M E M O R A N D U M
To: Honorable Mayor and Town Council
From: Rafael G. Casals, Town Manager
Date: November 20, 2013
Re: Issuance of Purchase Order: Town-Wide Roadway Resurfacing Project Phase III (Envirowaste Services Group, Inc.)
REQUESTTitle
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 ENVIROWASTE SERVICES GROUP, INC. (ESGI) FOR TOWN-WIDE ROADWAY RESURFACING - PHASE III; AND PROVIDING AN EFFECTIVE DATE
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BACKGROUND AND ANALYSIS
As a result of the Town’s Road Transfer Agreement with Miami-Dade County, adopted via Resolution # 08-11, the ownership of all the local roadways was transferred to the Town. Throughout the past years, the Town’s Public Works Department has performed repairs to numerous potholes, which have been reported by residences and/or discovered through route patrol, by staff. Additionally, the Town’s consulting engineers completed a town-wide Sidewalk & Roadway Assessment Report, updated September 20013. One of the major components of the Assessment Report was the rating of local roadways with the following categories: “Excellent, Very Good, Good, Fair, and Poor”. Based on the Assessment Report, Twenty-Five (25%) percent of Town owned local roads are rated as “poor” (Attachment “A”).
Based on the Assessment Report, Town staff has successfully completed Phase I & II, which included five (5) residential neighborhoods that were rated “poor”. The completed neighborhoods are highlighted in “white” on Attachment “A”.
Town staff has identified one (1) neighborhood - illustrated on one (1) map, from the Assessment Report, which is rated “poor”. The identified neighborhood is depicted in (Attachment “B”) and is being proposed to be included in our Phase III resurfacing project. Town staff’s goal is to complete all of the “poor” rated roadway sections first, as identified in the Assessment Report, prior to any of the “fair” roadway sections.
In the past, Town staff was only able to perform “temporary” roadway repairs in many of our “poor” rated local roadways. The only instances that a residential roadway was completely resurfaced/reconstructed if associated with a stormwater related project. Additionally, the Town utilized the Federal Stimulus (AARA) funding to resurface all of the major roadway sections throughout the Town that met the Federal requirements.
On April 15, 2009, Town Council awarded the Invitation to Bid (ITB) # 09-06: Replacement and Installation of Sidewalks contract to Envirowaste Services Group, Inc. A total of sixteen (16) bids were submitted. Envirowaste Services Group, Inc. was selected as the lowest responsible, responsive bidder, via Town Resolution # 09-31.
Funding for the Town-wide Roadway Resurfacing Project is provided through the Town’s portion of People’s Transportation Plan (PTP). The Board of County Commissioners approved the Town’s Inter-Local Agreement which, allows the Town to receive Surtax Funds on a monthly basis. Additionally, the Town is scheduled to receive retro-active PTP funds, which were negotiated in the Inter-Local Agreement.
RECOMMENDATION
We recommend that the attached resolution be adopted, authorizing the Town Manager to issue a Purchase Order in the amount not to exceed $ 199,645.50, based on the same term and conditions as stated in the ITB # 09-06.