3THE CITY OF PLEASANT LIVING
To:
FROM:
Via:
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
Quentin Pough, Director of Parks & Recreation
Agenda Item No.: "3 October 5, 2016
A Resolution authorizing the City Manager to purchase maintenance and repair
services from XGRASS for the jogging trail at Dante Fascell Park.
The jogging trail ("trail"), located at Dante Fascell Park, IS In need of
maintenance and repair. In an effort to limit the amount of wear, tear and
fading, City staff and manufacturer recommend that the trail be coated every
two (2) years with an environmentally friendly sealant-creating a clean,
seamless surface that will not fade, even in the harshest sunlight. Routine
maintenance is not covered under the warranty.
The Contractor is responsible for 8,250 sq. ft. application of roll coated sealant
of entire trail area. Furthermore, 413 sq. ft. of bonded rubber patching repairs,
labor, equipment, materials and disposal are included in the proposal.
Competitive proposals were sought from at least three (3) different sources of
supply; XGrass was the lowest and most responsive vendor.
VENDORS &
PROPOSAL AMOUNT: Please find below a breakdown of all submitted proposals.
EXPENSE:
FUND&
ACCOUNT:
ATTACHMENTS:
VENDORS AMOUNT
XGRASS $15,479.62
PLAY SPACE SERVICES, INC. $20,950
LEAD EX CORPORATION $26,185
Contract amount is not to exceed $15,479.62 with a contingency amount of
$1,000 for a total amount not to exceed $16,479.62
The total expenditure shall be charged to Citywide Parks Improvement, account
number 301-2000-572-6450, which has a balance of $50,000 before this request
was made.
Resolution
Vendor Proposals
Sunbiz -XGRASS
1 RESOLUTION NO.: _____ _
2
3 A Resolution authorizing the City Manager to purchase maintenance and repair services
4 from XGRASS for the jogging trail at Dante Fascell Park.
5
6 WHEREAS, the jogging trail ("trail"), located at Dante Fascell Park, is in need of maintenance
7 and repair; and
8
9 WHEREAS, in an effort to limit the amount of wear, tear and fading, City staff and
10 manufacturer recommend that the trail be coated every two (2) years with an environmentally
11 friendly sealant-creating a clean, seamless surface that will not fade, even in the harshest
12 sunlight; and
13
14 WHEREAS, the contractor is responsible 8,250 sq. ft. application of roll coated sealant.
15 Routine maintenance is not covered under the warranty; furthermore, 413 sq. ft. of bonded rubber
16 repairs, labor, equipment, materials, disposal of materials are also included in this proposal; and
17
18 WHEREAS, competitive proposals were sought from at least three (3) different sources of
19 supply; XGrass was the lowest and most responsive vendor; and
20
21 WHEREAS, the City desires to provide a contingency of $1,000 over the proposal amount for
22 unknown factors that may arise during the work; and
23
24 WHEREAS, the total expenditure shall not to exceed $16A79.62.
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
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 authorized to expend an amount not to exceed $15A79.62
to XGrass for maintenance and repair to jogging trail at Dante Fascell Park. The City Manager is also
authorized to expend an additional $1,000 over the proposal amount of $15A79.62 for unknown
factors.
Section 2: The total expenditure shall be charged to the Citywide Parks Improvement,
account number 301-2000-572-6450, which has a balance of $50,000 before this request was
made.
Section 3: 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: This resolution shall become effective immediately upon adoption.
PASSED AND ADOPTED this ___ day of ______ , 2016.
48
49 ATTEST: APPROVED:
50
51
52 CITY CLERK MAYOR
53
54 READ AND APPROVED AS TO FORM COMMISSION VOTE:
55 LANGUAGE, LEGALITY AND EXECUTION Mayor Stoddard
56 THEREOF Vice Mayor Welsh
57 Commissioner Edmond
58 Commissioner Liebman
59 CITY ATTORN EY Commissioner Harris
60
XCG~ss o~®e
, Syntbrlic Ruhbt:r 0.01 Mu!dJ
Turf SlIrfilCJlIg I lie
P.O. Box 846' Dalton, GA 30722
t: 706272 0140·8778818477 • f: 706 5290849
www.xgrass.com • www.tourgreens.com
Bill To
City of South Miami
5800 SW 66th Street
South Miami, FL 33143
Product: XGrass Bonded Rubber & Roll Coat
Area (sf): 413 (Bonded Repairs), 8250 (Roll Coat)
Fall Height (ft): N/A
Thickness (Inch): N/A
Color: Brown, N/A
Binder: Aromatic Stockmeler
Scope/Notes:
Ship To
Dante Fascell Park
8600 SW 57th Avenue
South Miami, FL 33143
Estimate
4,220.58
Installation Charge (Includes 413 of Bonded Rubber Patching and
Roll Coat of Entire Area)
9,859.04
Shipping
Based upon Dimensions Provided.
Sales Tax
For Turf Surfacing Estimates -Unless othemise stated:
-Installation price DOES NOT include drainage or aggregate base
Prior to XGrass arrival, the site must have the sub-base properly graded, compacted, and
have proper drainage installed.
Prior to XGrass deploying installation teams, photographs of the site are required once
grading, excavation and equipment installation have occurred.
Customer is responsible for marking all utilities on site. XGrass will asswne no responsibility
for cut wires, pipes, etc during the construction of a project.
Expenses such as storage :tees or re-consigrnnent offteight dne to weather delays or other site
issues are the responsibility of the customer.
Any disturbance of the turf after installation by tIle customer, 3rd party contractor or tIle like
as well as any drainage issues cause the installatioll and product warranties to immediately
become VOID.
1,400.00
0.00
Total $15,479.62
For Rubber and EWF Surfacing Estimates: Unless othemise stated.
Price includes rubber, binder and installation only.
Price assnmes ftee and easy access to site (limited access, restricted homs, etc. are
extra).
Price does 1I0t include:
-snrveying, permits, inspections or licenses
-demolition, site prep, excavating, grading or hauling
-drainage systems. stone, asphalt or concrete work
-temporary fencing or security
Site must consist oflevel (less than 2% gmde), properly installed base (compacted
stone, asphalt or concrete) in good condition.
All footers must be properly filled and compacted (not responsible for settling due to
improper equipment installation).
Material quotes are valid for 30 days. Freight quotes are valid for 7 days.
Date: 9/16/Z016
PROPOSAL
31Z5 Skyway Circle
Melbourne, Fl. 3Z934
Phone 1·3Z1·775·0600 Fax 1·321·Z4Z·ZZ16
Toll Free -888-653-75Z9
Proposal # 14531
Prepared for: Quentin Pough Payment Terms: Net 30
Customer Phone: (305) 463-6550
Customer Fax: Due Date 10/16/Z016
Organization:
Scope of Services:
PROJECT NOTES:
City of South Miami
4795 SW 75th Ave
South Miami, FL 33155
Ship To
-Existing Poured In Place Rubber Trail Is 8,Z50 sq. ft. or 6' Wide x 1,375 Linear Feet
-Pricing is Based on Clear Access to Site and Staging Area Next to Installation Area
-Pricing Is Based on Having a Continuous Supply of Water on Site -A Water Truck
if Necessary Is not Priced for
-Any Deviations from the Above will Result In a Change Order
-All Removed Materials will be Removed from Site by Installers -Not Enough
Product Removed to Require a Dumpster
TO BE DONE OR PROVIDED BY OTHERS:
-Changing of Entrance from Parking Lot to Trail to a Concrete Walkway -to be
Done Prior to Arrival
-All Root Pruning and Removal of Vegetation Growing on Existing Rubber Path -to
be Done Prior to Arrival
-(Z5) Z' x Z' Areas at a Depth of 1.5" -100 sq. ft.
-(10) Seams at Z' Wide x 6' Length at a Depth of 1.5" -lZ0 sq. ft.
-Extend A Life to Cover 8,Z50 sq. ft.
Rainbow Turf Products Rubber Mulch -(50) lb. Bags
COLOR -Rustic
(Pricing is Based on The School District of Osceola County Contract #SDOC
16-B·087-LH, $Z6.65 per Bag)
TOTAL OF (17) BAGS NEEDED· $453.05
Signature: Print Name/Title:
Dante Fascell Park
8700 SW 57th Avenue
South Miami, FL 33143
r---------------~
Proposal Valid for 30 days
Sales Rep AC
from date on proposal
OTV U/M CO~T TOTAL
Subtotal
Sales Tax (0.00)
TOTAL
Date _____ _ P.O,-,-. #"--__
The above quotation Is based upon site access for heavy equipment and soil conditions of 2000 PSI. If during excavation of foundations,
necessary per manufactureres specifications, conditions exceed normal, our contractor shall notify the owner immediately. T~is shall
Include all types of rock, vegetation and any unforseen hazards. There will be additional charges Incurred to clear the area and or the
abuttment hole so that Installation can be completed over and above the charge for the original footer work.
Every effort is made to supply our customers the materials, equipment and structures as specified within this proposal. In the event of
unforeseen circumstances, we reserve the right to substitute materials, equipment or structures which we deem equivalent. In these
instances. the customer will be notified of the substitution.
Page 1
PROPOSAL
3125 Skyway Circle
Melbourne, Fl. 32934
Phone 1-321-775-0600 Fax 1-321-242-2216
Toll Free -888-653-7529
Date: 9/16/2016 Proposal # 14531
Prepared for:
Customer Phone:
Customer Fax:
Organization:
Quentin Pough
(305) 463-6550
Payment Terms: Net 30
Due Date
Ship To
10/16/2016
Dante Fascell Park
8700 SW 57th Avenue
City of South Miami
4795 SW 75th Ave
South Miami, FL 33155 South Miami, FL 33rl;;.,;4..;;,3 _______ -,
Proposal Valid for 30 days
Sales Rep AC
from date on proposal
Scope of Services:
OTV U/M COST TOTAL
Rainbow Turf Products Aromatic Binder -(5) Gallon Pails
(Pricing is Based on The School District of O,sceola County Contract #SDOC
16-B-087-LH, $139.53)
TOTAL OF (4) PAILS NEEDED -$558.12
Rainbow Turf Extend A Life Product -(5) Gallon Pails
(Pricing is Based on The School District of Osceola County Contract #SDOC
16-B-087-LH, $488.34)
TOTAL OF (18) PAILS NEEDED -$8790.12
Freight Charges -$300.00
Freight charges are subject to change and must be verified at time of order.
Installation to Include:
-Repairs of 220 sq. ft. of Poured In Place Rubber
-Low Pr~ssure Washing or Normal Garden Hose with Spray Nozzle as to Not
Delaminate Surface -Some Areas May Require a Brush to Clean
-Application of Extend A Life Product
TOTAL -$10,848.71
Proposal includes the following: labor and insurance in accordance with 0.00 O.OOT
manufacturer specifications.
Proposal does not Include the following: prevailing wage differences, performance 0.00 O.OOT
bonds, site damages for sprinkler systems and sod, and access to construction site.
Items to be managed by customer unless otherwise stated In proposal: 0.00 O.OOT
Site security and safety requirements while job Is in progress. 0.00 O.OOT
Subtotal
Sales Tax (0.00)
TOTAL
Signature: Print Name/Title: Date _____ _ P,O,-,-,.:.:...# __ _
The above quotation is based upon site access for heavy equipment and soil conditions of 2000 PSI. If during excavation of foundations,
necessary per manufactureres specifications, conditions exceed normal, our contractor shall notify the owner immediately. This shall
include all types of rock, vegetation and any unforseen hazards. There will be additional charges incurred to clear the area and or the
abuttment hole so that Installation can be completed over and above the charge for the original footer work.
Every effort Is made to supply our customers the materials, equipment and structures as specified within this proposal. In the event of
unforeseen circumstances, we reserve the right to substitute materials, equipment or structures which we deem equivalent. In these
instances. the customer will be notified of the substitution.
Page 2
3125 Skyway Circle
Melbourne, Fl. 32934
Phone 1-321-775-0600 Fax 1-321·242-2216
Toll Free· 888·653·7529
Date: 9/16/2016
PROPOSAL
Proposal # 14531
Prepared for:
Customer Phone:
CListomer Fax:
Organization:
Scope of Services:
Quentin Pough
(305) 463-6550
City of South Miami
4795 SW 75th Ave
South Miami, FL 33155
Customer to provide 110 electrical power and water required for proper
installation
All underground utilities be marked prior to installation.
Provide waste receptacle to accommodate construction debris.
Pro~ide benchmark for required elevation to be established.
Complete site preparation, excavation and disposal of spoil.
Provide required permitting and administration.
Signature: Print Name/Title:
Payment Terms: Net 30
Due Date
Ship To
10/16/2016
Dante Fascell Park
8700 SW 57th Avenue
South Miami, FL 33~1;;..4;.;.3 _______ ....,
Proposal Valid for 30 days
Sales Rep AC
from date on proposal
nTV 111M COST TOTAL
0.00 O.OOT
0.00 O.OOT
0.00 O.OOT
0.00 O.OOT
0.00 O.OOT
0.00 O.OOT
17 26.65 453.05T
4 126.8975 507.59T
1 50.53 50.53T
20 47.50 950.00T
374 0.71251 266.48T
18 470.565 8,470.17T
1 319.95 319.95T
140 46.09379 6,453.13T
5 156.25 781.25T
748 0.7125 532.95T
30 12.50 375.00T
1 325.00 325.00T
Subtotal
Sales Tax (0.00)
TOTAL
Date _____ _ P.O;.,:.... ;.;..# __ _
The above quotation Is based upon site access for heavy equipment and soil conditions of 2000 PSI. If during excavation of foundations,
necessary per manufactureres specifications, conditions exceed normal, our contractor shall notify the owner immediately. This shall
Include all types of rock, vegetation and any unforseen hazards. There will be additional charges incurred to clear the area and or the
abuttment hole so that Installation can be completed over and above the charge for the original footer work.
Every effort Is made to supply our customers the materials, equipment and structures as specified within this proposal. In the event of
unforeseen circumstances, we reserve the right to substitute materials, equipment or structures which we deem equivalent. In these
Instances. the customer will be notified of the substitution.
Page 3
Date: 9/16/2016 PROPOSAL
3125 Skyway Circle
Melbourne, Fl. 32934
Phone 1-321-775-0600 Fax 1-321-242-2216
Toll Free -888-653-7529
Proposal # 14531
Prepared for: Quentin Pough Payment Terms: Net 30
Customer Phone: (305) 463-6550
Customer Fax:
Organization: City of South Miami
4795 SW 75th Ave
South Miami, FL 33155
Due Date
Ship To
10/16/2016
Dante Fascell Park
8700 SW 57th Avenue
South Miami, FL 33143
r---------------~
Proposal Valid for 30 days
from date on proposal
Scope of Services: Sales Rep AC
In the unlikely event that Play/Space is required to file civil action or institute any
collection efforts against customer, customer agrees to pay any and all costs, fees,
expenses and attorney fees Incurred by PlaySpace, regardless of whether suit Is actually
filed, and Including but not limited to any and ali costs, fees, expenses and attorney fees
incurred on appeal or in any post Judgement collection efforts or proceedings.
Signature: _________ --:". Print Name/Title:
OTV lJ/M COST
1 1,263.75
1 201.15
Subtotal
Sales Tax (0.00)
TOTAL
Date _____ _
TnTAI
1,263.75T
201.15T
$20,950.00
$0.00
$20,950.00
P.O..,:...c' #"--__
The above quotation is based upon site access for heavy equipment and soil conditions of 2000 PSI. If during excavation of foundations,
necessary per manufactureres specifications, conditions exceed normal, our contractor shall notify the owner immediately. This shall
include all types of rock, vegetation and any unforseen hazards. There will be additional charges incurred to clear the area and or the
abuttment hole so that installation can be completed over and above the charge for the original footer work.
Every effort is made to supply our customers the materials, equipment and structures as specified within this proposal. In the event of
unforeseen circumstances, we reserve the right to substitute materials, equipment or structures which we deem equivalent. In these
instances. the customer will be notified of the substitution.
Page 4
CGC 010793
2601 S W 69"1 CT. MIAMI. flORIDA 33155
PROPOSAL
Telephone 305-266·2028
Fax 305·264·5350
frank@leadexcorp.com
To: City of South Miami Date: OS/3112()16
Altn.: Quinton Pough
Loc: Dante Fascell Park
Rc.: Rubbcl'lVlulch Trail
"SCOPII~ OF WORK"
o Roll coat 8,250 sf of rubber mulch walkway with aliphatic
non-yellowing sealer.
o Repair 413 sf of 2/1 bonded rubber mulch throughout trail
as per site visit.
Note: Permit fee and engineering not included.
1~'7_(~
<~---1
Acceptcd By:
$21,285.00
$4,900.00
l"r\~{k .J. Fonseca, P.K
Proficlcnt Signature & Date ______ _