Memorandum
To: Honorable Mayor and Town Council
From: Rafael G. Casals, ICMA-CM, CFM
Date: January 20, 2021
Re: Award of RFP No. 20-05: Tree Trimming Maintenance Service
REQUEST
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A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, SELECTING SFM SERVICES, INC. FOR TREE TRIMMING MAINTENANCE SERVICES PURSUANT TO REQUEST FOR PROPOSAL NO. 20-05; PROVIDING FOR AUTHORIZATION; AND PROVIDING FOR AN EFFECTIVE DATE.
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BACKGROUND AND ANALYSIS
On July 15, 2020, the Town Council of the Town of Cutler Bay (the "Town") adopted Resolution No. 20-33 authorizing the issuance of Request for Proposals ("RFP") No. 20-05: Tree Trimming Maintenance Service. The RFP was advertised on October 15, 2020 in the Daily Business Review (a newspaper of general circulation), which complies with the Town's Code Chapter 24, Article II. A Mandatory Pre-Bid Meeting was held on November 4, 2020 at 11:00 AM, at which eight (8) potential bidders were in attendance. The RFP had a due date and time of December 2, 2020 at 11:00 AM. The Town received three (3) sealed proposal packages from potential contractors which, were publicly opened at Town Hall. At the bid opening, it was discovered that SFM Services, Inc. made a scrivener's error by swapping the proposal form bid sheets between RFP 20-04 and RFP 20-05, as the bids were due the same date. The Town Manager consulted with Town Attorney and was advised that SFM Services, Inc.'s bid submittal could be evaluated once SFM Services, Inc. clarified the error in writing.
A Selection Committee was chosen by the Town Manager, which included the Public Works Director, Parks and Recreation Director, and Stormwater Utility Manager. Individual Committee members reviewed each of the three (3) bid submittals. The evaluation criteria for the Selection Committee were established by RFP No. 20-05. Each Committee member awarded points for each scoring category, outlined in the RFP and proposal scores were calcula...
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