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: February 19, 2020
Re: Award of RFP No. 19-13: Franjo Park Improvements
* previously deferred per February 19, 2020 Regular Town Council Meeting to date certain March 18, 2020 Regular Town Council Meeting-Cancelled.
REQUEST
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A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, SELECTING STONEHENGE CONSTRUCTION, LLC. FOR THE FRANJO PARK IMPROVEMENTS; PROVIDING FOR AUTHORIZATION; AND PROVIDING FOR AN EFFECTIVE DATE.
(* previously deferred per February 19, 2020 Regular Town Council Meeting to date certain March 18, 2020 Regular Town Council Meeting-Cancelled)
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BACKGROUND AND ANALYSIS
On February 21, 2018, the Town of Cutler Bay (the “Town”) Council adopted Resolution No. 18-14, authorizing Town staff to issue a Request for Proposal (RFP) No. 19-13: Franjo Park Improvements. The RFP was advertised in the Miami Daily Business Review, a newspaper of general circulation (Attachment “A”) which, complies with the Town’s Code Chapter 24, Article II. A “Mandatory” Pre-Bid meeting was held on January 6, 2020 at 10:00 AM, at which time twenty-nine (29) potential bidders participated (Attachment “B”). The RFP had a due date and time of January 28, 2020 at 2:00 PM. The Town received four (4) sealed bid packages, from potential bidders which, were publicly opened at Town Hall (Attachment “C”).
The Town’s Engineering Consultant, Stantec Consulting Services, Inc., performed a bid review of the pay items, which are summarized in Attachment “D”. There was only one (1) mathematical error, from the fourth (4th) ranked bidder. A comprehensive Bid Submittal Review of the bidder’s qualifications and experience was completed by the Town’s Selection Committee [comprised of Etienne Bejarano (Parks & recreation Director), Alfredo Quintero (Public Works Director), and Yenier Vega (Stormwater Utility Manager)], which verified Stonehenge Construction, LLC is the “lowest and responsive bidder” (Attachment “E”). A copy of first ranked bidder, Stonehenge Construction, LLC, Inc. bid submittal is attached (Attachment “F”).
Unfortunately, the “lowest and responsive” bidder’s proposal is $2,615,239.00. The bid is substantially higher than both Town staff and Consultant estimated during our 2019-20 Budget Workshop and subsequent Hearings. Prior to receiving the sealed bids, Town staff has been pursuing/applying for several grants listed below:
• 5/6/2019 Small Cities Community Development Block Grant $750,000.00
(denied due to ineligibility)
• 10/28/2019 Rebuild Florida Irma CDBG-Disaster Recovery $750,000.00
(pending decision)
• 10/10/2019 Department of Environmental Protection FRDAP $200,000.00
(the DEP did not receive funding in the 2019-20 State Budget and therefore could not award any grants)
• 10/15/2019 Department of Environmental Protection FRDAP $200,000.00
(recommended for funding, pending approval of the 22020-21 State Budget)
In addition to the above grant applications submitted, the Town received the following insurance proceeds from the Florida Municipal Insurance Trust (FMIT) as a result of damages caused by Hurricane Irma:
• 8/28/2018 Bleachers $1,004.35
• 8/28/2018 Fencing/Benches/Tables $25,445.00
• 10/11/2018 Netting $16,862.50
• Tentative Netting $53,250.00*
* Must provide proof of replacement netting prior to receiving funding.
The Project is estimated to be completed within ten (10) months, from the issuance of the Notice to Proceed. Town staff will continue to aggressively pursue granting opportunities to further reduce the need to utilize our Fund Balance funds.
RECOMMENDATION
Based on Town staff’s evaluation of the “lowest and responsive” bidder, it is recommended that the Town Council approve the attached Resolution selecting Stonehenge Construction, LLC. to perform the Franjo Park Improvements in the amount not to exceed $2,615,239.00.
ATTACHMENT(S):
Ø Attachment “A” - Advertisement - Daily Business Review (dated November 25, 2019)
Ø Attachment “B” - Mandatory Pre-Bid Meeting Sign-in Sheet (dated January 6, 2020)
Ø Attachment “C” - Summary of Bid Opening
Ø Attachment “D” - Town Consultant Pay Item Bid Review
Ø Attachment “E” - Town Selection Committee Comprehensive Bid Review
Ø Attachment “F” - Bidder Submittal Package