Resolution 2022-32065RESOLUTION NO. 2022-32065
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO INVITATION TO BID (ITB) 2022-163-AY, TO
ESTABLISH A POOL OF SUPPLIERS FOR AGGREGATE, TOPSOIL, AND
SAND TO EXPEDITE THE SELECTION OF SUPPLIERS FOR FUTURE
PROJECTS, AND TO APPROVE THE INITIAL VENDOR IN THE POOL OF
QUALIFIED SUPPLIERS: FLORIDA SUPERIOR SAND, INC.; FURTHER,
AUTHORIZING THE CITY MANAGER TO KEEP THE ITB OPEN FOR THE
PURPOSE OF PREQUALIFYING ADDITIONAL SUPPLIERS, AND
DELEGATING TO THE CITY MANAGER THE AUTHORITY TO ADD OR
REMOVE SUPPLIERS TO THE POOL, PROVIDED THAT SUCH SUPPLIERS
MEET THE REQUIREMENTS OF THE ITB; AND FURTHER PROVIDING THAT
ANY PURCHASE IN EXCESS OF $100,000 SHALL BE SUBJECT TO THE
PRIOR APPROVAL OF THE CITY COMMISSION.
WHEREAS, on December 23, 2021, the City issued an Invitation to Bid 2022-163-AY
(the "ITB") to establish a contract, by means of sealed applications, with qualified suppliers for
the establishment of a prequalified pool of aggregate, topsoil, and sand; and
WHEREAS, on January 13, 2022, a sole bid was received from Florida Superior Sand,
Inc.; and
WHEREAS, the ITB stipulates that all qualified vendors which meet or exceed the
prequalification criteria established in the solicitation would be placed on a prequalification list
accessible by various City departments to obtain price quotations for the required services; and
WHEREAS, in its due diligence, the Procurement Department found that Florida
Superior Sand, Inc. met the requirements of the ITB; and
WHEREAS, the prequalified contractors list is included in Exhibit "A" to the commission
memorandum accompanying this Resolution; and
WHEREAS, as needed, the City will seek quotes from all prequalified contractors for the
services required; and
WHEREAS, purchases of $100,000 or less require the approval of the City Manager or
the City Manager's designee, while purchases exceeding $100,000 must be submitted to the
City Commission for approval; and
WHEREAS, to maximize competition among the prequalified vendors, the Administration
recommends that the ITB remain open, to permit the City Manager to qualify additional
contractors as part of the pool, provided that such contractors meet all of the requirements of
the ITB.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager, pursuant to Invitation to
Bid (ITB) 2022-163-AY, to establish a pool of suppliers for aggregate, topsoil, and sand to
expedite the selection of suppliers for future projects, and to approve the initial vendor in the
pool of qualified, suppliers: Florida Superior Sand, Inc.; further authorize the city manager to,
keep the ITB open for the purpose of prequalifying additional suppliers, and delegating to _the
City Manager the authority to add or remove suppliers to the pool, provided that such suppliers
meet the requirements of the itb; and further provide that any purchase in excess of $1.00,000
shall be subject to the prior approval of the City Commission.
AlarGl,
PASSED AND ADOPTED this 9 day of 2022.
ATTEST:
MAR 1 4
Dan Gelber, Mayor
Rafael E. Granado, City Clerk ;...... .,
'. '.INCORP ORATB
APPROVED AS TO
FORM & LANGUAGE
& FOR. EXECUTION
3
City Attorney ZVI Date
Resolutions - C7 H
MIAMIBEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: March 9, 2022
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER, PURSUANT TO INVITATION TO BID (ITB) 2022-163-
AY, TO ESTABLISH A POOL OF SUPPLIERS FOR AGGREGATE,
TOPSOIL, AND SAND TO EXPEDITE THE SELECTION OF SUPPLIERS
FOR FUTURE PROJECTS, AND APPROVE THE INITIAL POOL OF
QUALIFIED SUPPLIERS: FLORIDA SUPERIOR SAND, INC.; FURTHER,
AUTHORIZING THE CITY MANAGER TO KEEP THE ITB OPEN FOR THE
PURPOSE OF PREQUALIFYING ADDITIONAL SUPPLIERS, AND
DELEGATING TO THE CITY MANAGER THE AUTHORITY TO ADD OR
REMOVE SUPPLIERS TO THE POOL, PROVIDED SUCH SUPPLIERS
MEET THE REQUIREMENTS OF THE ITB.
W*L*rdL1_ ., •
It is recommended that the Mayor and City Commission approve the Resolution authorizing the
Administration, pursuant to Invitation to Bid (ITB) 2022-163-AY, to establish a pool of suppliers
for aggregate, topsoil, and sand to expedite the selection of suppliers for future projects, and
approve the initial pool of qualified suppliers: Florida Superior Sand, Inc. The Resolution further
authorizes the City Manager to keep the ITB open for the purpose of prequalifying additional
suppliers, and delegating to the City Manager the authority to add or remove suppliers ;to the
pool, provided such suppliers meet the requirements of the ITB. Further, any purchase in excess
of $100,000 shall be subject to the prior approval of the City Commission.
This solicitation is currently under the cone of silence.
BACKGROUND/HISTORY
The City of Miami Beach requires the supply and delivery of aggregate, topsoil, and sand to the
City on an as -needed basis. When applicable, all materials supplied to the City under this
contract shall meet the FDOT Standard Specifications for Road and Bridge Construction
requirements, most recent edition.
On April 1, 2019, the City issued Invitation to Bid (ITB) 2019-136-AY for Aggregate, Top Soil,
and Sand. On May 8, 2019, the Mayor and City Commission awarded contracts to the lowest
bidder(s). The City's current contract for these services expires in May 2022. Therefore, the
Page 157 of 874
City is seeking a replacement contract for these services. The annual estimated budget for
these services is $240,000.
Accordingly, the Administration seeks to prequalify vendors to address the operations needed
for the user departments. In accordance with City policy, for purchases up to $100,000, the
approval of the City Manager or designee will be required in accordance with the City Manager's
existing delegated procurement authority under the City Code; purchases exceeding $100,000
will be submitted to the City Commission for consideration and approval.
ANALYSIS
On December 23, 2021, the Invitation to Bid (ITB) 2022-163-AY for pre -qualification pool for
aggregate, topsoil, and sand was issued. The Procurement Department issued bid notices to
5,063 companies utilizing the Citys e-procurement platform. Eight (8) prospective bidders
accessed the advertised solicitation. ITB responses were due and received on January 13,
2022. The City received a sole proposal from. Florida Superior Sand, Inc.
The ITB stated that following the review of applications, the responsive and responsible
bidder(s) meeting all terms and conditions of the ITB will be recommended for -award. In its due
diligence, the Procurement Department found that Florida Superior Sand, Inc. has been
deemed responsive and responsible to the terms and conditions of the .ITB and is
recommended for award. While only one response was received by the initial deadline, the
period for submitting applications will remain open and additional contractors, with the approval
of the City Manager, may be added to the list of prequalified firms. Further, the Administration
will not request quotes pursuant to this prequalification until there are a minimum of three (3)
prequalified contractors in the pool.
SUPPORTING SURVEY DATA
Based on the 2019 resident surrey, 80.8% strongly agree that they are satisfied with the
maintenance of parks. In particular, 29.3% of the survey submitted an "excellent' response. To
increase satisfaction, the City intends to contract with qualified professionals to provide
aggregate, topsoil, and sand to parks and playgrounds within the City limits.
FINANCIAL INFORMATION
The pool of prequalified contractors for the purchase of aggregate, topsoil, and sand will ensure
that ,projects are awarded in a competitive manner that maximizes available funds. The costs of
the related services are an estimated annual budget of $170,000. Grant funding will not be
utilized for this project.
CONCLUSION
I concur with staff that it is in the City's best interest to have a pool of prequalified suppliers for
aggregate, topsoil, and sand from which proposals can be sought on an "as needed" basis.
Otherwise, redundant and time-consuming efforts would be required to seek proposals and
qualify vendors each time a need was identified. In order to continue to maximize competition by
continuing to add suppliers, I recommend that the period for submitting applications be
extended to be consistent with the term of the contract. New applicants that meet the ITB
requirements will be added to the pool. Suppliers that do not perform well will be removed from
the pool.
Therefore, I recommend that the Mayor and City Commission of the City of Miami Beach,
Page 158 of 874
Florida, approve the Resolution, accepting the recommendation of the City Manager, pursuant
to Invitation To Bid (ITB) 2022-163-AY, to establish a pool of suppliers for aggregate, topsoil,
and sand to expedite the selection of suppliers for future projects, and approve Florida Superior
Sand, Inc. to be added to the pool of prequalified suppliers; further, authorizing the City
Manager to keep the ITB open for the purpose of prequalifying additional suppliers, and
delegating to the City Manager the authority to add or remove suppliers to the pool, provided
such suppliers meet the requirements of the ITB. Further, any purchase in excess of $100,000
shall be subject to the prior approval of the City Commission.
Applicable Area
Citywide
Is this a "Residents Right Does this item utilize G.O.
to Know" item, pursuant to Bond Funds?
City Code Section 2-14?
Yes No
Strategic Connection
Non -Applicable
Legislative Tracking
Parks and Recreation/Procurement
ATTACHMENTS:
Description
o resolution
Page 159 of 874
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER,
PURSUANT TO INVITATION TO BID (ITB) 2022-163-AY, TO ESTABLISH A POOL OF
SUPPLIERS FOR AGGREGATE, TOPSOIL, AND SAND TO EXPEDITE THE SELECTION OF
SUPPLIERS FOR FUTURE PROJECTS, AND APPROVE THE INITIAL POOL OF QUALIFIED
SUPPLIERS: FLORIDA SUPERIOR SAND, INC.; FURTHER, AUTHORIZING THE CITY
MANAGER TO KEEP THE ITB OPEN FOR THE PURPOSE OF PREQUALIFYING
ADDITIONAL SUPPLIERS, AND DELEGATING TO THE CITY MANAGER THE AUTHORITY
TO ADD OR REMOVE SUPPLIERS TO THE POOL, PROVIDED SUCH SUPPLIERS MEET
THE REQUIREMENTS OF THE ITB; AND FURTHER PROVIDING THAT ANY PURCHASE IN
EXCESS OF $100,000 SHALL BE SUBJECT TO THE PRIOR APPROVAL OF THE CITY
COMMISSION.
WHEREAS, on December 23, 2021, the City issued an Invitation to Bid 2022-163-AY
(the "ITB") to establish a contract, by means of sealed applications, with qualified suppliers for
the establishment of a prequalified pool of aggregate, topsoil, and sand; and
WHEREAS, on January 13, 2022, a sole bid was received from Florida Superior Sand,
Inc.; and
WHEREAS, the ITB stipulates that all qualified vendors which meet or exceed the
prequalification criteria established in the solicitation would be placed on a prequalification list
that may be accessed by various City departments to obtain price quotations for the required
services; and
WHEREAS, in its due diligence, the Procurement Department found that Florida
Superior Sand, Inc. met the requirements of the ITB; and
WHEREAS, the prequalified contractors list is included in Exhibit "A" to the commission
memorandum accompanying this Resolution; and
WHEREAS, when a need arises, the City will seek quotes from all prequalified
contractors for the services required; and
WHEREAS, for purchases up to $100,000, the approval of the City Manager or designee
will be required in accordance with the City Manager's existing delegated procurement authority
under the City Code; purchases exceeding $100,000 will be submitted to the City Commission
for consideration and approval; and
WHEREAS, to maximize competition among the prequalified vendors, the Administration
is recommending that the ITB remain open, to permit the City Manager to qualify additional
contractors as part of the pool, provided that such contractors meet all of the requirements of
the ITB.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept
the recommendation of the City Manager, pursuant to Invitation To Bid (ITB) 2022-162-AY, to
establish a pool of vendors for bonded aggregate services to expedite the selection of vendors
for future projects, and approve the initial pool of qualified vendors: Florida Superior Sand, Inc.;
Page 160 of 874
further, authorizing the City Manager to keep the ITB open for the purpose of prequalifying
additional vendors, and delegating to the City Manager the authority to add or remove vendors
to the pool, provided such vendors meet the requirements of the ITB; and further providing that
any purchase in excess of $100,000 shall be subject to the prior approval of the City
Commission.
PASSED AND ADOPTED this
ATTEST:
RAFAEL E. GRANADO, CITY CLERK
day of 2021.
DAN GELBER, MAYOR
Page 161 of 874