M E M O R A N D U M
To: Honorable Mayor and Town Council
From: Rafael G. Casals, Town Manager
Date: November 15, 2017
Re: Issuance of a Purchase Order to VisualScape, Inc. for Staking Down and Leaning Trees as a result of Hurricane Irma
REQUEST
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A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, APPROVING VISUALSCAPE, INC. FOR SERVICES RELATING TO DOWN AND LEANING TREES ON TOWN OWNED AND MAINTAINED ROADWAYS AND PARKS AS A RESULT OF HURRICANE IRMA; PROVIDING FOR AUTHORIZATION; AND PROVIDING FOR AN EFFECTIVE DATE.
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BACKGROUND AND ANALYSIS
On Sunday, September 10, 2017, Hurricane Irma made landfall in South Florida. Hurricane Irma was predicted by the National Hurricane Center to be a major hurricane affecting the entire State of Florida and required timely precautions to be taken to protect the communities, critical infrastructure, and general welfare.
In preparation for the Hurricane, Florida Governor Rick Scott declared a State of Emergency by Executive Order No. 17-235 effective on Monday, September 4, 2017. Subsequently, Miami-Dade County Mayor Carlos Gimenez of Miami-Dade County declared a State of Emergency for Miami-Dade County effective on Tuesday, September 5, 2017. It was imperative for the Town of Cutler Bay to move swiftly to protect our residents and community resources. A State of Emergency for the Town was declared on September 6, 2017 in accordance to Chapter 12, Article II, Section 12-23 of the Town Code of Ordinances (Attachment “A”).
Hurricane Irma caused down and leaning trees throughout the Town, which poses an immediate threat to human life, health and/or property of the Town. Pursuant to Executive Order 17-2345, and Section 252.38(3)(a), Florida Statutes, political subdivisions, such as the Town, have the authority to exercise certain powers and authority to safeguard the lives and property of its citizens and community. To ensure the protection of the public health, safety, and welfare of the citizens, the Town desires to timely and efficiently erect down and leaning trees on Town owned and maintained roads throughout the Town.
Chapter 24, Article II, Division 3, Section 24-66 (4) of the Town Code of Ordinances states, “The following exemptions from competitive formal bidding are hereby established: […] Impracticability. Under circumstances where competitive bidding is impracticable, including, but not limited to, situations where time constraints do not permit the preparation of clearly drawn specifications or situations where, after competitive bidding, no bids meeting bid requirements are received, all compliant bids received are too high, or all bids are rejected for failure to meet bid requirements (i.e., bids are noncompliant), such purchases shall be exempt from the competitive bid requirements”.
Pursuant to the Town’s Code, the Town acquired three (3) quotes for staking leaning trees in one of the Town Parks by various companies listed below (Attachment “B”). Town staffed performed a comparison of cost per tree.
Company
BrightView $ 286.99 per tree
E. Rodriguez Landscaping Inc. $ 218.24 per tree
VisualScape, Inc. $ 135.00 per tree
Based on the pricing above, the Town desires to utilize VisualScape, Inc.’s services for the erection of down and leaning trees planted by the Town on Town owned and maintained roadways and parks.
The aftereffects of Hurricane Irma posed an immediate threat to human life, health and/or property of the Town. Pursuant to the pricing VisualScape, Inc. provided in the quote, the Town desires to issue a Purchase Order in the amount of $100,000 to VisualScape, Inc. for the erection of down and leaning trees on Town owned and maintained roadways and parks. Due to the extensive canopy damage caused by Hurricane Irma, many trees have been destroyed. Therefore, the Town desires to erect down and leaning trees as soon as possible, thus preventing additional canopy loss due to Hurricane Irma deeming the competitive bidding process impractical.
RECOMMENDATION
It is recommended that the Town Council adopt the attached Resolution, authorizing the Town
Manager to issue a Purchase Order in the amount of $100,000 to VisualScape, Inc. for staking down and leaning trees on Town owned and maintained roadways and parks as a result of Hurricane Irma.
ATTACHMENTS
Ø Attachment “A” - Town’s Declaration of State of Emergency (Hurricane Irma)
Ø Attachment “B” - Estimates for Tree Leaners