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2018-070-3383 - Negotiate contract with Sports Turf One Inc.RESOLUTION NO. 2018-70-3383 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER TO NEGOTIATE A CONTRACT WITH SPORTS TURF ONE, INC., FOR IMPROVEMENTS TO THE TRACK AND FIELD AT THE BETTY T. FERGUSON RECREATIONAL COMPLEX, BY RELYING ON UNIVERSITY OF CENTRAL FLORIDA’S FACT SHEET TURF FIELDS 4-27, FOR THE DESIGN AND INSTALLATION OF INTRAMURAL TURF FIELDS; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in April 2014, City of Miami Gardens residents approved a Sixty Million Dollar ($60,000,000.00) General Obligation Bond referendum for park improvements and crime prevention, and WHEREAS, on May 28, 2014, the City Council for the City of Miami Gardens adopted Ordinance No. 2014-09-320, authorizing the borrowing of Sixty Million Dollars ($60,000,000.00) for this purpose, and WHEREAS, in 2010 the synthetic turf field was installed at the Betty T. Ferguson Complex and has been heavily utilized since its construction, and WHEREAS, in both 2016 and 2017, repairs were made to the field, and WHEREAS, both the track and the field currently require repair due to the continued heavy utilization, and WHEREAS, the University of Central Florida (UCF), competitively solicited Project Title - Fact Sheet Turf Fields 4-27, for the design and installation of intramural turf fields, and WHEREAS, the solicitation closed on May 11, 2015, and WHEREAS, on August 19, 2015, UCF awarded the bid to Sports Turf One, Inc., and Resolution 2018-70-3383 2 WHEREAS, City Staff recommends the City Council for the City of Miami Gardens relies upon UCF’s Fact Sheet Turf Fields 4-27, for the replacement of the synthetic turf, and reconstruction of the track at the Betty T. Ferguson Complex, and that the Council authorizes the City Manager to negotiate a contract with Sports Turf One, Inc., for that purpose, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA AS FOLLOWS: Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens hereby authorizes the City Manager to negotiate a contract with Sports Turf One, Inc., for improvements to the track and field at the Betty T. Ferguson Recreational Complex, by relying on University of Central Florida’s Fact Sheet Turf Fields 4-27, for the design and installation of intramural turf fields. Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON APRIL 25, 2018. ___________________________________ OLIVER GILBERT, III, MAYOR Signed by Vice Mayor Ighodaro Resolution 2018-70-3383 3 ATTEST: __________________________________ MARIO BATAILLE, CITY CLERK PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY SPONSORED BY: COUNCILWOMAN LILLIE Q. ODOM Moved by: Councilwoman Robinson Seconded by: Councilwoman Odom VOTE: 5-0 Mayor Oliver Gilbert , III ____ (Yes) ____ (No) (absent) Vice Mayor Erhabor Ighodaro, Ph.D. X (Yes) ____ (No) Councilwoman Lisa C. Davis X (Yes) ____ (No) Councilman Rodney Harris ____ (Yes) ____ (No) (absent) Councilwoman Lillie Q. Odom X (Yes) ____ (No) Councilwoman Felicia Robinson X (Yes) ____ (No) Councilman David Williams Jr X (Yes) ____ (No) 18605 NW 27th Avenue Miami Gardens, Florida 33056 City of Miami Gardens Agenda Cover Memo Council Meeting Date: April 25, 2018 Item Type: Resolution Ordinance Other X Fiscal Impact: Yes No Ordinance Reading: 1st Reading 2nd Reading X Public Hearing: Yes No Yes No X Funding Source: City of Miami Gardens General Obligation Bond Advertising Requirement: Yes No X Contract/P.O. Required: Yes No RFP/RFQ/Bid #: X Strategic Plan Related: 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 thespecific objective/strategy this item will address) Qual. Of Life & City Image X Sponsor Name: Cameron D. Benson, City Manager Department: City Manager Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER TO NEGOTIATE A CONTRACT WITH SPORTS TURF ONE, INC., FOR IMPROVEMENTS TO THE TRACK AND FIELD AT THE BETTY T. FERGUSON RECREATIONAL COMPLEX, BY RELYING ON UNIVERSITY OF CENTRAL FLORIDA’S FACT SHEET TURF FIELDS 4-27, FOR THE DESIGN AND INSTALLATION OF INTRAMURAL TURF FIELDS; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: Background: In April 2014, City of Miami Gardens residents approved a $60 million General Obligation bond referendum for park improvements and crime prevention, including purchasing and installing crime prevention equipment, providing facilities for expanding community activities in parks, and renovating, constructing and purchasing parks facilities and land. ITEM K-7: TRACK & FIELD IMPROVEMENTS AT BTF COMPLEX 18605 NW 27th Avenue Miami Gardens, Florida 33056 On May 28, 2014, Council adopted Ordinance No. 2014-09-320, authorizing the borrowing of sixty million dollars ($60,000,000); authorizing the issuance of City of Miami Gardens General Obligation Bonds to pay costs of, remodeling reconstructing, constructing, reconfiguring, retrofitting, furnishing and equipping City parks and parks facilities, purchasing crime prevention equipment for law enforcement assistance via electronic means, providing facilities for expanding community activities in parks, and renovating, constructing and purchasing parks facilities and land for new or expanded parks. The City Council initially approved the Bond Implementation Plan (BIP) at the February 25, 2015 Council meeting. The last amendment to the BIP was approved at the December 9, 2015 Council meeting. The BIP outlines various park and public safety improvement projects. Current Situation: The synthetic turf field, installed in 2010 at the Betty T. Ferguson Complex has been heavily utilized since constructed. In both 2016 and 2017, repairs were made to the field that included replacing various hash marks and other inlays that had been dislodged, repair of numerous sinkholes that formed beneath the turf, aggressive decompaction grooming and cleaning in order to keep the field in satisfactory condition, open to the public and available for the 2017 Youth Football season. The field is also showing evidence of “slip-lock”, which is a breakdown of the turf backing that allows turf fibers to pull from the backing. This field was built with a monofilament fiber turf carpet, which often has a shorter service life than slit film fiber fields that even with the best of care have a useful service life of between eight and nine years. The existing track around the field was also installed in 2010 and is subject to equally heavy utilization. Visual observation of the rubberized surface of the running track shows it has been worn in multiple locations exposing the asphalt surface below as well as aesthetic issues due to uneven wear. Staff investigated different contracting mechanisms to determine a recommended contractual approach to the replacement of both the field and track. More specifically, adding the work to the existing contract by Change Order to the Design-Builder for the on-going Betty T. Ferguson Site Improvement contract or piggy-backing a Continuing Services Contract between Sports Turf One, Inc. and the University of Central Florida were considered. Staff determined that utilizing the piggyback contract was less costly and more responsive to City requirements than a Change Order. University of Central Florida, competitively solicited companies to provide for the design and installation of intramural turf fields. Project Title - Fact Sheet Turf Fields 4-27. The solicitation closed on May 11, 2015. The University of Central Florida subsequently executed a continuing contract with vendor: Sports Turf One, Inc., on August 19, 2015. This project will also require removal and disposal of the existing materials, laser grading the existing base, and new goalposts for the field along with milling and resurfacing the underlying asphalt base for the track to insure grade tolerances are met. 18605 NW 27th Avenue Miami Gardens, Florida 33056 . Proposed Action: It is recommended that the City Council approve the resolution authorizing the City Manager to negotiate contract with Sports Turf One, Inc. for the replacement of the synthetic turf field and reconstruction of the running track at the Betty T. Ferguson Complex. The City of Miami Gardens will piggyback the existing Continuing Services Contract between Sports Turf One, Inc and the University of Central Florida for the work. Attachments Attachments: A- Copy of Piggy Back Contract and Addenda NOTICE TO ARTIFICIAL TURF CONTRACTORS The University of Central Florida has a need to retain several companies to provide the design and installation of intramural turf fields. These companies may be used over the time period of this contract to replace existing or provide new turf fields on the UCF campus. UCF may select from one to five companies for this contract, and may use any of the selected companies at its discretion – becoming an approved vendor is not a guarantee of work. Project Description: provide product data, physical samples, design documents, specifications, and warranty services for the design and installation of intramural turf fields. Companies are to provide designs and installations for a complete and functional system without any scope “by others” – companies must each act as the single point of contact and bear contractual responsibility for all related scope of work. The initial project is the replacement of approximately 222,300 sf of field turf for UCF Recreation & Wellness. Additional projects may follow at the discretion of UCF. Instructions for submitting a proposal can be found on the Project Fact Sheet. The Project Fact Sheet and General Contractor’s Form may be obtained on our website www.fp.ucf.edu or by contacting: Gina Seabrook, Email: gina.seabrook@ucf.edu, Phone: (407) 823-5894. We are accepting only electronic submissions, to be uploaded at: https://ucf.bonfirehub.com/p/865 Submittals must be received by 5:00 p.m. local time May 11, 2015. Late submissions or additional documentation will not be accepted. PROJECT FACT SHEET The University of Central Florida has a need to retain several companies to provide the design and installation of intramural turf fields. These companies may be used over the time period of this contract to replace existing or provide new turf fields on the UCF campus. UCF may select from one to five companies for this contract, and may use any of the selected companies at its discretion – becoming an approved vendor is not a guarantee of work. Project Description: provide product data, physical samples, design documents, specifications, and warranty services for the design and installation of intramural turf fields. Companies are to provide designs and installations for a complete and functional system without any scope “by others” – companies must each act as the single point of contact and bear contractual responsibility for all related scope of work. The initial project is the replacement of approximately 222,300 sf of field turf for UCF Recreation & Wellness. Additional projects may follow at the discretion of UCF. Minimum System Requirements: Systems installed must have a minimum 10-year warranty. The basis of system design is the “Shaw Momentum 51,” but other systems will be considered by UCF. A 12”x12” minimum sample of each system proposed must accompany the company’s submission. Product data, including the following information, must be submitted: • fiber (geometry, denier, thickness, yarn type, pile height, roll width, etc.) • infill (top layer, middle layer, bottom layer, etc.) • backing (coating style, materials, number of layers, etc.) • system weights (oz/sq yd) • information on striping and re-striping products for the proposed system • base requirements, including all necessary components for proper drainage • anticipated cost per sf for the complete system install, based on 222,300 sf of field turf INSTRUCTIONS: The University of Central Florida wishes to enter into an open-ended contract with multiple companies for a period of one year, with an option to renew for four additional one-year periods. The University has the right to amend the terms of the contract at each annual renewal. All firms applying must be licensed as Contractors in the State of Florida by the Florida Department of Business and Professional Regulation at the time of application and, if a Corporation, registered to operate in the State of Florida by the Department of State, Division of Corporations. The selected firms’ minimum bonding capacity shall be $2,000,000. When an individual project arises, the Contractor will be provided a detailed description of the project scope (plans and specifications, when applicable) and asked to provide to the designated UCF Project Manager a cost proposal for completing the work. The cost of the work will include all costs related to completing the work, plus a proposed percentage fee for overhead and profit, which will be negotiated for each individual project. The Contractor will be required to seek competitive bids for all subcontracted work, which will be included as part of the cost. Upon approval of the cost, the UCF Project Manager will submit a requisition to the University Purchasing Division, which, in turn, will issue a Purchase Order to the Contractor for the work. Contractors desiring to apply shall submit only electronic submissions, to be uploaded at: https://ucf.bonfirehub.com/p/865 comprising: 1. a letter of interest; 2. a copy of the firm’s current Certified Contractor License from the appropriate governing board; 3. a list of completed jobs over the last year, with contract value, contact name, and telephone number of the client; 4. narratives to address items listed in the Selection Criteria, as listed below; and 5. a letter from the firm’s bonding compny showing bonding capacity and bond rating. Please note that only ONE (1) file can be uploaded for each requested document above. Detailed submissions instructions can be downloaded from the link shown above. Applications that do not comply with all instructions may be disqualified. No oral communications shall be binding as a change to this Project Fact Sheet (PFS). Interpretation of the wording of this PFS shall be solely that of UCF, and that interpretation shall be final. UCF may respond to questions deemed by the University to be material in nature. It shall remain the responsibility of the firms participating in this solicitation to check the website regarding any addendums and Notices of Change. As required by University of Central Florida Regulations 7.102.22, a Contractor may not submit a proposal for this project if it is on the convicted vendor list for a public entity crime committed within the past thirty six (36) months. The selected Contractor must warrant that it will neither utilize the services of, nor contract with, any supplier, subcontractor, or contractor in excess of $15,000.00 in connection with this project for a period of thirty six (36) months from the date of their being placed on the convicted vendor list. SELECTION CRITERIA Companies will be evaluated on the following: 1. The most recent version of the Contractor’s Form. Do not alter the form. 2. Past Performance. Past performance will be demonstrated by providing information on five (5) projects that are similar in size and scope to what may be performed under the contract with UCF. For each of the projects: a. describe what was done, b. list members of the team who will also be on the UCF job, and c. reflect the initial and final cost, the initial and final schedule, the owner’s contact information, and the dates completed. 3. Ability to Take on Additional Work. Describe your current workload, staffing, and bonding capacity not already obligated. Describe how UCF’s workload will be fulfilled. 4. Experience and Ability. Describe your firm’s experience and ability with the following: a. constructing projects similar to that to be performed for UCF; b. working with public, higher education clients and their Standards and processes; c. knowledge of related codes; d. bonding capacity; e. cost control; f. quality control; g. completing projects on time and within budget. 5. Personnel. Provide bios for the project executive/principal, superintendent, project manager, consultants, and/or any other personnel that you believe are critical to the success of the work to be performed. Also discuss the qualifications required of your workforce. 6. References. Provide contact information for three professional references. 7. Location. Provide the address of your main office, any regional/local offices you have, and provide details of what services and personnel you have at those locations. 8. Safety and Security. Describe your policies, planning, and practices related to safety and security. Note: Criminal background checks, E-verification, drug free workplace, and drug and alcohol testing verification must be provided by the Contractor for all employees and sub-contractors. Picture ID cards will be worn at all times workers are on the job. 9. QA/QC. Describe your firm’s approach to Quality Assurance/Quality Control. 10. SDVOSB and MWBE. Describe how your firm employs and uses Service Disabled Veteran-Owned Small Business (SDVOSB) and Minority and Women-Owned Business Enterprise (MWBE) and whether your firm is certified and by what agency. 11. Conflict Avoidance and Resolution. a. Describe your firm’s practices to avoid and resolve conflict. b. Describe three (3) occasions when conflict occurred, and discuss how it was resolved. 12. Quality of installation: Provide information on the quality of the installations of projects using the “Minimum System Requirements.” Documentation can be provided through photographs, Owner testimonials/references, or other means. GENERAL INFORMATION 1. All applicants will be notified of the results of the short-listing in writing. Finalists will be informed of interview dates and times, and finalists will be provided with additional information, if applicable. 2. The Selection Committee will make a recommendation to the University President. All finalists will be notified in writing of the President’s action. Upon approval by the President, negotiations will be conducted in accordance with Section 287.055, Florida Statutes. 3. Selection Committee Team Members have elected not to meet with firms prior to interviews.