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City of South Miami Office of the City Manager Inter-Office Memorandum

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City of South Miami Office of the City Manager Inter-Office Memorandum CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER THE CITY OF PLEASANT LIVING INTER-OFFICE MEMORANDUM To: The Honorable Mayor & Members ofthe City Commission FROM: Steven Alexander, City Manager Via: Quentin Pough, Director of Parks & Recreation DATE: October 21, 2014 Agenda Item No.: SUBJECT: A Resolution authorizing the City Manager to negotiate and enter into a contract with FLAF Sports Services, Inc. for tennis, basketball and hand­ ball court resurfacing at Brewer Park. BACKGROUND: Parks and Recreation staff conducted an assessment at Brewer Park and discovered that the two (2) tennis courts, one (1) basketball half-court and two (2) hand-ball courts require resurfacing and painting. Our goal in completing this project is to provide a safer, quality playing environment for the public. The City submitted an Invitation to Quote (ITQ) #PR2014-08 on Thursday, September 18, 2014 for "Resurface Tennis, Handball and Yz Basketball Courts at Brewer Park". Four (4) submittals were received; FLAF Sports Services, Inc. is the lowest bidder and is in compliance with the terms of the ITQ. VENDORS & BID AMOUNT: Please find below a breakdown of all submitted proposals. VENDORS BID AMOUNT FLAF SPORTS SERVICES, INC. $13,717 FAST-DRY COURTS (ALTERNATE) $15,400 FAST DRY COURTS $16,500 SPORTS SURFACES $17,490 FLAF SPORTS SERVICES, INC (W/FIBER GLASS MESH) $17,567 MCCOURT CONST. $18,300 EXPENSE: Amount not to exceed $15,775. To account for any unknown factors that may arise, a 15% contingency over the proposal of $13,717 is requested. CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER THE CITY OF PLEASANT LIVING INTER-OFFICE MEMORANDUM FUNO& ACCOUNT: The expenditure shall be charged to the Parks and Recreation Capital Improvement account number 301-2000-572-6450, which has a balance of $590,000 before this request was made. AnACHMENTS: Resolution for approval Pre-Bid Conference Sign-In Sheet Bid Opening Report FLAF Sports Services, Inc. Proposal SunBiz - FLAF Sports Services, Inc. Demand Star Results General Contract 1 RESOLUTION NO.: _________ 2 A Resolution authorizing the City Manager to negotiate and enter into a 3 contract with FLAF Sports Services, Inc. for tennis, basketball and hand-ball 4 court resurfacing at Brewer Park. 5 WHEREAS, City staff from the Parks and Recreation Department conducted an assessment at 6 Brewer Park and determined that two (2) tennis courts, one (I) basketball half court and two (2) hand- 7 ball courts require resurfacing and painting; and 8 WHEREAS, the City submitted an Invitation to Quote (ITQ) #PR20 14-08 on Thursday, 9 September 18, 2014 for "Resurface Tennis, Hand-ball and Y2 Basketball Courts at Brewer Park;" and 10 WHEREAS, four (4) submittals were received; FLAF Sports Services, Inc. is the lowest bidder 11 and is in compliance with the terms of ITQ #PR20 14-08. 12 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY 13 COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: 14 Section I. The City Manager is authorized to negotiate and enter into a contract with FLAF 15 Sports Services, Inc., for an amount not to exceed $13,717 for resurfacing and painting of the tennis, 16 basketball and hand-ball courts at Brewer Park. The City Manager is also authorized to expend an 17 additional 15% of the contract price for unforeseen conditions. Funding for this project will come from 18 the Parks and Recreation Capital Improvement account 301-2000-572-6450, with a current balance of 19 $590,000. A copy of the contract is attached. 20 Section 2. Severability. If any section clause, sentence, or phrase of this resolution is for any 21 reason held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect 22 the validity of the remaining portions of this resolution. 23 Section 3. Effective Date. This resolution shall become effective immediately upon adoption 24 by vote of the City Commission. 25 26 PASSED AND ADOPTED this __ day of ______, 2014. 27 28 ATTEST: APPROVED: 29 30 31 CITY CLERK MAYOR 32 33 READ AND APPROVED AS TO FORM, COMMISSION VOTE: 34 LANGUAGE, LEGALITY AND Mayor Stoddard: 35 EXECUTION THEREOF Vice Mayor Harris: 36 Commissioner Edmond: 37 Commissioner Liebman: 38 CITY ATIORNEY Commissioner Welsh: CITY OF SOUTH MIAMI INVITATION TO QUOTE ITQ #PR2014·08 LUMP SUM PROPOSAL Resurface Tennis, Handball and 1/2 SUBMITTED TO: City Clerk PROJECT: Basketball Courts at Brewer Park NAME: Maria Menendez, CMC ADDRESS: Brewer Park; 6300 SW 56 Street ADDRESS: 6130 Sunset Drive CITY/STATE: South Miami, FI 33143 CITY/STATE: --:M""i~a;"m';:;'i,;;;:F~lo~r';'idi"-a:':3"::3':-134::-::---------------- ISSUE DATE: PHONE: 305·663·6339 E·MAIL: [email protected]. INon-MANDATORY PRE-QUOTE MEETlNG: lhur$day, Septrllnbet25,2014at lOAM I DUE DATE: qUOTE SUBMISSION REqUIREMENTS: Quotes submitted after 10 AM on the due date will not be accepted unless otherwise specified in the quote document of a time change. All quotes will be submitted to the City Clerks Office in a sealed envelope. The label on the envelope needs to read as follows: City of South Miami Maria M. Menendez, CMC 6130 Sunset Drive South Miami, Fl. 33143 Project Name: Resurface Tennis, Handball & 1/2 Basketball Court Must input project name. If label does not have all information above your quote will not be accepted • . INSURANCE REqUIREMENTS: The CITY'S insurance requirements are attached (Exhibit 1). As a condition of award, the awarded vendor must provide a certificate of insurance naming the city as additional insured. AFFIDAVITS REqUIRED WITH SUBMITTAL: (Exhibit 21 Respondents must complete and submit with your quote affidavits provided in Exhibit 2. qUESTIONS: Any Requests for additional information or questions must be in writing, emailed by 10 AM local time on September 29,2014 to1he attention of Mr. Steven Kulick, Purchasing Manager at [email protected]. SCOPE OF WORK DESCRIPTION (TO BE COMPLETED BY CITY): REFER TO "SCOPE OF SERVICES," COPY ATTACHED (Ii Bids will only be accepted that include quotations during regular workIng hours. DESCRIPTION OF WORK TO BE PERFORMED BY CONTRACTOR: Item Number Item Description Unit Refer to "Scope of Services," CoPY Attached South Miami, FL33143. Deadline to submit Is: October 1, 2014 at lOAM. PrintlType Name: Phone: Signature: Date: E-mail: Fax: Firm Name: F.E.I.N. No.: " ':5'7 -- t 1" Address: City: (:Q&'Mr' O~'L, THE EXECUTION OFTHIS roRM CONSTfTlITES THE UNEQUIVOCAL OffER Of PROPOSERTO BE BOUND BVTHE TERMS OF ITS PROPOSAL FAILURE TO SIGN THIS SOLICITATION WHERE INDICATED ABOVE BY AN AUTHORIZfO REPRESENTATIVE SHAll RENDER THE PROPOSAL NOH·RESPOHSIVE. THE CITV MAY, HOWEVER, IN fTS SOLE DISCRETION, ACCEI'T ANY PROPOSAL THAT IHCLUDfS AN EXfCUTED DOCUMENT WHICH UNEQUIVOCALLY BINOS TH£ PROPOSER TO THETERMS Of fTS OffER. THE mY'S REQUEST fOR QUffiES IS fORTHE lOWEST AND MOST RESPONSIVE PRICE. THE CITY RESERVES THE RIGHTTO AWARD THE PROJEcrTO THE FIRM CONSIDERED THE B£sr TO SERVE THE ClTY'S INTEREsr. L BERVICES,INC TENNIS COURTS SURFACING BASKETBALL - VOLLEYBALL - SHUFFLEBOARD· HOCKEY 5139 Stagecoach Dr Coconut creek, fI 33073 Phone: 954-806-3276 • Fax: 954-780-7046 www.flafss.com • email: [email protected] September 30, 2014 ITQ #·PR·2014·Q8 Brewer Park - 6300 Southwest 56 Street, South Miami, Florida 33143 Proposal: Resurface Two (2) Tennis. iwo (2) Handball and one (1) 'h Basketball Courts Thank you for giving FLAF Sports Services the opportunity to present a quote on your Two (2) Tennis, iwo (2) Handball and one (1) 1f.z Basketball Courts Resurfacing. Acrylic System to be used: LA YKOLD Acrylic System manufactured by Advanced Polymer Technology. SCOPE OF WORK Two (2) Tennis Courts Resurfacing - area 240' x 60' approx.. Pressure clean to remove mildew and dirt Flood courts to find out areas with mayor depressions. Level and repair any depressions greater than 1/8" with 100% Acrylic Court Patch. Note: Hard Courts must have a slope of 1% in order to allow removal of water. .... Roll entire court area with mechanical roller to smooth surface imperfections. Grind court surface. Power blow court surface. Apply one (I) coat of Acrylic Black Resurfacer (100% Acrylic)** Apply three (3) Color Coats (100% Acrylic)** Color: Dork Bluei Medium Green (suggested) bu1 colors to be gecided by owner. If you would like to change current courts colors, please visit 'f!WW,flafss.com to choose your own colors. Paint specifications can be provided upon request. SOnd and paint net posts. Reinstall net posts. Seal and Paint 2" white lines to national standards for Tennis. Nets Installation - Two (2) nets will be provided to customer for FREE. At resurfacing time only. Two (2) HangpgU & One (1) y:~ Basketball CourtsR§slJrfaclng- areg 100; x 60' opprox.; Pressure clean to remove mildew and dirt from courts flood courts to find out areas with mayor depressions. Level and repair any depressions greater than 1/8" with 100% Acrylic Court Patch, including areas with tree root intrusion by cutting and replacing with fresh asphalt. Note: Hard Courts must have a slope of 1% in order to allow removal of water. .....* Roll entire court area with mechanical roller to smooth surface imperfections. Grind court surface. Power blow court surface. Apply two (2) coat of Acrylic Block Resurfacer (100% Acrylic)** Apply iwo (2) Color Coats (100% Acrylic)** Color: Dark Blu§l M§diurnCreen (suggested) but colors fo Pe deciged b~ owner. If you would like to change current courts colors, please visit www.nafss.<:omtochooseyourowncolors.Paint speCifications can be provided upon request. Seal and Paint basketball lines per Florida High School Athletic Association (FHSAA) standards. (Includes three point line) Total Value for resurfacing (Labor and Material Included): $13,717.00 (Thirteen thousand seven hundred seventeen dollars).
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