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: March 15, 2019
Re: Award of ITB #19-03: “Gulfstream Elementary Complete Streets Project”
REQUEST
A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, APPROVING AN AGREEMENT WITH ACOSTA TRACTORS, INC. FOR THE CONSTRUCTION OF THE GULFSTREAM ELEMENTARY COMPLETE STREETS PROJECT (GULFSTREAM ROAD FROM CARIBBEAN BOULEVARD TO SW 211 STREET); PROVIDING FOR AUTHORIZATION; AND PROVIDING FOR AN EFFECTIVE DATE.
BACKGROUND AND ANALYSIS
On June 22, 2017, the Town of Cutler Bay (the “Town”) was awarded a $476,141.00 grant from the Florida Department of Transportation (FDOT) through the Transportation Alternatives Program (TAP) to fund the Gulfstream Elementary Complete Streets Project (the “Project”). As per Resolution #18-68, the Town executed the Local Agency Program (LAP) Agreement with FDOT and authorized the Town Manager or his designee to execute all further documents and agreements necessary for the Town to receive the grant. On March 14, 2019, FDOT sent a Notice to Proceed that authorized the Town to proceed with the construction phase of the Project (Attachment “A”).
On March 26, 2019, the Town issued Invitation to Bid (ITB) # 19-03: Gulfstream Elementary Complete Streets Project (Gulfstream Road from Caribbean Boulevard to SW 211 Street). The ITB was advertised in a newspaper of general circulation (Attachment “B”), which complies with the Town’s Code Chapter 24, Article II. A “Mandatory” Pre-Bid Meeting was held on April 18, 2019, at which time (12) potential bidders, where in attendance as well as the Construction Engineering Inspector (R.J. Behar & Company) (Attachment “C”). The ITB had a due date and time of May 3, 2019, at 3:00 p.m. The Town received six (6) sealed bid packages, from potential contractors which, were publicly opened at Town Hall (Attachment “D”). The lowest bid submittal was for $397,615.87, which is under the grant award amount of $476,141.00.
The Town would like to improve Gulfstream Road from Caribbean Boulevard to SW 211 Street. The scope of improvements will include milling and resurfacing existing asphalt, sidewalk repair, ADA ramp repairs/replacement with detectable warnings surfaces as needed, installation of curb and gutters at select intersections to control rutting, pavement marking and signage with high emphasis crosswalks at all intersection, bicycle sharrows, and the installation of one flashing sign beacon. The project does not include drainage or lighting.
A comprehensive Bid Submittal Review was completed by the Town’s Public Works Department. The Town recommends Acosta Tractors, Inc. as the lowest and responsive bidder. The Town verified that Acosta Tractors, Inc. is a FDOT Prequalified Contractor at the time of bid opening (Attachment “F). Furthermore, Acosta Tractors, Inc. has successfully completed the following five (5) Roadway and Drainage Projects, two (2) of which were funded with LAP Grants.
• Old Cutler Road Roadway Improvement Project (JPA with Miami-Dade County)
• Caribbean Boulevard Roadway Improvement Project (JPA with Miami-Dade County)
• SW 212th Street Drainage Improvement Project (LAP Grant and FDEP Grant)
• Cutler Bay Middle School Safe Routes to School Project (LAP Grant)
• SW 100th Avenue Drainage Improvement Project (FDEP Grant)
The funding for the Project is being provided as a result of the Transportation Alternatives Program Grant through FDOT. The Town’s People’s Transportation Plan funding is used as necessary for expenses that are not eligible for FDOT reimbursement such as design, construction engineering and inspection costs (CEI), and construction enhancements not included in the original project scope.
RECOMMENDATION
Town staff recommends that the attached resolution be adopted, authorizing the Town Manager to issue a purchase order to Acosta Tractors, Inc. in an amount not to exceed $397,615.87, for construction of the Project, based on the same terms and conditions as stated in the Agreement.
ATTACHMENTS
Ø Attachment “A” - FDOT Notice to Proceed Letter
Ø Attachment “B” - ITB 19-03 Daily Business Review Advertisement
Ø Attachment “C” - ITB 19-03 Pre-Bid Meeting Sign in Sheet
Ø Attachment “D” - ITB 19-03 Summary of Bid Opening
Ø Attachment “E” - FDOT Certificate of Qualification