Res No 178-15-14517RESOLUTION NO.:178-15-14517
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,theCity of SouthMiamiwasawardedagrantfortheMurrayParkMulti-Purpose
FieldfromMiami-DadeCounty'sDepartment of PublicHousingandCommunityDevelopmentwitha
contract expiration date of September 30,2015;and
WHEREAS,Amendment Onetothe Marshall Williamson Park Improvement Project from
Miami-DadeCounty's Department of PublicHousingand Community Development extended thecontract
for six months to March 30,2016;and
WHEREAS,theMayorandCityCommissionwishtoacceptthegrantagreementamendment
withMiami-DadeCounty'sDepartment of PublicHousingandCommunityDevelopment;and
WHEREAS,the Mayor andCity Commission authorizetheCity Manager toamendthe
agreementwith Miami-Dade County's Department of PublicHousingand Community Developmentto
extendthe expiration datefrom September 30,2015toMarch30,2016 of thegrantagreement
amendment forthe Murray Park Multi-Purpose FieldProject.
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF SOUTH MIAMI,FLORIDA THAT:
Section 1:TheCity Manager ishereby authorized to amend thegrant agreement withMiami-
Dade County's Department of Public Housing and Community Development to extend the expiration date
from September 30,2015to March 30,2016fortheMurrayPark Multi-Purpose FieldProject.
Section 2:If any section clause,sentence,or phrase of this resolution isforany reason held
invalidorunconstitutionalbyacourt of competent jurisdiction,theholdingshallnotaffectthevalidity of
the remaining portions of this resolution.
Section 3,This resolution shalltake effect immediately upon adoption hereof.
PASSED AND ADOPTED this 27thday of October 2015.
READ AND APPROVED AS TO FORM
LANGUAG^rtEQALITY AND
EXECU]
APPROVE
MAYOR
COMMISSION VOTE:4-0
Mayor Stoddard:Yea
Vice Mayor Harris:absent
Commissioner Edmond:Yea
Commissioner Liebman:Yea
Commissioner Welsh:Yea
i}South*'Miami
THE CITY OF PLEASANT LIVING
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
To:The Honorable Mayor&Members of the City Commission
From:Steven Alexander,City Manager
Date:October 20,2015 Agenda Item No.:t
Subject:
Background:
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 Cityof South Miami was awarded fundingforMurray Park Multi
purpose Field project under the Community Development Block Grant
(CDBG)Program inatotal amount $55,000 through Miami-DadeCounty,
Public Housing and Community Development (PHCD).The grant will
provide fundingfor the development ofa multi-purpose fieldatMurray
Park.
The Cityof South Miamiis requesting a 6-month time extension for the
Murray Park Field Project untilMarch30,2016,due todifficultyin
obtaining bids for this project.The RFP was issued on three occasions.
The Citydidnot 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 forall 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),toinquirewhya proposal was not
submitted.Five responses were received.The summary of the
responses are below:
Vendors Responses
1
3
1
No Bid Reason
Dueto the grant requirements.
Due to workload/issues.
Did not meet the experience
requirement in the RFP.
Sou#Miami
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:
Priortore-soliciting,Procurement reached outto reputable localturf
companies and/or experts inturf management and had those companies
review the RFP Scope,visitMurray Park,if required,and provide
feedback.Mosthelpfulinthis process was aturf management expert
from the UniversityofMiamiwho reviewed the RFP and scheduled a site
visittoMurrayPark.No issues with the solicitationor 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 tofive(5)localturf companies;one indicated
theywereplanningonsubmittingaproposal.However,that company
sent a subsequent emailonJuly2indicatingtheydidnot meet the RFP
requirements.APre-bidmeetingwas also heldatMurrayPark;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 tobe
completed within3 months.
$55,000.00
Amendment OnetotheGrantContractwith Miami-Dade County
Resolution 194-14-14288
Resolution Number #R-685-14
Duns Number #024628976
Award Amount $55.000
CDBG 2014
Municipality
AMENDMENT ONE TO THE
FY 2014 COMMUNITY DEVELOPMENT BLOCK GRANT
CONTRACT BETWEEN
MIAMI-DADE COUNTY
AND
CITY OF SOUTH MIAMI
This Amendment amendsthe FY 2014 Community Development Block Grant Contract between
Miami-Dade County,a political subdivision oftheStateof Florida,hereinafter referred toasthe
"County",and the City of South Miami,hereinafter referred toasthe "Awardee",executed on
October 10th,2014,(the "Contract"or "Agreement")is amended as follows:
1.Page 28,Section IV (A)(2),first sentence isamendedto read as follow:
This Agreement shall expire on March 31,2016.An extension of this contract may be
granted atthe 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
and/or 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
AttacJwientAiaT-wJ^lxis-attached-her^
Theeffective date forthis amendment is September 30.2015.
All references in the Contract tothe expiration date shall now readthe 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 ofthe Contract.
Except for any changes enumerated above,all provisions of the contract shall remain in full
force and effect.
Pagel of2
Resolution Number #R-685-14
Duns Number #024628976
Award Amount $55.000
CDBG 2014
Municipality
AWARDEE:
CITY OF SOUTH
BY:
NAME:
TITLE:City Manager
DATE:/O/S.9 hOiS
^^(3 Q^+'Jo,BY:
NAME:MOJUA
TITLE
7
MIAMI-DADE COUNTY
BY:
NAME:
TITLE:
DATE:
Carlos A.Gimeni
Mayor
iQkls
fid,rLjc
DATE:/*]bj//r_
TITLE:
DATE:1V V'?£ggSs
%X :CQ\MT(I m SWitnesses:
BY:approved as,
and legal Si
Type cfr Print Name"Assistant
Federal ID
Number:59-6000431
Resolution #:R-685-14
IDIS #:5340
0<"2tO
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
AGENCY NAME:
ACTIVITY:
FUNDING SOURCE:
AMOUNT:
OTHER FUNDING:South MiamiCRA
CityofSouthMiami
TOTAL PROJECT COST:
ACCOMPLISHMENT UNITS:
TYPE:
ACTION STEP CATEGORY
CONTRACT DEVELOPMENT PHASE
Submit scope ofservices,action steps,budget andEnvironmental Review for (Attachment Dofcontract)
,5lihmiJ rani ilraH rtn^iimantr--Submitrequired documents:
-Board of Director's Resolution Approving the Funded amount and Authorizing Execution ofthe Contract
PHCD,Authorized Signature Form.Miami-Dade County Affidavits.State ofFlorida Public Entity Crimes
Affidavit.Affidavit ofFinancial andConflicts ofInterest.Developer's Affidavit that Miami-Dade County
Taxes,Feesand Parking Tickets havebeenPaid.CodeofBusiness Ethics.Collusion Affidavit.
Certification Regarding Lobbying,Related Parties Disclosure Statement,Fair Subcontracting Policies,
andSubcontractor/SupplierListing
•W-9.Articles ofIncorporation.By-Laws.IRS 990.Certificate ofGood Standing.Tax Exemption
Determination Letter and
-EnvironmentalReview process
•Review eligibilty of activity,scopeofservices,actionstepsandbudget
•Review and approve required documents
•Prepare and assemble CDBGcontract
-Forward CDBG contracttoagencyforsignaturebyagency'sdesignee
•Signed CDBG contract returned to PHCD
-Forward signed CDBG contract for processing and final execution to Miami-Dade County Manager's
Office
•Receiveand distribute executed CDBG contract""
PRE-DEVELOPMENT PHASE
Submit Certficate(s)of Insurance to PHCD (see Attachment B-1 (M)of contract)
-Environmental Clearance letter ~"
-horward executed CDBG contract along with the Certificate(s)ofInsurance toMiami-bade County Risk"
Management for approval ofinsurance requirements
SUBMIT PROGESS REPORT (4TH QuarterProgressReportsdueJanuary10th.201Si"
SUBMIT PROnFQR PCPnPT MCT r>..^>*^.p.~».L ...._.,..*'*-„'_—~'""•~"'i-""^**«"»«»•ivMinaa r\guuri»uub January imn,zu
SUBMIT PROGESS REPORT (1ST QuarterProgress Report due April 10th.2015)
SUBMIT PROGESS REPORT (2ND Quarter Progress Report dueJuly 10"tht~
ACTION STEPS
October 1,2014 JHRU March 31,2016
S.IAHIUAIfc
OF
TASK
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
7/1/2014
1/1/2015
4/1/2015 i
7/1/2015
bNUUAlb
OF
TASK
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
9/30/2014
1/10/2015
4/10/2015
7/10/2015
Cityof South Miami
MurrayPark Multi-Purpose Field
CDBG 2014
$55,000.00
$7,500.00
$7,500.00
$70,000.00
1
Public Facilities
REQUIRED RESOURCE
Agency
Agency
Environmental Specialist
Project Manager,Planner,
IDIS Specialist,PM
Supervisor and PM Manager
Project Manager
Project Manager
Project Manager
Agency
Project Manager,PM
Supervisor and PM Manager
Project Manager
Agency
Environmental Specialist
Project Manager
Agency
Agency
Agency
PAYMENT LEVEL
APPROVED
CUMULATIVE
PfcKUhNIAUfc
OF
COMPLETION
Attachment A-1
CUMULATIVE
REIMBURSEMENTS
I
i
i
I
i
ACTI0N STEPS
October 1,2014 [THRU March 31,2016
AGENCY NAME:
ACTIVITY:
FUNDING SOURCE:
AMOUNT:
OTHER FUNDING:South Miami CRA
Cityof South Miami
TOTAL PROJECT COST:
ACCOMPLISHMENT UNITS:
TYPE:
Attachment A-1
I Cityof South Miami
I MurrayPark Multi-Purpose Field
|CDBG 2014
$55,000.00
$7,500.00
$7,500.00
$70,000.00
1
Public Facilities
ACTION STEP CATEGORY
SIAKI UAlb
OF
TASK
.hNUUAlb
OF
TASK REQUIRED RESOURCE
PAYMENT LEVEL
APPROVED
CUMULATIVE
PhKChN 1AUfc
OF
COMPLETION
CUMULATIVE
REIMBURSEMENT J
PRE-BID /PROCUREMENT PHASE:
SubmitRFP package forGC 10/1/2014 10/31/2015 Agency
Submit Advertisement for GC 10/1/2014 10/31/2015 Agency
ReviewRFP,GCpackageandAdbyPHCDstaff 10/1/2014 10/31/2015
Project Manager and
Construction Manager
KeviewRFP,GCpackageandAdby PHCD staffforDavisBaconandSection3 requirements (if
applicable)10/1/2014 10/31/2015
Compliance Unit/Labor
Standards Coordinator
SubmitRFPfeedbackto Agency 10/1/2014 10/31/2015 Project Manager
ReceiverevisedRFPfromAgency 10/1/2014 10/31/2015 Project Manager
Give agency writtenapprovalforRFP.GC package andAd 10/1/2014 10/31/2015
Project Manager or Division
Director
Publication of RFP for GC 10/1/2014 9/30/2015 Agency I
SUBMIT PROGESSREPORT(3RDQuarterProqressReportdueOctober10th,2015)10/1/2015 10/10/2015 Agency |
Pre-Bid Meeting 10/1/2015 12/31/2015 Agency |
Bid/RFP opening 10/1/2015 12/31/2015 Agency I
Selection/Award of GC 10/1/2015 12/31/2015 Agency J
Placeorderto ISD forMiami-Dade Construction Sign 10/1/2015 12/31/2015 Agency/Project Manager
Placementof Miami-Dade County Construction Sign 10/1/2015 12/31/2015 ISD I
SUBMITTALOF SELECTED GC CONTRACT FORPHCD APPROVAL 3 10/1/2015 ,•-12/31/2015 Agency I -•••*••"'•••...-••/•'•.;::••..••..•;•..•
GC contract 10/1/2015 12/31/2015 Agency
Agency
Agency
Agency
Agency
Certificate of Insurance 10/1/2015 12/31/2015
Payment and Performance Bond 10/1/2015 12/31/2015
Executed GC contract 10/1/2015 12/31/2015
Check debarment list 10/1/2015 i 12/31/2015
Submit copy of ER clearance letter 10/1/2015 I 12/31/2015 Agency I
Submit copy Ad 10/1/2015 12/31/2015 Agency I
Specification for services being provided 10/1/2015 12/31/2015 Agency I
Submit Bid Tabulations 10/1/2015 12/31/2015 Agency I
Submit recommendation by Agency's Staff 10/1/2015 12/31/2015 Agency I
Submit Agency's Board minutes or Resolution approving selection 10/1/2015 12/31/2015 Agency I
SubmitcopiesofState.CountyandCityLicensesandCertificateofCompetencies 10/1/2015 12/31/2015 Agency I
Submit W-9 Request for Taxpayer Id #10/1/2015 12/31/2015 Agency I
Review GC contract (PHCD staff)
I
10/1/2015 12/31/2015
project Manager,
Construction Manager and
Compliance Unit/Labor
Standards CoordinatorGCCONTRACTAPPROVALPHASE(Information needed to contract with GC)10/1/2015 12/31/20.15 Agency •':'Check debarment list 10/1/2015 12/31/2015 Project ManagerSubmitGCcontractforProjectManagerorDivisionDirectorapproval10/1/2015 12/31/2015 Project Manager
Approval ofGC contract 10/1/2015 12/31/2015
'•.'.:''••-•'"'"".'Project Manager or Division
DirectorGiveagencywrittenapprovalforsubcontract10/1/2015 12/31/2015 •/Project ManagerCompletedesignplans10/1/2015 12/31/2015 Project ManagerSUBMITPROGhbbREPORT(4THQuarter Progress Report due January 10th.2016)1/1/2016 1/10/2016 Agency
I
i
i
i
Dana t ni "i
i
i
i
ACTION STEPS
October 1,2014 THRU March 31,2016
AGENCY NAME:
ACTIVITY:
FUNDING SOURCE:
AMOUNT:
OTHER FUNDING:South Miami CRA
Cityof South Miami
TOTAL PROJECT COST:
ACCOMPLISHMENT UNITS:
TYPE:
I Attachment A-1
1 CityofSouthMiami
Murray Park Multi-Purpose Field
CDBG 2014
$55,000.00
,$7,500.00
»$7,500.00
;$70,000.00
i Public Facilities
ACTION STEP CATEGORY
blAKI UAIh
OF
TASK
bNUUAIh
OF
TASK REQUIRED RESOURCE
PAYMENT LEVEL
APPROVED
CUMULATIVE
.PtKCENIAUfc
OF
COMPLETION
CUMULATIVE
REIMBURSEMENTS
CONSTRUCTION PHASE 1/1/2016 3/30/2016
Pre-construction conference 1/1/2016 1/31/2016
agency,project Managed,
Construction Manager,
Compliance Unit/Labor
Standards Coordinator and
GC
Notice to proceed 1/1/2016 1/31/2016 Agency
Obtain permits 1/1/2016 1/31/2016 Agency
Commence Construction 1/1/2016 1/31/2016 Agency
Installation of the turf 1/1/2016 1/31/2016 Agency
Submittal of Section 3 Plan 1/1/2016 1/31/2016 Agency
PHCD Review and Approval of Section 3 Plan 1/1/2016 1/31/2016
Compliance Unit/Labor
Standards Coordinator
Submittal ofWeekly Payrolls (Labor Compliance)1/1/2016 1/31/2016 Agency
Review of Weekly Payrolls 1/1/2016 1/31/2016
Compliance Unit/Labor
Standards Coordinator
Davis Bacon -Wage Decision -Employee Interviews 1/1/2016 1/31/2016
Labor Standards Coordinator
and/or Project Maanger
Submittal ofMonthly Section 3 Report 1/1/2016 1/31/2016 Agency
Review ofMonthly Section 3 Report 1/1/2016 1/31/2016
Compliance Unit/Labor
Standards Coordinator
Complete 40%of construction 1/1/2016 1/31/2016 Agency
SUBMIT PAYMENT REQUEST(S)1/1/2016 1/31/2016 Agency
:••.••'.•'•'•'•••'.''.••'•''.•:'•'.*'••;.•...:'•^••..'•••';'•'.'"."::..;,'•'•'';•••'••..'.'*V ••':'."'•'•••••••-.r •••''•''".*'•"•''•''•"••:'•/.'••;•.'•'•;.•'''„•'"'•'•-''-
Removal of existing vegetation 1/1/2016 3/31/2016 Agency 1
Reestablishment of the athletic field turf area 1/1/2016 3/31/2016 Agency J
Davis Bacon -Wage Decision -Employee Interviews 1/1/2016 3/31/2016
Labor Standards Coordinator
and/or Project Maanger
1
SUBMIT PAYMENT REQUEST(S)1/1/2016 3/31/2016 Agency J
:'..-•.•:.
Complete 100%of construction 1/1/2016 3/31/2016 Agency
COMPLETION OF CONSTRUCTION PHASE 1/1/2016 3/31/2016
SUBMITPAYMENT REQUEST(S)withfinal release of liens 1/1/2016 3/31/2016 Agency
Final walk thru 1/1/2016 3/31/2016
Agency /Construction
Manager
Certificate of completion 1/1/2016 3/31/2016 Agency
Project completion form 1/1/2016 3/31/2016
Agency/Construction
Manager
Construction close out
CLOSE OUT PHASE:-;.••-•••.,,..•
SubmitFinalAnnual/Close OutReport(1stQuarter Progress ReportdueApril 1st,2016)
1/1/2016 i
4/1/2016 !
3/31/2016
4/10/2016
.,•;.'••:•
Agency /Construction
Manager
Agency
$55,000 •••:-r-.'.:'•'-!•••V •••<-.,'••'.••-::.--'.-:.'.-.r.•'"•"•,•/.'.'.•..•:••-';
Review Final Annual/Close Out Report and Project File
Report accomplishment in IDIS
Construction close out in IDIS
Submit Close OutLetterto Aqency
4/1/2016 I
4/1/2016 '
4/1/2016 '
6/30/2016
6/30/2016
6/30/2016
Project Manager
IDIS Specialist
iuis specialist /Project
Management Supervisor
and/or Manager
IDIS Specialist
i
k
D~~~«*•%*<»
RESOLUTIONNO.194-1 4-1 4288
AResolutionauthorizingtheCity Manager toexecuteFY 2014 Community
Development BlockGrant agreement with Miami-Dade CountyPublic
Housing andCommunity Development (PHCD)fortheMurrayPark Multi-
PurposeFieldProjectintheamount of $55,000.
WHEREAS,theMayorand City Commission desire to accept thegrant from Miami-
Dade County administered byand through its Department of Public Housing and Community
Development(PHCD);and
WHEREAS,theAgreementwill provide funding forthe development of amulti-purpose
fieldat Murray Park;and
WHEREAS,the Agreement requires matched funding inthe amount of $7,500 fromthe
SMCRA and$7,500fromtheCity of SouthMiamiand;
WHEREAS,thegrantperiodbeginsonOctober1,2014 andendsonSeptember30,
2015.
WHEREAS,theMayorandCityCommissionersdesiretohavetheCityManager
execute the grant agreement in anamount of $55,000;
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA THAT:
Section 1:TheCity Manager isherebyauthorizedtoexecutethe grant agreement with
Miami-Dade County Department of PublicHousingandCommunity Development (PHCD)for
theMurrayParkMulti-PurposeFieldProjectintheamount of $55,000.Thegrantagreementis
attached to this resolution.
Section 2:Thisresolutionshallbeeffectiveimmediatelyaftertheadoptionhereof.
Section 3.Severability.If anysectionclause,sentence,orphrase of thisresolutionisfor
anyreasonheldinvalidor unconstitutional byacourtofcompetentjurisdiction,theholdingshall
notaffectthevalidity oftheremainingportions of thisresolution.
Section4.Effective Date.Thisresolutionshallbecome effective immediately upon
adoption by vote of the City Commission.
Res.No.194-14-14288
PASSED AND ADOPTED this 7th_day of October 2014.
ST:APPROVED:
^^S MAY0R
READ AND APPROVED AS TO FORM
LANGUAGE<^G^ITY AND
EXECUTKfcBIHtEOF:
COMMISSIONSVOTE:5-0
MayorStoddard:Yea
Vice Mayor Harris:Yea
Commissioner Edmond:Yea
Commissioner Liebman:Yea
Commissioner Welsh:Yea