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Res. No. 016-98-10283RESOLUTION NO.16-98-10283 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA,AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH RECIO LANDSCAPING,INC.FOR LANDSCAPE MAINTENANCE SERVICES OF THE US 1 HIGHWAY MEDIAN AT A COST NOT TO EXCEED $9,500.00 FOR THE CURRENT FISCAL YEAR AND CHARGING THE DISBURSEMENT TO ACCOUNT NO.01-1750-519-4625, "LANDSCAPE MAINTENANCE". WHEREAS,the workload associated with maintenance of the US 1 median places a significant strainonthePublicWorks landscape crew,and; WHEREAS,the high speedtraffic typically present alongUS1 poses a degree of danger toCity personnel and equipment,and; WHEREAS,eliminating the City's role in providing routine maintenance of this median's minimizesthe liability exposure andallows the landscape crewsto better maintain other facilities,including parks and right-of-ways,and; WHEREAS,thePublicWorks Department has identified a highly qualified and experienced landscapemaintenance firmon contract with the City of CoralGables,theFloridaDepartment of Transportation,and numerous other agencies within the State and County. NOW THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA: Section 1.The City Manager be,andis hereby authorized to enter intoan agreement withRecioand Associates,Inc.for landscape maintenanceservicesalongtheUS1median between S.W.57th Avenue and S.W.80th Street. Section 2.The agreement's terms and fee structure will be similar to that of City of Coral Gables contract number PN/36513,authorized through Resolution No.29005 in January,1996. Page2 of Res.#16-98-10283 Section 3.Thetotalamounttobespentontheabove referenced contract will not exceed $9,500.00 during the fiscal year 1997-98. Section 4.This resolution shallbe effective immediately and upon adoption hereof. PASSEDAND ADOPTED this 20th day of January,1998. ATTEST: 6uoCll^ CITY CLERK READ AND APPROVED AS TO FORM CITY ATTORNEY APPROV MAYOR COMMISSION VOTE:5-0 Mayor Price:Yea Vice Mayor Robaina:Yea Commissioner Bethel:Yea Commissioner Young:Yea Commissioner Oliveros:Yea CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM TO:Mayor and Commission DATE:January 20,1998 FROM:DianaMorris SUBJECT:AgendaItem# InterimCityManager CommissionMeeting, January 20,1998 LANDSCAPE MAINTENANCE CONTRACT -US 1 MEDIAN The attached resolution seeks authorization to enter into a contract with Recio and Associates,Inc.for landscape maintenance services alongUS1(Dixie Highway).The total expenditure on this service is not to exceed $9,500.00 for the remainder of thisfiscal year.Recioisawellknowncontractorwithover20 years'experienceinthefield.The firm's clients are numerous,and include the Florida Department of Transportation and citieslikeCoralGablesandMiamiDadeCounty. Public Works landscaping crews are responsible for maintenance of allCity parks (excluding ball fields),medians,right-of-ways,andbuildingssuchasCityHallandthe Department's own complex.Thisisa substantial workload foracrew of four people. Employingaprofessionallandscapingfirmtomaintainthelongstretch of US1median will free upthePublic Works crew tobetter maintain thegreen areas throughout the city. In addition,this approach reduces theriskofinjuryand/or equipment damage associated withthefrequentexposureto Dixie's highspeedtraffic. Theproposedcontractessentiallyadoptsthecompetitiveratessetinasimilarcontract between Recio and Associates andtheCityof Coral Gables (Contract No.PN/36513). Work specifications include mowing,weeding,edging,and fertilizer application twice a year.AtRecio'srateof $1,133 per month (two monthly cycles),thecostrateis actually below the estimated $800.00 per cycle,or $1,600.00 per month in labor alone using City crews (approximately 60 man-hours per cycle is required to complete the median). Additionally,theservicelevelwillbesignificantlyimproved,sinceCitycrewssometimes cannotcompletetwocyclesmonthlyduetoworkloadfluctuationsandmanpower restrictions. \continued... MAYOR AND COMMISSION PAGE TWO JANUARY 20,1998 Although the funding requested forthis fiscal yearis $9,500.00,thenetcosttotheCity willbewellbelowthis.ThisisduetoaState funding sourcewhichthecurrentPublic Worksadministrationrecentlybecameaware of andrequested(thissourcehadnotbeen tappedsince1986).BecauseUS1isaStateroad,amaintenanceagreementwillbein effect whereby theCitywill receive approximately $7,413.00 for maintenance starting July1,1998throughtheremainderoftheState'sfiscalyear(June,1999).Theannual amountthereafterwillbethesame.Asaresult of thisfundingsource,thenetcostforthis fiscalyearwillbe approximately $2,087.00. Providingmaintenance of the US1 medianisaprudentandcosteffectivemeasure.Itis therefore recommended thatauthorizationbegrantedtoexecutethecontract. Attachments CITY OF SOUTH MIAMI SR 5(US1):FromSW57th Avenue to SW 67th Avenue Mowing,litter removal and edging andsweeping maintenance services -h Maintenance Activity Unit of Measure Quantity Average Unit Cost Number of Cycles Cost Small Machine Mowing Litter Removal Edging&Sweeping Acre Acre Mile 3 3 1.2 $100.00 /Acre $5.55 /Acre $250.94 /Mile 12 12 12 $3,600.00 $199.80 $3,613.54 Total Annual Maintenance Cost =$7,413.34 ($1,853.34 /Quarter) THECITYOP CORAL GABIES,FLORIDA GENERAL BID CONDITIONS Bidder Qualifications criteria!""^^considered from firns which meet the following The City of Coral Gables intends to procure the itemfsl asspecifiedhereinfromsource(s)of supply that wiUaKLfprofessionalandconvenientserviceofacceSabllquality.5 P' An inspection of the Bidder's facilities and/or equipment mav be made prior to award.Bidders shall further provide all i^orSSLon "£*Ste1-?**•B}d Sheet "9«ding its current contefc^wiSSSZTv^S"and ref«ding equipment and manpower available Z^XwSSZJ^iLSF**™*'lf awarded-FAH-tJHE TO PROVIDE COMPLETEANDADEQUATEINFORMATIONWITHTHEBIDMAYBECAUSEPORREJECTIONOP Tfi£BIS* Bids will be considered only from firms that are regularly engaged tn Eft jn-^VL °f Providin*tta goo^and/or services as described iL 5 ;^a£have a record of regular performance of similarscopeandquantityforareasonableperiodoftime;and that have SSi^i financial support,equipment and organization to insure that they can satisfactorily execute the services if awarded an Agreement under the terms and conditions herein stated. The terms "equipment"and "organization"as used herein shall be construed to mean a fully equipped and well established company in line with the best business practices of the industry as determined by the proper authorities of the City of Coral Gables. Bidders shall be fully licensed to perform the work described nerem,andshallsubmitcopiesofsamewiththe Bid. Examination of site Each bidder is required,when applicable and prior to submitting a bid,to visit and inspect the site and to acquaint himself with the needs and requirements of the area. Workmanship and Materials All materials used in the performance of this contract shall be new and unused,unless specifically authorized otherwise by the City. All workmanship shall be of the highest quality and shall conform to all applicable Building,landscaping and other codes and to highestindustrystandards. -2 - INSPECTIONS OF IN PROGRESS AND COMPLETED WORK; Inspections of work in progress shall be made as often as deemed necessary by City.Work not properly performed or at variance to the contract provisions and/or bid specifications shall be redone to the city's satisfaction at no additional charge.Approval of any work prior to final acceptance shall not preclude rejection of completed work that does not meet specifications or that is unsatisfactory.x Protection ofProperty The Contractor shall at all times guard against damage to or loss of property of the City and shall replace or repair any loss or damage cause.#The City may withhold payment or make such deductions as it might deem necessary to insure reimbursement for loss or damage to City property caused through negligence of the Contractor or its agents. Compliance with citv.County.StateandFederalLaw The Contractor shall comply with all rules,regulations and laws of the City of Coral Gables,Dade County,the State of Florida and the United States Government now in force or hereafter to be adopted. Fees.Permits and Licenses The Contractor shall obtain and pay for all licenses,permits and inspection fees as may be required for this project.Additionally, the Contractor shall also be solely responsible for any and all taxesleviedonhis operation. Delivery Time: Bidders shall indicate on the Bid Sheet the number of calendar days required to begin work after receipt of order,and the number of calendar days required to complete work after start.Bidders shall bid only those items for which they can meet completion requirements.City must be notified immediately by Contractor of any impending delay which may require an extension of completion time. Insurance Within twenty-four(24)house after notification,the successful bidder shall furnish evidence of Insurance to the Risk Manager. Submitted evidence of coverage shall demonstrate strict compliance toall requirements listedonthe attached sheet "Insurance Requirements."Under no circumstances shall a Contractor start work until he has supplied to the City a certificate of insurance, and performance and payment bond,if required. -3- Performance Bond,BondForm andRequirements Within ten (10)calendar days after notice of award,the bidder shall post a Performance Bond from a Corporate Surety which is satisfactory to the City as security for the prompt payment to all persons supplying labor and material in the prosecution of the work to be performed under this agreement and on any and/or all duly authorized modificatins hereof.Such bond shall be on a form approved by the City.The amount of the bond shall be a sum egual to one hundred percent (100%)of the total price. Proposal (Bid)Bond Bidder's proposal will require an accompanying Bid Bond (coov enclosed)with a Certified Check,Cashier's Check,Treasurer's Check or bank draft of any state or national bank representing two and one half percent (2.5%)of the total amount of the bid.The Bonding company must appear on the US Treasury list.The proposal bond will be retained until after award of the bid.No bid will be considered withoutthe proposal bond included. Hold Harmless and Tndewmjfication The Contractor shall indemnify,defend and save harmless the City,its agents,officers and employees,and all claims,suits, actions,damages or causes of action arising during the term of the Agreement for any personal injury,loss of life,or damage to property sustained in or on the premises by reason of or as a result of Contractor's use,activities and operations thereon;from and against all costs,attorney's fees,expenses and liabilities incurred in the defense of any such claim and the investigation AWARD: The contract (s)will be awarded to the most responsive and responsible bidder whose bid conforming to the specifications is the most advantageous to the city,considering the prices bid,the experience,the qualifications ofthe bidder,andthe bidders current and immediately available resources.The City shall award a contract to a bidder through notification by its duly authorized agents,which will be administratively supported by a written contract document and purchase order furnished to the sucessful bidder* Cancellation The Purchasing Director or the city Manager,by written notice,may terminate in whole or in part any Agreement resulting from this invitation,when such action is in the best interest of the City. If the Agreement is so terminated,the City shall be liable only for payment for services rendered prior to the effective date of -4- termination.Services rendered will be interpreted to include costs of items already delivered plus reasonable cost of supply action short of delivery.The bidder shall be in default of the contractual obligations if any off the required documents are not submitted in a timely manner and in the form required by the Citv H H?e bf^er is in default,the city will rescind its acceptance of the Bidders offer and may determine to accept the offer of the second most responsive,responsible bidder,or it may resolicit bids.The City may seek monetary restitution from the defaulted bidder as a result of damages or excess costs sustained. Default The City shall be the sole judge of nonperformance,which shall include any failure on the part of the successful bidder to accept the award,to furnish required documents,and/or to fulfill any portion of this ^contract within the time stipulated or within thirty (30)days,whichever is earlier,The city may,by written notice to the Contractor,terminate the bid/contract if the Contractor has been found to have failed to perform his services in a manner satisfactory to the city.In the event the Contractor is found to be in default,any and all re-procurement costs may be charged against the Contractor,and may also result in the supplier being debarred or suspended from future City bids. Assignment of Agreement The Contractor shall not,at any time during the tenure of the Agreement,subcontract any part of his/her operations or assign any portion or part of his/her operations or assign any part of the Agreement,except under and by virtue of permission granted by the City throughthe proper officials. Discrimination There shall be no discrimination as to race,color,creed, handicap,or national origin in the operation referred to by this Agreement. The City will not be responsible for any expenses incurred for preparation of this Bid Response by the successful or unsuccessful bidders.The General Terms and Conditions,the Special Conditions, the Technical Specifications,the Bidder's response and the purchase order are collectively and integral part of the contract betweentheCityandtheContractor. WE/I,THE UNDERSIGNED.DOHEREBYSTATE THAT WE/I HAVE READAND UNDERSTOOD ALL ITEMS LISTED IN THE GENERAL BID CONDITIONS. SIGNED:TITLE: COMPANY!"" -5- CITY OF CORAL GABLES /.INSURANCE REQUIREMENTS FOR CITY PROJECTS Bidder shall pay on behalf of,indemnify and save City and its officials,harmless from and against any and all claims, liabilities,losses,and causes of action,which may arise out of bidder's performance under the provisions of the contract, including all acts or omissions to act on the part of bidder, including any person performing under this Contract for oron bidder's behalf,provided that any such claims,liabilities,losses and causes of such action are not attributable to the negligence or misconduct of^the City and,for an against any orders,judgements or decrees which may be entered and which may result from the Contract,unless attributable to the negligence or misconduct of the City,and from and against all costs,attorneys'fees,expenses and liabilities incurred in the defence of any such claim,or the investigation thereof. The vendor shall furnish to the City of Coral Gables Purchasing Department at 340 San Lorenzo,Coral Gables,Florida Certificate(s) of Insurance which indicates that insurance coverage has been obtained which meetstherequirementsas outlined below: (a)Workmen's Compensation Insurance for all employees of the vendor as required by Florida Statute 440. (b)Public Liability Insurance ona comprehensive basis in an amountnotlessthan$300,000.00limitperoccurrencefor bodily injury and property damage.City must be shown as an additional insured with respect to this coverage. (c)Automobile Liability Insurance covering all owned,non- owned and hired vehicles used in connection withthe work in an amount not less than statutory combined single limit per occurrence for bodily injury and property damage. TheCityof Coral Gables needs tobenamedas additional insured. BINDERS ARE UNACCEPTABLE.The insurance coverage required shall include those classifications,as listed in standard liability insurance manuals,which most nearly reflect the operations of the vendor. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The company mustberatednoless than "B"astoasto management,and no less than "Class V"asto financial strength,bythe latest edition ofBestKeyRating Insurance Guide or acceptance of insurance company which holds a valid Florida Certificate of Authority,issued by the State of .VENDOR BACKGROUND INFORMATION This questionnaire is to be submitted to the City of Coral r*m*ePurchasingDepartmentbytheBidder,along with the bid h^tl submitted for the goods and/or services requiredT by the City of Coral Gables.Do not leave any questions unanswered wh««*-£fquestiondoesnotapply,write th«T word^s)"None"^r "No? aonit^Mf 'aS aPProDriate.Failure to complete thfs 'form whenapplicable,may disqualify your bid.'wnen LICENSES ±m co^T ortMunicipal Occupational License Number (attach a 2.Occupational License Classification: 3.License Expiration/Date: 4.State License Number (attach a copy): INSURANCE 5.Name of Insurance Carrier: 6.Typeof Coverage: 7.Limits of Liability:__ 8.Coverage/Policy Dates: 9.Name of Insurance Agent: Agent(s)telephone including area code: EXPERIENCE 10.Number of years your organization has been in business: 11'™r?°h£-JeSr5 experience BIDD*R (Person,principal of firm,2£2?i-ha5 hac*ln operations of the type required by thespecificationsoftheBid:4 u °Y zne 12.Number of Years experience BIDDER (firm corporation ?^et?.ShiP)haS had in aerations of the t'yperequired SythespecificationsoftheBid:____^4 Y FROM :RECIO&flSSOCIfiTES PHOhE NO.:3059947779 Jan.14 1998 04:21PM PI I^ECIO wt-it*Fax Note 7671 °**///*//f$|pai^3 Wednesday,January 14,1998 Mr.Fernando Rodriguez,Director TheCityofSouth Miami PublicWorksDepartment 4795 S.W.75th Avenue South Miami,FL 39155 Phone* Fax**&6/~3T7?/ 2 Plwi©*, e«* W¥-7fif f4</--7779 Re:Proposed Landscape Maintenance ofUS1 Medians Between SW 57th Avenue and SW 80th Street Dear Mr.Rodriguez,'%*' Please be advised that Recio &Associates,Inc.shall adhere totheScopeof Work noted inthe City of Coral Gables'Contract No.PN36513 in performing themaintenanceforthereferenced proposal. Ifyou should haveanyquestions regarding this matter,please donothesitatein calling meat(305)994*7811. Sincerely, tions Manager GENERAL CONTRACTOR LANDSCAPING •NURSERIES *MAINTENANCE 8053 N.W?64TH STREET-MIAMI,FLORIDA33166 •TELEPHONE:994-7811 FAX 994-7779 FROM :RECIO&aSSOCIftTES PHONE NO.:3059947779 Jan.14 1998 04:22PM P2 cb 8«Mift*coft?anv K O.Sox 028Z20 MM,ft.33102-6220 B—tofcAumtifa.Ins. Attn:Kottfci R*4« ton N.W.04TH Stmt Ma*R.asivo r«tM?twattuwwt«»c»3mncATiaoua«.T«»i B COMfAiyng Aironpfluc covehaoe Cn*n &Fwtar fndamnity «••Nw kisvtsnM Co« U.I.Rra ImorwiM Oa. t*£*^^wit*ftfSjUMiMQ4frTuwi«immvnM ttcuawAMieewTOWioytucttfnttnM ir^etoi™l^riw*»««»i rmotMUUvct cuaDuLLUfeoat oowfcgwmMiiManT Jcuuwmmm Hyjocew vMura*ooRriAcrv mot MnamosaituMtut*- "x*«Kr«oiv IMULfTV AKTAUIO luowrr I nMNiMtnLLA fMM n*4m*CMMMaTIoKjuo TttftflGQtttkfoar «IBU 6031SW724 133*410607 653063777 IfTMB CLAIMS, immmfwertQAU.rmrKom. roucrirr. Mil 3JQ1/S7 9/01/87 8*W loucvssf. MMMMasmi Mim 3/01/01 0/01/88 laati »i»iHiai *suw tflWBT oiantBuiMnoaRUt ymgawiiw IWWfoBWBBPlCS Assuttwri !»TMVfeaVUiOn' liMHIMHUHU SKIL. DMcumon q#oitMiwie4<ocAtii»iawiinaawwijuu,wiMi crnr o*south miami,ft 470S S.W.7rm AV&UE SOUTH MUM,FLOtUDA •MowAnrormMBini tSIMTtMMmilUIMtfWINWeCOOTN^^ HMt 30 B4T»wwntiim;iioittti«aijaiuie«rt«oiflt«i<4Mn»tvTMi Un,«VrrAB4AKtVH4a*W«KnilXI«illi.lKlfHflBoaU0ATf0N0t U4lOlwo»<u«»«ia»uawTacotaMinr.w»>ew«wo»i J&BBBSL ^""W mnamig 4MMWM -Sflfitt. JU8&. koodoos lOOOoouo FROM :RECIO&ASSOCIfiTES PHONE NO.3059947779 Jan.14 1998 04:23PM P3 AftfNtn.CERTIFICATE OF INSURANCE ...«""Vuip #•**:•»Til OAi£:MVr00rYY) _.,.11/20/97 ¥ms CERTIFICATE IS ISSUED ASA MATTER OFINPORyATIONiSlyAWCONFERSKORGHTSUPONTHECERWCATEMoSJeR.WlSOnTIFlCATE DOES HOT AMEND.EXTEND CRA^gR THE COVCRAGE AMOROSO BY THE POUOCS ftFXCW. i ""COMPANJES AFF0R3WG COVERAGE . •COVPAM '^RJrSCOP.?Insurance Ccmpanjr. PPOUUCERSuncoaot Insurance Associates P.O.Box 22668 Tampa,FL,33622-2668 tKSM*E0 Recio fc Associates Recio Nursery 8053 NW 64 St Miami,FL 33166 COWAN? e 1 COMPANY C cow'ant I o _L COVERAGES ^'»„«-,..«„-»Rettpn to TM«*«SWE0 NA.VF.0 ABOVE FORTMEPOUCYPewODtu»»to'certify «hat -he pouoes of ^s^re ^tr^ow ha^bcen^^o^^^v^^^^^^^^.g SS5lRSii»5o^—• co TtFBO*t«.8-J«ANcc •*»-*v !"JMB£W i QAre(MM.go>TT)»CATEW«W>m^ UfR [<ifiNeV*.tlA8tUTT I J .xx^aii ...*oi'.rrn I OCCUR j 'coMMEPCtALOCKCAALl.., r JctAiWSMAOe[_J< '""fcwM£l»'S ACONTRHCTOH-Sf-ftOtj txCCCOLADtUTt -1U^aRCtUAPOPM "|QTHewTHA'«UMBneU-A'?OVl< A lwOflKEB«C0»ffE»iSATlOIIATO 'gMPu>*BRyuAatLmr U,Eppcpr*t«»rjinou."Mj.ninum Premium •PARr«E5Wf6xscunve r i i p0iicv"______ loixe*". i i |TC«cR^ONV'o«nArcHBiiJocATio»irjwfl«iou:sfsreciAL rri^c CERTIFICATE H0U>ER City Of South Miami 4795 S.W.75TH Avenue south Miami,FL .'—. QgltSRM.AOO/*««ATS__II.^ •FftOOyCrS C3MWOPA09JS __ SACHOC&URRENCe.'•#, 06/15/97 105/14/98 XVjKAS^wffiUi _--, ,5*c.jACC*peM yQsV-V.'VVV |.p«SA6e^c«.«cu*SJ.~y&QV *-°°-• CANCELLATIONs-cut.o *wofthc above a^wato >»jC«9BeCANcei.i.e9«eF0R6 ~-«e e»RA-.OK OATt THERI^.TMS :S*i ,*«Cll«N»WAMWAVCRtO *A . I *C DA'SWP..TTSH *OriGt fO THE OCPTt*CAT6 NOLO?*"Ai^O T3tH5 vt>-T.|1^-,l^.0M«LBUCMnOT«C£SMAUM»O^.-«OOdUaAr<»?,DR^V.^ i v aht_kj>o ur?s_!>s?.eov??*vL:I5.A^Nl5.ia *V*&&S£™.. i &r~4^-*'*>'"^oJ^^ACOJ^CORWrt^JJSL'il* •acoro 2&^JS2!tU2!.1...js25A31&f cie;inftrrte i *rai vu.fui :vn 11 n'jni 4 i»C'C:nan oc.c -wuo