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2011-119-1512 - Awarding a bid to Asphalt Corp and Metric Engineering City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 13, 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: America Recovery Reinvestment Act (ARRA) /Stormwater Fund Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: 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 X Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) Enhance overall quality of life for residents 1.Improve Infrastructure Sponsor Name Dr. Danny Crew, City Manager Department: Public Works Department Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING A BID TO COMMUNITY ASPHALT CORPORATION AND METRIC ENGINEERING, INC. IN AN AMOUNT NOT TO EXCEED NINE HUNDRED EIGHTY‐THREE THOUSAND SIX HUNDRED FIFTY EIGHT DOLLARS ($983,658.00) , AND AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AND ATTEST RESPECTIVELY, THAT CERTAIN AGREEMENT FOR THIS PURPOSE; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: Background The City of Miami Gardens received $2,516,740 in American Recovery and Reinvestment (ARRA) stimulus funds through the Florida Department of Transportation for the City’s roads that are designated by the Federal Highway Administration (FHWA). These roads are also ITEM K-13) CONSENT AGENDA RESOLUTION Awarding a bid to Community Asphalt Corp. 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 designated as emergency roads (ER) by the US Department of Transportation; therefore, this funding can only be used for FHWA-ER roads. In 2010, Council approved three (3) road projects for resurfacing, sidewalk repairs/installation, and guardrail repairs. All three projects have been completed. After these projects were completed $835,150 still remained unspent from the total ARRA allocation. The remaining amount of $835,150 was approved to be used to replace the NW 42 Avenue (cross streets: NW 178 Drive and NW 179 Street) Bridge to include the bridge sidewalks, re-alignment of the road, guardrail, street lighting (bridge construction area), and any drainage issues. The existing bridge has had safety issues for children walking to school and vehicles constantly hitting the guardrail because of road mis-alignment, lighting issues, and being too steep for crossing visibility. The City funded an extra $94,850 from the Stormwater Fund to use towards the Design-Build Criteria Package and the Construction Engineering Inspections (CEI) during construction. Total from Stimulus to the City: $ 2,516,740.00 Total of all three approved projects (A,B,C): 1,681,159.00 Total remaining after approved projects (A,B,C): $ 835,150.00 NW 42 Avenue Bridge Replacement (Design-Build only): $ 835,150.00 NW 42 Avenue Bridge Replacement (Stormwater Funding): $ 94,850.00 Total amount of the Bridge Approved by Council on September 22, 2010: $ 930,000.00 Current Situation The City issued a Request for Qualifications in accordance with the Florida Department of Transportation (FDOT) and ARRA requirements. Two companies were pre-qualified to submit proposals for the design-build of the bridge. The design-build firms received a criteria package, prepared by City engineering firm Chen and Associates, to furnish sufficient information to prepare qualitative proposals and price proposals. Moreover, the design-build firm shall construct the bridge in accordance with the criteria package. The pre-qualified companies, Community Asphalt Corporation (along with Metric Engineering, Inc.) and Weekley Asphalt Paving, Inc.( along with A&P Consulting Transportation Engineers Corp.) submitted proposals on June 9, 2011. Each company submitted one envelope “A” technical proposal and one envelope “B” price proposal. The process followed was envelopes “A” would be evaluated per the criteria stipulated in accordance with FDOT and ARRA requirements. The proposers, who receive a technical score with an average score of 70 or above, would have envelope “B” opened and the company with the lowest price proposal would be awarded the project. 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Envelopes “A” were evaluated by the evaluation committee. A committee meeting was held June 17, 2011 to discuss the ranking of each proposal. The average score for Community Asphalt Corporation was 90.2 and Weekley Asphalt Paving, Inc. received an average of 66.4. The price proposal from Weekley Asphalt Paving Inc. was returned unopened. The price proposal from Community Asphalt Corporation was publicly opened and read on June 27, 2011. The total bid from Community Asphalt Corporation is $983,658. This amount is over the original funding approval with a difference of $53,658, which will be funded by the City’s Stormwater Fund. NW 42 Avenue Bridge Replacement (ARRA Stimulus Funding): $ 835,150.00 NW 42 Avenue Bridge Replacement (Stormwater Funding): $ 94,850.00 Total amount of the Bridge Approved by Council on September 22, 2010: $ 930,000.00 Extra Funding Needed to complete the Project (Stormwater Funds): $ 53,658.00 Community Asphalt Design Build Bid $ 983,658.00 Proposed Action: It is recommended that City Council approve the attached resolution authorizing the City Manager to execute a contract with Community Asphalt Corporation, located in Hialeah, Florida in an amount not to exceed $ 983,658; $53,658 of which will come from the City’s Stormwater Fund. Attachment: Attachment A – Evaluation Sheet Envelope (B) PROPOSAL SCHEDULE OF VALUES Request for Proposal #10-11-063 CITY OF MIAMI GARDENS PROCUREMENT DEPARTMENT EVALUATION RANKING SHEET RFP# 10-11-001 Design-Build NW 42nd Avenue Bridge Replacement June 9, 2011 By signing this form as an Evaluator, I certify that I have no conflict of interest Signed______________________________ Dated:_____________________ Company Approach & Understanding of Project (max100 pts) Organization & Staffing (max 50 pts) Coordination ( max 25 pts) System Maintainability (max 50 pts) Integration w/existing system (max 25 pts) QA/QC plan (max 2 5 pts) Innovative Aspects/DBF Value Added (max 25 pts) MOT (max 25 pts) Schedule (Max 75 pts) Design Support Doc. (max 100 pts) Total (max 500 pts) Community Asphalt & Metric Eng. 92 46 23 37 24 22 22 23 71 91 451 Weekley Asphalt & A&P Consulting 46 40 24 37 17 20 21 17 26 84 332 In accordance with the RFP cost proposals will be opened of the bidders receiving the average score of 70 Community Asphalt & Metric Engineering – Score 451/451/5 = 90.2 Weekley Asphalt & A&P Consulting – Score 332/5 = 66.4 Price proposal from Weekly will be returned unopened – Price proposal from Community Asphalt & Metric Engineering price proposal will be opened Monday, June 27, 2011 @2:00 p.m.