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2017-113-3218 Canal Right-Of-Way Landscape Maintenance 18605 NW 27th Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: June 28, 2017 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: Public Works - Stormwater Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: ITB No. 16-17-034 – Canal Right-Of- Way Landscape Maintenance X Sponsor Name Cameron D. Benson, City Manager Department: Miami Gardens Public Works Department Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING INVITATION TO BID NUMBER 16-17-034 FOR CANAL RIGHT-OF-WAY LANDSCAPE MAINTENANCE TO WEED-A-WAY, INC.; AUTHORIZING THE CITY MANAGER TO ISSUE PURCHASE ORDERS, AS NEEDED, FOR THIS PURPOSE; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: BACKGROUND In an effort to maintain the canal right-of-ways within the City of Miami Gardens, the Public Works Department prepared technical specifications, Invitation to Bid (ITB) Number 16-17-034, for mowing, spraying and debris removal, which includes all materials, labor, supervision, transportation, licenses, and equipment necessary to provide well maintained canal right-of-ways. 18605 NW 27th Avenue Miami Gardens, Florida 33056 CURRENT SITUATION On March 23, 2017, Invitation to Bid (ITB) Number 16-17-034 for Canal Right-Of-Way Landscape was solicited via BidSync. The Invitation To Bid (ITB) closed on April 19, 2017. One (1) bid was received. A bid submittal from Weed-A-Way, Inc. was received and publicly read. City staff evaluated the bid for compliance with the specifications. Weed-A-Way, Inc. was deemed responsible and responsive to the requirements of the Invitation To Bid (ITB). The initial term of the contract is for one (1) year. The City reserves the right to exercise the option to renew annually (subject to the appropriation of funds) a maximum of four (4) one (1) year periods. The vendor submitted an initial total bid price of seventy thousand three hundred forty eight dollars and sixty cents ($70,348.60). Weed-A-Way, Inc. agreed to the Office of Procurement Management Voluntary Price Reduction (VPR) request and provided the City with a Voluntary Price Reduction (VPR) cost of sixty nine thousand nine hundred ninety five dollars and ninety four cents ($69,995.94), which resulted in a cost savings to the City of three hundred fifty two dollars and sixty - six cents ($352.66) (Exhibit 1). A copy of the proposal document and submittals are available at the Assistants to the Mayor and Council’s Office for review. Fiscal Impact Estimated annual expenditure is sixty nine thousand nine hundred ninety five dollars and ninety four cents ($69,995.94), of which a budget for this service in the FY 2017 budget is $70,000 under the professional service line item. Proposed Action: It is recommended that the City Council approve the City staff’s recommendation for award of Invitation to Bid (ITB) Number 16-17-034 for Canal Right-Of-Way Landscape Maintenance to Weed-A-Way, Inc. authorizing the City Manager to issue purchase orders, as needed, not to exceed sixty nine thousand nine hundred ninety five dollars and ninety four cents ($69,995.94) based on the estimated total cost. Attachment: Exhibit 1 – Bid Tabulation City of Miami Gardens ITB No. 16-17-034 Canal Right-Of-Way Landscape Maintenance 18605 NW 27th Avenue Agency: Public Works Bid Tabulation Miami Gardens, FL 33056 Purchasing Assistant: Cindy Betty (305) 622-8000 FAX (305) 474-1285 1 NW 207 Dr.E NW 38 PL NW 39 Ct.60 80 4,800 0.11 14 23.93$ 335.02$ 370.30$ 2 NW 207 Dr.W NW 38 PL NW 39 Ct.35 80 2,800 0.06 14 23.93$ 335.02$ 370.30$ 3 NW 39 Ave.W NW 191 St.Miami Gardens Dr.34 2,500 85,000 1.95 14 267.47$ 3,744.58$ 3,780.00$ 3,290.00$ 8 NW 195 St.N NW 42 Ave.Carol City A2A Canal 30 385 11,550 0.27 14 53.48$ 748.72$ 784.00$ Cost Per year for sloped and flat mowing (Cost Per Visit x 14 Est. Service)(Cost Per Visit x 14 Est. Service) Cost Per year for sloped and flat mowing (Cost Per Visit x 14 Est. Service)(Cost Per Visit x 14 Est. Service) Office of Procurement Mangement Weed-A-Way, Inc. Item No.Name Location *Direction Side of Road From To Width Length 4 Carol City A NW 39 Ave. SF Acres Estimated Service Visit Per Year 1.93 14 *Cost Per Visit 3,766.00$ Includes mowing of 350 ft. on NW 181 St. (To beginning of asphalt road) W Miami Gardens Dr.NW 179 St.70 1200 84000 Carol City A Carol City A Carol City A Carol City A NW 178 Dr.S NW 42 AVE NW 47 Ave. South Side of the Canal 2,700 267.48$ 3,744.72$ Item No.Name Location *Direction Side of Road From To Width 3,114.30$ 3,080.00$ North Side of the Canal 6 Carol City A NW 178 Dr.N NW 42 AVE NW 47 Ave.30 30 2,500 75,000 1.72 14 222.45$ 5 81,000 1.86 14 232.48$ 3,254.72$ 1,028.72$ 1,050.00$ Carol City A2 Cost Per year for sloped and flat mowing (Cost Per Visit x 14 Est. Service)(Cost Per Visit x 14 Est. Service) Length SF Acres Estimated Service Visit Per Year *Cost Per Visit Cost Per year for sloped and flat mowing (Cost Per Visit x 14 Est. Service)(Cost Per Visit x 14 Est. Service) Weed-A-Way, Inc. Carol City A2 9 Carol City A2 NW 47 Ave.E NW 195 St. 0.56 14 73.48$ 7 NW 42 Ave.B NW 195 St.NW 196 St.70 350 24,500 162.48$ 2,274.72$ 2,310.00$ No Access.Spraying Required By chain Link Fence NW 196 St.50 337 16,850 0.39 14 Exhibit 1 Page 1 of 4 10 NW 42 CT W Carol City Canal A2 NW 192 ST 30 780 23,400 0.54 14 74.48$ 1,042.72$ 1,050.00$ 11 NW 179 ST N NW 42 AVE 950 FT EAST OF NW 42 AVE 40 950 38,000 0.87 14 154.48$ 2,162.72$ 2,170.00$ 13 NW 42 AVE W CAROL CITY A NW 171 ST 50 2,670 133,500 3.06 14 367.48$ 5,144.72$ 5,180.00$ 14 NW 42 CT E CAROL CITY A NW 171 ST 30 2,670 80,100 1.84 14 228.96$ 3,205.44$ 3,206.00$ 15 NW 27 PL W NW 204 TERR NW 191 ST 40 4,100 164,000 3.76 14 503.48$ 7,048.72$ 7,070.00$ 17 NW 191 ST B CROSSING Please see the attached Map 20 60 1,200 0.03 14 29.48$ 412.72$ 406.00$ Carol City A3 12 Carol City A3 NW 180 ST N Carol City A2A 5,144.72$ 5,180.00$ Both sides of the Canal Carol City B 16 Carol City B Needaccess from Dade County,Behind chain link gate 14 367.48$ 1,200 0.03 14 29.47$ NW 35 CT NW 32 AVE 50 2,576 128,800 2.96 Carol City A4 Carol City A4 412.58$ 406.00$ NW 199 ST B CROSSING Please see the attached Map 20 60 *Cost Per Visit Cost Per year for sloped and flat mowing (Cost Per Visit x 14 Est. Service)(Cost Per Visit x 14 Est. Service) Cost Per year for sloped and flat mowing (Cost Per Visit x 14 Est. Service)(Cost Per Visit x 14 Est. Service) Carol City B Weed-A-Way, Inc. Item No.Name Location *Direction Side of Road From To Width Length 18 Carol City B1 NW 190 ST N NW 32 AVE SF Acres Estimated Service Visit Per Year 74.00$ 1,036.00$ 1,050.00$ Accesseasement through N.W 32 Ave. (Includes swale area) 840 FT EAST OF NW 32 AVE 25 840 21,000 0.48 14 Exhibit 1 Page 2 of 4 19 NW 207 ST N CROSSING Please see the attached Map 25 80 2,000 0.05 14 35.95$ 503.30$ 490.00$ 21 NW 207 ST N CROSSING Please see the attached Map 20 90 1,800 0.04 14 32.96$ 461.44$ 420.00$ 22 NW 19 CT W NW 207 ST C-9 CANAL 25 1,100 27,500 0.63 14 123.00$ 1,722.00$ 1,750.00$ 20 North Dade Golf NW 7 AVE W NW 207 ST E. Andover Canal Lake Lucerne Canal 23 NW 27 AVE CANAL NW 27 AVE E 43.48$ 608.72$ 630.00$ Access easement Lake Lucerne Canal N END OF CANAL 60 220 13,200 0.3 14 14 304.18$ 4,258.52$ 4,270.00$ Length does not include east side of the canal. East side of canal will be mowed by others. Includes section ofcrossing(swale)at NW 207 ST from NW 27 AVE to NW 26 CT. spraying required southof NW 207 ST. 90,000 24 MARCO CANAL NW 17 AVE B CROSSING NW 207 ST NW 215 ST 25 3,600 2.07 34.48$ 482.72$ 490.00$ Weed-A-Way, Inc. Item No.Name Location *Direction Side of Road From To Please see the attached Map 20 160 3,200 0.07 14 Cost Per year for sloped and flat mowing (Cost Per Visit x 14 Est. Service)(Cost Per Visit x 14 Est. Service) Cost Per year for sloped and flat mowing (Cost Per Visit x 14 Est. Service)(Cost Per Visit x 14 Est. Service) Length SF Acres Estimated Service Visit Per Year *Cost Per Visit 25 MARCO CANAL NW 171 ST B CROSSING Please see the attached Map 30 Width 448.00$ 490.00$ 490.00$ Spraying required bychain link fence 26 MARCO CANAL NW 18 AVE B CROSSING Please see the attached Map 20 60 50 1,500 0.03 14 36.96$ 517.44$ Spraying required by chain link fence 1,200 0.03 14 32.00$ Exhibit 1 Page 3 of 4 31 NW 17 AVE B NW 168 TERR. C-8 CANAL 60 4,430 265,800 6.1 14 754.48$ 10,562.72$ 10,570.00$ 34 NW 155 ST N NW 19 AVE C-8 CANAL 75 100 7500 0.17 14 35.97$ 503.58$ 490.00$ 35 NW 155 ST N NW 24 AVE NW 27 AVE 20 1300 26000 0.6 14 35.98$ 503.72$ 490.00$ 36 NW 202 ST N NW 11 CT NW 12 AVE 10 90 900 0.02 14 35.98$ 503.72$ 490.00$ 37 NW 202 ST N NW 7 AVE NW 9 AVE 10 1050 10500 0.24 14 35.98$ 503.72$ 490.00$ 38 NW 204 ST S NW 22 AVE DEAD END 12 100 1200 0.03 14 35.98$ 503.72$ 490.00$ 1069 35,091 1,393,250 33.2 Total 4,999.71$ 69,995.94$ 70,355.32$ AWARD VOLUNTARY PRICE REDUCTION ORIGINAL BID AMOUNT 14 36.96$ 27 MARCO CANAL NW 19 AVE B CROSSING 32.00$ Please see the attached Map 20 20 60 448.00$ 490.00$ Spraying required by chain link fence (mow west side swale) 28 MARCO CANAL NW 20 AVE B CROSSING Please see the attached Map Please see the attached Map 20 60 1,200 0.03 14 517.44$ 490.00$ Spraying required by chain link fence 1,200 0.03 461.44$ 490.00$ 490.00$ Spraying required by chain link fence 30 MARCO CANAL NW 24 AVE B CROSSING Please see the attached Map 20 60 60 1,200 0.03 14 32.96$ 461.44$ Spraying required by chain link fence 29 MARCO CANAL NW 22 AVE B CROSSING NW 17 AVE CANAL 32 SCOTT LAKE 1,200 95.48$ 0.03 14 32.96$ 1,336.72$ 1,330.00$ NW 17 AVE E NW 168 TERR.NW 170 TERR.40 560 33 NW 42 AVE E CROSSING 22,400 0.51 14 35.48$ 496.72$ 496.72$ REAL SITE CANAL Access Easement Weed-A-Way, Inc. Please see the attached Map 60 115 6900 0.16 14 SITE 5 AWARD BASED ON ESTIMATED TOTAL COST PER VISIT X 14 ESTIMATED ANNUAL VISIT FOR LINE ITEMS 1 – 38 (TOTAL BID PRICE AMOUNT) Cost Per year for sloped and flat mowing (Cost Per Visit x 14 Est. Service)(Cost Per Visit x 14 Est. Service) Cost Per year for sloped and flat mowing (Cost Per Visit x 14 Est. Service)(Cost Per Visit x 14 Est. Service) SITE 1 SITE 2 SITE 3 SITE 4 Width Length SF Acres Estimated Service Visit Per Year *Cost Per VisitItem No.ADDITIONAL SITES Location *Direction Side of Road From To Exhibit 1 Page 4 of 4