C2E-Award Contracts Purchase And Delivery Of Rock Soil And SandCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts Pursuant To Invitation To Bid No. 10-11/12, For The Purchase
And Delivery Of Rock, Soil, And Sand To The Following Vendors: Austin Tupler Trucking Inc., Florida
Superior Sand, Inc., G7 Holding, Inc., And Pro-Grounds Productions Inc., In The Estimated Annual
Amount Of$ 159,000.
Key Intended Outcome Supported:
Ensure Well-Maintained Facilities and Ensure Well-Maintained Infrastructure.
Supporting Data (Surveys, Environmental Scan, etc.) N/A
Issue:
Shall the Mayor and City Commission approve the award of contracts?
Item Summary/Recommendation:
The purpose of Invitation to Bid (IT B) No. 10-11/12 was to establish contract(s), by means of sealed bids,
for the supply and delivery of rock, soil and sand on an as-needed basis, from a source(s) of supply that
will give prompt and efficient service.
This contract(s) shall remain in effect for one (1) year from the date of contract execution by the Mayor and
City Clerk. Providing the successful bidder(s) will agree to maintain the same price, terms and condition of
the current contract, this contract may be renewed, at the sole discretion of the City, through its City
Manager, for two (2) additional one (1) year terms.
ITB No. 10-11/12 was issued on February 14, 2012, with a bid opening date of March 21, 2012. A pre-bid
conference was held on February 21, 2012, and two (2) addenda were issued to provide additional
information and respond to all questions submitted by the prospective bidders.
Funding subject to Fiscal Year 2012/2013 Budget Approval.
APPROVE THE AWARD OF CONTRACT.
Board Recommendation:
Source of
Funds:
OBPI
$24,000
$20,000
$15,000
$159,000
I Impact Summary:
rk's Office Le islative Trackin
ulla
Si n-Offs:
Department
MIAMI BEACH
Account
ter and Sewer Account No. 425-0410-000342
iami Beach Golf Course Account No. 011-0970-000343
ater and Sewer Account No.425-0420-000342
Normandy Shores Golf Course Account 011-0975-000343
ndscape Maintenance Account No. 011-0940-000343
torm Water Account No. 427-0427-000342
64
r
AGENDA ITEM___;:.......:....:...=:::......_.._
DATE _...f,.......L.;~,s._;:;;;_
(9 MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Co sion
FROM: Kathie G. Brooks, Interim City Manager
DATE: September 12, 2012
SUBJECT: REQUEST FOR APPROVAL TO AWARD CONTRACTS PURSUANT TO INVITATION
TO BID N0.10-11/12, FOR THE PURCHASE AND DELIVERY OF ROCK, SOIL, AND
SAND TO THE FOLLOWING VENDORS: AUSTIN TUPLER TRUCKING INC.,
FLORIDA SUPERIOR SAND, INC., G7 HOLDING, INC., AND PRO-GROUNDS
PRODUCTIONS INC., IN THE ESTIMATED ANNUAL AMOUNT OF $159,000.
ADMINISTRATION RECOMMENDATION
Approve the award of contracts.
KEY INTENDED OUTCOME
Ensure Well-Maintained Facilities and Infrastructure.
FUNDING
Funding will be provided from the following Accounts for Fiscal Year 2012/2013:
$ 38,000
$ 32,000
$ 30,000
$ 24,000
$ 20,000
$ 15,000
$159,000
ANALYSIS
Water and Sewer Account No. 425-0410-000342
Miami Beach Golf Course Account No. 011-0970-000-343
Water and Sewer Account No.425-0420-000342
Normandy Shores Golf Course Account 011-0975-000-343
Landscape Maintenance Account No. 011-0940-000343
Storm Water Account No. 427-0427-000342
The purpose of Invitation to Bid (ITB) No. 10-11/12 was to establish contract( s ), by means of sealed
bids, for the supply and delivery of rock, soil and sand on an as-needed basis, from a source(s) of
supply that will give prompt and efficient service.
The ITB consisted of the following three sections: Public Works delivery during regular hours, Public
Works delivery after hours, and Parks and Recreation delivery of materials during regular hours.
This contract(s) shall remain in effect for one (1) year from the date of contract execution by the
Mayor and City Clerk. Providing the successful bidder(s) will agree to maintain the same price, terms
and condition of the current contract, this contract may be renewed, at the sole discretion of the City,
through its City Manager, for two (2) additional one ( 1) year terms.
65
Commission Memorandum -ITB 10-11112 Purchase and Delivery of Rock, Soil and Sand
September 12, 2012
Page 2
ITB PROCESS
ITB No. 10-11/12 was issued on February 14,2012, with a bid opening date of March 21,2012. A
pre-bid conference was held on February 21, 2012, and two (2) addenda were issued to provide
additional information and respond to all questions submitted by the prospective bidders.
Bid net issued bid notices to 88 prospective bidders, which resulted in the receipt of the following five
(5) bids:
• Allied Trucking of Florida
• Austin Tupler Trucking, Inc.
• Florida Superior Sand, Inc.
• G? Holding, Inc.
• Pro-Grounds Products, Inc.
The ITB stipulated that award of this contract may be presented to the lowest and best bidders, as
defined in General Conditions 1.38. Should the primary vendor fail to comply with the terms and
conditions of this Bid, the City reserves the right to award to the secondary vendor if it is deemed to
be in the best interest of the City.
Prices were submitted on the estimated annual quantity per tonnage, at firm, fixed rates. Please
refer to Appendix "A" for tabulated results for each item.
EVALUATION PROCESS
The Technical Review Panel {the "Panel") consisting of the following City staff members met on
June 26, 2012, to discuss each company's bid:
• Carlos DaCruz, Office Associate V, Parks and Recreation Department
• Martha Torres, Warehouse Supervisor, Public Works Department
The Panel recommended Austin Tupler as the lowest and best bidder for Public Works regular
hours. The following prices were submitted by Austin Tupler. The following table shows the primary
and secondary awards for these items.
Public Works Regular Hours AUSTIN TUPLER
Items Total Approx.
Concrete Screening
nd 3,400 $16.11 $54,774.00
Crushed Lime Rock
Base
Ballast Rock # 4
Pea Rock
A.S.T. M. Rock# 57
66
ALLIED TRUCKING, INC.
ce Total
$ 18.50 $62,900.00
Commission Memorandum -ITB 10-11112 Purchase and Delivery of Rock, Soil and Sand
September 12, 2012
Page 3
G? Holding, Inc., was the only bidder that submitted prices for emergency/after hours prices for
Public Works Department, as noted below:
Public Works Emergency Hours G7 HOLDING, INC.
Approx. Unit Price Total Items Tonnage
Concrete Screening Sand 3,400 $26.82 $91,188.00
Crushed Lime Rock Base 2 000 $20.45 $40,900.00
Ballast Rock # 4 600 $26.82 $16,092~
Pea Rock 600 $26.82 $16 092.
A.S.T. M. Rock# 57 1 '1 00 $26.82 $29,502.00
The Panel recommended Pro-Grounds Products and Florida Superior Sand, as the lowest and best
bidder for the Parks and Recreation Department. The following table shows the primary and
secondary award for each item:
Parks and Recreation Regular Hours
nd USGA Medium Dressin
75
5
3
8
5
5
7
800
1080
Florida Superior Sand
Unit Price Total
Pro-Grounds Products,
Inc.
Unit Price Total
*Florida Superior proposed J-Angle Bunker sand as an alternate material for G-Angle Bunker Sand.
Therefore, the Procurement Division, at the request of the Parks and Recreation Department,
instructed Florida Superior Sand, Inc., to provide a sample and specifications for J-Angle Bunker
67
Commission Memorandum-ITB 10-11/12 Purchase and Delivery of Rock, Soil and Sand
September 12, 2012
Page4
Sand for evaluation. On August 2, 2012, Florida Superior Sand's sample was sent to Tifton Physical
Soil Testing Laboratory, Inc., for testing and to determine if it met United States Golf Association
(USGA) recommendations. The report concluded that the FSS J-Angle Bunker Sand was rated
"outstanding" in the seven guidelines that the USGA recommends for selecting bunker sand.
Austin Tupler. Trucking, Inc.
Austin Tupler Trucking, Inc. (Austin Tupler) has been in business for 56 years and has been
servicing the City on the latest contract, which has already expired. The performance evaluation
submitted by the Public Works and Parks and Recreation Departments for Austin Tupler regarding
their ongoing services with the City where favorable and indicated that the quality of the work
performed was satisfactory.
Florida Superior Sand. Inc.
Florida Superior Sand, Inc., commenced operations in 1987 and has been servicing the City on the
latest contract. The performance evaluation submitted by the Public Works Department was
favorable and indicated that the quality of the work performed was also satisfactory.
G7 Holdings, Inc.
G7 Holdings, Inc. has been in business for 12 years. G? customers include Bouygues Civil Works,
Balzebre Children Trust, Inc., Tech America and APS Construction. Performance evaluations
received noted that their services were favorable and indicated that the quality of the work
performed was satisfactory.
Pro-Grounds Products, Inc
Pro-Grounds Products, Inc., has been in business for the nine (9) years and has been servicing the
City on the latest contract. The performance evaluation submitted by the Parks and Recreation
Department for Pro-Grounds regarding their ongoing services with the City was favorable and
indicated that the quality of the work performed was satisfactory.
CONCLUSION:
Based on the aforementioned, the Administration recommends that the Mayor and City Commission
award contracts pursuant to Invitation to Bid (ITB) No. 10-11/12 for the purchase and delivery of
rock, soil, and sand to the following vendors: Austin Tupler Trucking, Inc., Florida Superior Sand,
Inc., G7 Holding, Inc., and Pro-Grounds Production, Inc., in the estimated annual amount $159,000.
T:\AGENDA\2012\9-12-12\ITB-10-11-12 Rock Soil and Sand Memo.doc
68
APPENDIX "A"
Note the following regarding Regular Prices items for Parks And Recreation : (1) Item No. 1 was no longer needed; (2) Items No.2, 19, and 26 were
duplicated; (3) Items No.3 and 20 were duplicated; (4) Item No.9 was the same as item 5 for Pubic Works and was awarded to Austin Tupler which was
the lowest bidder.
69