7THE CITY OF PLEASANT LIVING
To:
FROM:
DATE:
SUBJECT:
BACKGROUND:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Agenda Item No.:L October 20,2015
A Resolution authorizing the City Manager to execute Amendment
One to the agreement for the Murray Park Multi-Purpose Field
project with Miami-Dade County to extend the expiration date to
March 31, 2016.
The City of South Miami was awarded funding for Murray Park Multi-
Purpose Field project under the Community Development Block Grant
(CDBG) Program in a total amount $55,000 through Miami-Dade County,
Public Housing and Community Development (PHCD). The grant will
provide funding for the development of a multi-purpose field at Murray
Park.
The City of South Miami is requesting a 6-month time extension for the
Murray Park Field Project until March 30, 2016, due to difficulty in
obtaining bids for this project. The RFP was issued on three occasions.
The City did not receive any proposals for the first two solicitations,
however received three proposals for the third solicitation. All solicitations
were posted on the City's website, Demand Star and, advertisements
published in the Daily Business Review. The following describes the
actions and due diligence performed by Procurement for all solicitations:
1. RFP Issued May 8. Closed June 4:
After the Bid Opening, Procurement randomly contacted 12 vendors who
attended the Pre-bid as well as those that downloaded the bid documents
from Demand Star (29 vendors), to inquire why a proposal was not
submitted. Five responses were received. The summary of the
responses are below:
Vendors Responses
1
3
1
No Bid Reason
Due to the grant requirements.
Due to workload/issues.
Did not meet the experience
requirement in the RFP.
THE CITY OF PLEASANT LIVING
AMOUNT:
ATTACHMENTS:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
2. RFP Issued June 19, Closed on July 7:
't ,~,
Prior to re-soliciting, Procurement reached out to reputabli' local turf
companies and/or experts in turf management and had those companies
review the RFP Scope, visit Murray Park, if required, and provide
feedback. Most helpful in this process was a turf management expert
from the University of Miami who reviewed the RFP and scheduled a site
visit to Murray Park. No issues with the solicitation or scope of services
were found. The only revision that was made to the RFP for the second
solicitation was the addition of a FAQ section which was based on
previous addendums that had been issued.
Once the second solicitation was posted, a "Solicitation Has Been
Advertised" email was sent to five (5) local turf companies; one indicated
they were planning on submitting a proposal. However, that company
sent a subsequent email on July 2 indicating they did not meet the RFP
requirements. A Pre-bid meeting was also held at Murray Park; two
companies were in attendance.
3. RFP Issued August 14, Closed on August 28:
Three bids were received and the lowest bidder was selected. Once a
contract is executed with the vendor, the project is estimated to be
completed within 3 months.
$55,000.00
Amendment One to the Grant Contract with Miami-Dade County
Resolution 194-14-14288
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RESOLUTION NO.: ____ _
A Resolution authorizing the City Manager to execute Amendment One to the
agreement for the Murray Park Multi-Purpose Field project with Miami-Dade
County to extend the expiration date to March 31, 2016.
WHEREAS, the City of South Miami was awarded a grant for the Murray Park Multi-Purpose
Field from Miami-Dade County's Department of Public Housing and Conununity Development with a
contract expiration date of September 30, 2015; and
WHEREAS, Amendment One to the Marshall Williamson Park Improvement Project from
Miami-Dade County's Department of Public Housing and Conununity Development extended the contract
for six months to March 30, 2016; and
WHEREAS, the Mayor and City Conunission wish to accept the grant agreement amendment
with Miami-Dade County's Department of Public Housing and Conununity Development; and
WHEREAS, the Mayor and City Commission authorize the City Manager to amend the
agreement with Miami-Dade County's Department of Public Housing and Conununity Development to
extend the expiration date from September 30, 2015 to March 30, 2016 of the grant agreement
amendment for the Murray Park Multi-Purpose Field Project.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF SOUTH MIAMI, FLORIDA THAT:
Section 1: The City Manager is hereby authorized to amend the grant agreement with Miami-
Dade County's Department of Public Housing and Conununity Development to extend the expiration date
from September 30, 2015 to March 30, 2016 for the Murray Park Multi-Purpose Field Project.
Section 2: If any section clause, sentence, or phrase of this resolution is for any reason held
invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect the validity of
the remaining portions of this resolution.
Section 3. This resolution shall take effect inunediately upon adoption hereof.
PASSED AND ADOPTED this __ day of _____ , 2015.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM
LANGUAGE, LEGALITY AND
EXECUTION THEREOF:
CITY ATTORNEY
APPROVED:
MAYOR
Mayor Stoddard:
Vice Mayor Harris:
Commissioner Edmond:
Commissioner Liebman:
Commissioner Welsh:
Resolution Number#R·685-14
Duns Number #024628976
Award Amount $55.000
COSG 2014
Municipality
AMENDMENT ONE TO THE
FY 2014 COMMUNITY DEVELOPMENT BLOCK GRANT
CONTRACT BETWEEN
MIAMI-DADE COUNTY
AND
CITY OF SOUTH MIAMI
This Amendment amends the FY 2014 Community Development Block Grant Contract between
Miami-Dade County, a political subdivision of the state of Florida, hereinafter referred to as the
"County", and the City of South Miami, hereinafter referred to as the "Awardee", executed on
October 10t', 2014, (the "Contract" or "Agreement") is amended as follows:
1. Page 28, Section IV (A)( 2), first sentence is amended to read as follow:
This Agreement shall expire on March 31, 2016. An extension of this contract may be
granted at the sole and absolute discretion of Miami-Dade County. Any extension granted
will be contingent upon compliance with and in accordance with Resolutions No. R-165-13
andlor R-232-14, as applicable and must be signed by the Mayor or Mayor's Designee to be
valid.
2. Attachment A-1 of the Contract is replaced in its entirety and is hereby amended by
____ --. ..AttachmenLA,J ,whici:l-isattached..heretoandjncorpmatedby reference.--.· ... __ .-_ .... _ ..
The effective date for this amendment is September 30, 2015.
All references in the Contract to the expiration date shall now read the expiration date of March
31,2016.
This Amendment is intended to extend the Contract. until March 30, 2016. The Parties ratify and
adopt all the provisions, duties and obligations of the Contract as if fully set forth herein.
This Amendment and all its attachments are hereby made a part of the Contract.
Except for any changes enumerated above, all provisions of the contract shall remain in full
force and effect.
Page 1 of 2
ReSOJU~;;;~on:~~::if,~ Duns
Award
COSG 2014
Municipality
AWARDEE:
CITY OF SOUTH MIAMI
BY:
NAME: __________________ __
TITLE: City Manager
DATE:
BY:
NAME: __________________ ___
TITLE:
DATE:
._-----------------~~------~---------
Witnesses:
BY:
(Signature)
Type or Print Name
Federal 10
Number: 59-6000431
Resolution #: ~R~-6~8~5::.'-1cc4~ ______ __
lOIS #: -,5~3~4,=-0 __________ _
MIAMI-DADE COUNTY
BY:
NAME: Carlos A Gimenez
TiTLE:
DATE:
ATTEST
BY:
TiTLE:
DATE:
Mayor
Contractor's Fiscal Year Ending Date: September 30th
CORPORATE SEAL:
AMENDMENT is NOT VALID UNTiL SIGNED AND DATED BY BOTH PARTIES
Page 2 of 2
South Miami eRA
,CCOMPLISHMENT UNITS:
of Director's RasaluHon ApProvIng the Funded amount and Authorizing Exec:uUon of the Contract
. Authorized Signature Form.Miami-Oada County AffJdavits, Stale of Florida Public Entity Crimes
Affidavit of Financial and Conflicts of Intereot, Developer's Affidavit that MiamI-Dade County
Tickets l1i1\1e been Paid, Code of Business Ethics, CollUSion Affidavit,
Related Par1ias Disclosure Statement, Fair Subcontracting Policies,
By~s. IRS 990, Certificate of Goocl Standing, Tsx Exemption
I·Forward signed COSG contract tor processing and final eXeOJllon to Miami-Dade County Manager's
"_.,--'"--"',
i
,I
OF OF
City of South Miami
Murr .. )' Parle. Ml,llti·Purpose Field
CDSG 2014
$55,000.00
$7,500.00
$7,500.00
$70,000,00
1
PAYMENT CUMULATIVE
f-'I::J-«(.;!:=-N I Alit:.
OF
CUMULATIVE
OF OF
0 ....... ? .. ,.,
City of Soulh Miami
Murray Park Mulli-Purpo:oe Field
CDBG2014
$55,000.00
$7.500.00
$7,500.00
$70,000.00 ,
PAYMENT CUMULATIVE
~I:KL;t:.N(AGI:
CUMULATIVE
,
,
ACTI9N STEPS
Octobl!r 1, 2014 THRU March 31, 2016
I Attachmenl A.1
AGENCY NAME; City of Sooth Miami
ACTIVITY' Murr<lY Park Multi-Purptlse Field
IFUNDING SOURCE
i
, CDBG201<l
AMOUNT ! $55,000.00
OTHER FUNDING: South Miami eRA $7,500.00
Cllyo1 South Miami $7,500.00
TOTAL PROJECT COST: $70,000.00
ACCOMPLISHMENT UNIlS: 1
TYPE ; Public Facilities
O'~OF""'"' """0';"'" PAYMENT LEVEL CUMULATIVE CUMUiJlTIVE
E-'I::H(;t:;NIAI.;it:; , OF
ACTION STEP CATEGORY TASK TASK REQUIRED RESOURCE APPROVED COMPLETION REIMBURSEMENT
CONSTRUCnON PHASE 1/112015 313012016
I;~~~~;etio~~~~~"~:~''''
Compliance Unit I Labor
111/2016 L Standard!; Coordinator and
Pre-construction cOf1erence 113112016 GC
Notice to rocaad 1{112016 I 113112016 .co
Obtain ermits 11112016 I 1/3112016 '"' Commence Construction 11112016 113112016 '"' Installation Of the turf 1/112016 1/3112016 A.
Submittal of Section 3 Plan 11112016 I 1/31f2016 •
PHCO Review and Approval of Section 3 Plan 11112016 113112016
ompliance_ Unlt"~ l..alXlr
Standards Coordinator
SubmiUalofWeek Pa rolls Labor Com liance 11112016 I 1/3112016 ~,
Review of Weekly Payrolls 11112016 1/31(2016
ompliancr:. unit I labor
Standards Coordinator
labor standards Coordinator
DaviS Bacon _Wage Decision -Em loyee IntervHaws 1/112016 113112016 andlor Pro eel. Maa " Submit1al of Monlhl Section 3 Re rt 1/112016 1131/2016 A 0
Review of Monthi Section 3 Recorl 11112016 113112016
ompllance. umt I LaOor
Standards CoOl1:!inator
Com lete 40% of construction 11112016 113112016 '" SUBMIT PAYMENTRE UEST S 1/112016 tl3112016 '"
Removal of exislin ve etation 1111201S 3131f2016 • Reestablishment of the athletic (Ield turf area 11112016 313112016 A .n
Labor Standards Coordinalor
DaviS Bacon -Wage Decision -Em loyee Inllitr.'iews lJ112016 313112016 andlor Pro" act MaancliM
SUBMIT PAYMENT RE UEST S 1/112016 313112016 A=
Com lete 100% of construction 1/112016 313112016 A
COMPLETION OF CONSTRUCTION PHASE 1/1/2016 313112016
SUBMIT PAYMENT REQUEST S with final release of liens 11112016 3131/2016 A enc
Agency I l.;OnstllJCl.lon
Final walk Ihru 1/1/2016 313112016 Manaoer
CertirlCClte of com lellon 11112016 313112016 Aoo
Agency J Ijonstruction
Pro"act completion form 11112016 313112016 Manager
I Agency oostruClton
Construction closs oul 1/112016 , 313112016 Mana ef
CL.OSE OUT PHASE $55 000
Submit Final AnnuallClosa OU( Re ort 15t Quarter Pro ress. Re ort due A ril1 s 2016 4/1120 6 411012016 A enc
Review Final AnnuallClose Out Re ort and Pro eet File 41112016 6./3012016 Pro"ect ana af
Re ort accom IIshment in lOIS 4/112016 613012016 lOIS S acialir>!
41112016 I 6I3OJ201.
~~~~ ~"~lJclajlSt II rOJact .
Management Supervisor
Construction close oul in 1015 I andlor Menaoer
Subm~ Close Oullelter to A enc IDISS cialist
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RESOLUTION NO. 194-14-14288
A Resolution authorizing the City Manager to execute FY 2014 Community
Development Block Grant agreement with Miami-Dade County Public
Housing and Community Development (PH CD) for the Murray Park Multi-
Purpose Field Project in the amount of $55,000.
WHEREAS, the Mayor and City Commission desire to accept the grant from Miami-
Dade County administered by and through its Department of Public Housing and Community
Development (PHCD); and
WHEREAS, the Ag;.eement will provide funding for the development of a multi-purpose
field at Murray Park; and
WHEREAS, the Agreement requires matched funding in the amount of $7,500 from the
SMCRA and $7,500 from the City of South Miami and;
WHEREAS, the grant period begins on October I, 2014 and ends on September 30,
2015.
WHEREAS, the Mayor and City Commissioners desire to have the City Manager
execute the grant agreement in an amount of $55,000;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT:
Section 1: The City Manager is hereby authorized to execute the grant agreement with
Miami-Dade County Department of Public Housing and Community Development (PHCD) for
the Murray Park Multi-Purpose Field Project in the amount of $55,000. The grant agreement is
attached to this resolution.
Section 2: Tbis resolution shall be effective immediately after the adoption hereof.
Section 3. Severability. If any section clause, sentence, or phrase of this resolution is for
any reason held invalid or unconstitutional by a court of competent jurisdiction, the holding shall
not affect the validity of the remaining portions of this resolution.
Section 4. Effective Date. This resolution shall become effective inunediately upon
adoption by vote of the City Commission.
Res. No. 194-14-14288
PASSED AND ADOPTED this 7 th day of october ,2014.
~ APPROVED: ~.~.<P~ Mft1i!iJ1A
COMMISSION/\/,OTE: 5-0
Mayor Stoddard: Yea
Vice Mayor Harris: Yea
Commissioner Edmond: Yea
Commissioner Liebman: Yea
Commissioner Welsh: Yea
2