding buil sod material in at d-up and $0.15 $23,480.00 $45,229.00 $47,750.00 $3,762.00 $40,774.00 City's Estimate for Build-up/To tons psoil is 1211 26.40 Ton 23.19 Ton 22.75 Ton 24.05 Ton 31.62 Ton 26.00 Ton The City's Estimated for Sod 64,600 Sq Ft $.36 Sq Ft $.31 Sq Ft. $.31 Sq Ft. $.48 Sq Ft. $.35 Sq Ft. $.25 Sq Ft. TOTAL Non Responsive $71,586.00 $92,805.25 $107,882.55 $64,663.82 $88,410.00 This is only a tabulation of prices submitted and is not an indication of award or responsiveness.