M E M O R A N D U M
To: Honorable Mayor and Town Council
From: Rafael G. Casals, ICMA-CM, CFM, Town Manager
Date: October 28, 2020
Re: Issuance of Purchase Order to H & R Paving, Inc. for the Milling and Resurfacing Works Portion of the Cutler Ridge Section 3 Resurfacing and Drainage Improvements Project
REQUEST
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A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, AUTHORIZING THE TOWN MANAGER TO ISSUE A PURCHASE ORDER TO H & R PAVING, INC. FOR THE MILLING AND RESURFACING WORKS PORTION OF THE CUTLER RIDGE SECTION 3 RESURFACING AND DRAINAGE IMPROVEMENTS PROJECT; AND PROVIDING FOR AN EFFECTIVE DATE.
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BACKGROUND AND ANALYSIS
On February 20, 2008, the Town Council of the Town of Cutler Bay (the “Town”) approved a Road Transfer Agreement with Miami-Dade County (the “County”), which was adopted via Resolution No. 08-11. As a result of this Agreement, the County’s ownership of local roadways within the limits of the Town was transferred to the Town, respectively. Since that time, the Town’s Public Works Department has worked diligently to repair numerous potholes, reported by residents and discovered through daily route patrol by staff.
In October 2018, the Town’s consulting engineers updated the Town-Wide Sidewalk and Roadway Assessment Report originally completed in February 2009, including the major component of a rating system for the local roadways described in the following categories: “Excellent, Very Good, Good, Fair, and Poor”. One of the identified projects is located in the Cutler Ridge Section 3 community, bounded by Montego Bay Drive to the North, Anchor Road to the West, Gulfstream Road to the East and SW 212th Street from Old Cutler Road to 4000 LF to the West (C-102 Canal Bridge).
On February 20, 2019, the Town Council adopted Resolution No. 19-07, authorizing the Town Manager to negotiate and execute a Service Agreement (“Agreement”) between the Town and H & R Paving, Inc. (the “Contractor”), in response to the Contractor’s submission to Invitation to Bid (ITB) No. 18-07 “Town-wide Roadway Resurfacing & Sidewalk Repairs”. H & R Paving, Inc. was selected as the “lowest responsive and responsible bidder”, out of a total of seven (7) bids received. On March 3, 2019, the Town Manager executed the Agreement between the Town and Contractor.
Pursuant to Town Resolution 19-87, a purchase order was issued to Stantec Consulting Services Inc. for the design services of the Cutler Ridge Section 3 Resurfacing and Drainage Improvements Project (the “Project”). Stantec Consulting Services, Inc. has provided the Town with their submittal of design. A map of Cutler Ridge Sub-Basin Section 3 is attached hereto as Attachment “A”.
The Town would like to complete roadway and drainage improvements within the Cutler Ridge Section 3 area utilizing the resurfacing scope of work generally consisting of 1” edge milling (3’ wide strip each side) and 1” resurfacing (full width of roadway). The estimate of cost for the resurfacing works portion of the project is $455,048.00 per the unit prices provided in ITB 18-07 “Town-wide Roadway Resurfacing & Sidewalk Repairs” (Attachment “B”). By performing the related Milling and Resurfacing quantity line items portion of the project, under the Town’s Roadway Resurfacing contract ITB 18-07, there will be over $280,000 in cost savings to the Town.
This portion of the project will be funded by the Town’s People’s Transportation Plan (PTP) municipal allocation and budgeted funds allocated to the Public Works Department’s 2020-21 Fiscal Year adopted budget for the Project. Plans have been submitted to Miami-Dade County and approved for permitting.
RECOMMENDATION
Town Staff recommends that the attached Resolution be adopted, authorizing the Town Manager to issue a purchase order in an amount not to exceed $455,048.00 to H & R Paving, Inc. for the milling and resurfacing portion of the Cutler Ridge Section 3 Resurfacing and Drainage Improvements Project, based on the same terms and conditions outlined in ITB No. 18-07.
ATTACHMENT(S)
Ø Attachment “A” - Map of Cutler Ridge Sub-Basin Section 3
Ø Attachment “B” - Cutler Ridge Section 3 Resurfacing and Drainage Improvements
Estimate of Probable Cost, Prepared by Stantec Consulting Services, Inc., Based on Unit Prices in ITB 18-07 (dated June 23, 2020)