HomeMy Public PortalAbout21-9904 Secure H&R Paving fo Temporary Roadway RepairSponsored by: City Manager
RESOLUTION NO. 21-9904
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF OPA-LOCKA, FLORIDA, RATIFYING THE CITY
MANAGER'S EMERGENCY DECISION TO SECURE H&R
PAVING, INC. FOR TEMPORARY ROADWAY
RESURFACING REPAIRS ON CAIRO LANE WITHIN THE
CITY; AUTHORIZING ROADWAY REPAIRS, IN AN
AMOUNT OF TWO HUNDRED FORTY EIGHT
THOUSAND, FIVE HUNDRED DOLLARS ($248,500);
PROVIDING FOR INCORPORATION OF RECITALS;
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, Cairo Lane, located in the southwest section of the City of Opa-
locka ("City"), runs north and south. It is limited to the north by NW 135th Street and
by the NW 127th Street Canal on the south. A portion of the street was a part of a 50 -
acre lake fill known as Milton's Dump, which was in operation from 1966 to 1981. This
lake fill causes soil instability, which when added to the lack of drainage systems and
the frequency of heavy traffic, deteriorates street conditions, causing safety issues for
the adjacent business owners and other users of the roadway; and
WHEREAS, to remedy the emergency safety issue and make the street suitable
for travel, the City Manager secured H&R Paving, Inc., by accepting Contractor's
proposal to repair the roadway for Two Hundred Forty -Eight Thousand, Five
Hundred Dollars ($248,500.00), attached hereto as Exhibit "A", to provide a
temporary repair until the major Roadway and Drainage Improvement Project for
Cairo Lane can be completed; and
WHEREAS, due diligence efforts were made to secure the services for a
reasonable amount and the City Manager considered that Miami -Dade County
previously awarded a contract to H&R Paving Inc. for roadway resurfacing services
and sidewalk installation in January of this year; and
WHEREAS, the City Manager recommends that the City Commission ratifies
the execution of a contract for Two Hundred Forty -Eight Thousand, Five Hundred
Dollars ($248,500.00) with H&R Paving, Inc. for emergency services
WHEREAS, the City Commission finds that it is in the best interest of the City
and its residents to ratify the City Manger's decision to secure emergency resurfacing
repair work from H&R Paving, Inc. at the rates set forth herein as Exhibit "B".
Resolution No. 21-9904
NOW THEREFORE BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA-LOCKA, FLORIDA:
Section 1. ADOPTION OF REPRESENTATIONS: The foregoing whereas
paragraphs are hereby ratified and confirmed as being true, and the same are
hereby made a specific part of this Resolution.
Section 2. RATIFICATION OF CITY MANAGER EMERGENCY
PROPOSAL ACCEPTANCE: The City Commission of the City of Opa-Locka,
Florida hereby ratifies the City Manger's emergency acceptance of a proposal
from H&R Paving, Inc. for the provision of temporary road repair on Cairo
Lane in an amount of Two Hundred Forty Eight Thousand, Five Hundred
Dollars ($248,500.00) at the rates set forth in Exhibit "B".
Section 3. Sections of this Resolution may be renumbered or re -lettered and
corrections of typographical errors which do not affect the intent may be
authorized by the City Manager, or the City Manager's designee, without need
of public hearing, by filing a corrected copy of same with the City Clerk.
Section 4. This Resolution shall take effect immediately upon adoption and is
subject to the approval of the Governor or his designee.
PASSED AND ADOPTED this 8th day of September, 2021.
Matthew A. F Batt, Mayor
ATTEST:
Joa a Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICINCY:
Burnadette Norris
City Attorney
2
Resolution No. 21-9904
Moved by: Vice Mayor Williams
Seconded by: Commissioner Davis
VOTE: 5-0
Commissioner Taylor YES
Commissioner Bass YES
Commissioner Davis YES
Vice -Mayor Williams YES
Mayor Pigatt YES
3
City of Opa-locka
Agenda Cover Memo
Department
Director:
Airia Austin
Department
Director
Signature:
IPther
City
Manager:
John E. Pate
CM Signature:
Commission
Meeting
Date:
09/08/2021
Item Type:
(EnterX in box)
Resolution
X
Fiscal
Impact:
(EnterX in box)
Yes
No
Ordinance Reading:
(EnterX in box)
1st Reading
2nd Reading
X
Public Hearing:
(Enter X in box)
Yes No
Yes
No
X
X
Funding
Source:
dccount# :
(Enter Fund & Dept.)
Ex:
See Financial
Impact Section
Advertising Requirement:
(Enter X in box)
Yes
No
X
Contract/P.O.
Required:
(Enter X in box)
Yes
No
RFP/RFQ/Bid#:
X
Strategic
Plan Related
(EnterX in box)
Yes
No
Strategic Plan Priority Area:
Enhance Organizational
Bus. & Economic Dev El
Public Safety ■
Quality of Education El
Qual. of Life & City Image •
Communication Ili
Strategic Plan Obj./Strategy:
(list the specific objective/strategy this
item will address)
X
Sponsor
Name
City Manager
Department:
City Manager
Short Title:
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA TO RATIFY THE EMERGENCY
ROADWAY REPAIR ON CAIRO LANE
Staff Summary:
Cairo Lane, located in the southwest section of the City of Opa-Iocka, runs north and south. It is limited
to the north by NW 135th Street and by the NW 127th Street Canal on the south. A portion of the
street was part of a 50 -acre lake fill known as Milton's Dump, in operation from 1966 to 1981. This
lake fill causes soil instability, which when added to the lack of drainage systems and the frequency
of heavy traffic, deteriorates street conditions, causing safety issues for the adjacent business owners
and other users of the road.
To remedy the emergency safety issue and make the street transitable, the City Manager secured H&R
Paving, Inc, by accepting Contractor's proposal to repair the roadway for $248,500.00 and provide
an interim repair until the major Roadway and Drainage Improvement Project for Cairo Lane can be
completed.
Financial Impact
Account
Description
Available
Project
Remaining
Balance
44-541820
Cairo Lane
*
S248,500
NA
* This account is currently unfunded, Forthcoming Budget Amendment #4 will add $248,500 for this
project to be funded by a transfer of this amount from General Fund Contingency, which currently
has a balance of $1,038,654.
Proposed Action:
Staff recommends the City Commission to ratify the emergency acceptance of proposal from H&R
Paving, Inc. for the interim paving of Cairo Lane to mitigate safety issues on this roadway.
Attachment:
1. Agenda
2. Proposal provided by H&R Paving, Inc
3. Pictures of Cairo Lane
4. Emergency Declaration Memo for Cairo Lane
1955 N.W. 110 Ave., Miami, FL 33172
Telephone: (305) 261-3005
Fax: (305) 592-6079
LICENSED AND INSURED
TO
CITY OF OPA LOCKA
780 FISHERMAN ST
OPA LOCKA, FL. 33054
CONTACT
CARLOS
PROPOSAL
QUOTE NO.
AR071823
DATE:
07/08/21
JOB
CAIRO LANE
PHONE
We hereby propose to furnish all labor, material, equipment and insurance, SUBJECT TO ALL TERMS AND CONDITIONS AS
SET FORTH ON BOTH SIDES OF THIS PROPOSAL, AS FOLLOWS:
1. INSTALL APPROX 4 " OF NEW LINE -ROCK TO AREA APPROX 2500' X 24'
INCLUDING SPREADING AND COMPACTING .
2. INSTALL 2" OF ASPHALT SP 12.5 IN (1) LIFT
3. MILL AREA APPROX 100' X 24 '
4. M.O.T AS NEEDED
5. ASPHALT WORK TO BE DONE AT NIGHT.
$ 248,500.00
We hereby propose to furnish labor and materials - complete in accordance with the above specifications, for the sum shown above. with
payment to be made as follows:
NOTE: Cost of Permits to be billed additionally. Subgrade preparation if required under equipment rental basis. This proposal subject to
acceptance within 30 days and is void thereafter at the option of H & R Paving, Inc.
(READ REVERSE SIDE)
Authorized Signature
ACCEPTANCE OF PROPOSAL
The above prices, specifications and conditions are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined
above.1/3 upon acceptance,1/3 when rock base is in place, balance upon completion. INTEREST will be charged on all delinquent accounts at the highest
legal rate of interest allowable under the laws of the state of Florida.
ACCEPTED. Signature:
Date: Signature:
e c,„4 A., a
George E. Ellis
Assistant City Manager
To:
Mayor Matthew A. Pigatt
Vice Mayor Veronica Williams
Commissioner Sherelean Bass
Commissioner Chris Davis
Commissioner John Taylor, Jr.
Telephone: (305) 953-2868 Ext.I205
Email: gellis@opalockafl.gov
From: George E. Ellis, Assistant City Manager
Date: August 31, 2021
Re: Emergency Declaration in compliance with Section 2-320 (i)
The Cairo Lane roadway is in a severely deteriorated state. Any impactful rain events will render this
roadway impassible. Until the permanent concrete roadway can be installed, a limerock base will be laid
and compacted; two inches of asphalt will then be installed to protect this surface from washout.
Beyond its temporary use this asphalt surface will serve in whole or part as additional stabilization for
the final concrete roadway.
I have declared an emergency to enable the most expeditious, effective and lawful response allowable in
accordance with the relevant selections of the City's Code.
I hereby certify that the information provided above is true and correct to the best of my knowledge.
Enclosures
Geor
Airia Austin, Public Works Director
ssistant City Manager
Notary Public — State of Flo
Notary Public — State of Florida
.4t Notary Public State o1 Florida
`f; Shamecca L Johnson
My Commission GG 182250
Expires 02!04,2022
Notary Public State of Florida
Shamecca L Johnson
My Commission GG 182250
Expires 0210412022
Opa-locka, FL Code of Ordinances Page 1 of 4
Sec. 2-320. - Procurement of contractual services.
(a) For the purposes of this section, the term "city contractual service term contract"
means a term contract whereby a responsive bidder or offeror agrees to furnish a
contractual service during a prescribed period of time or by a specific date. The
specified period of time or date completes such contract. This section is intended to
establish procedures for direct negotiations and contracting for those municipal
services outlined pursuant to Chapter 180, Florida State Statutes.
(b) Unless otherwise authorized by law, all contracts for contractual services shall be
awarded by competitive sealed bidding. An invitation to bid shall be issued which shall
include a detailed description of the services sought, the date for submittal of bids, and
all contractual terms and conditions applicable to the procurement of contractual
services, including the criteria which shall include, but need not be limited to, price, to
be used in determining acceptability of the bid. If the agency contemplates renewal of
the contract, it shall be so stated in the invitation to bid. The bid shall include the price
for each year for which the contract may be renewed. Evaluation of bids shall include
consideration of the total cost for each year as quoted by the bidder. No criteria may
be used in determining acceptability of the bid that was not set forth in the invitation to
bid. The contract shall be awarded with reasonable promptness by written notice to
the qualified and responsive bidder who submits the lowest and best bid. This bid must
be determined in writing to meet the requirements and criteria set forth in the
invitation to bid.
(c) When an agency determines in writing that the use of competitive sealed bidding is not
practicable, contractual services shall be procured by competitive sealed proposals. A
request for proposals which includes a statement of the services sought and all
contractual terms and conditions applicable to the procurement of contractual
services, including the criteria, which shall include, but need not be limited to, price, to
be used in determining acceptability of the proposal shall be issued. If the agency
contemplates renewal of the contract, it shall be so stated in the request for proposals.
The proposals shall include the price for each year for which the contract may be
renewed. Evaluation of proposals shall include consideration of the total cost for each
year as quoted by the proposer. To assure full understanding of, and responsiveness to
the solicitation requirements, discussions may be conducted with qualified offerors.
The offerors shall be accorded fair and equal treatment prior to the submittal date
specified in the request for proposals with respect to any opportunity for discussion
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and revision of proposals. The award shall be made to the responsible offeror whose
proposal is determined in writing to be the most advantageous to the city, taking into
consideration the price and the other criteria set forth in the request for proposals. The
contract file shall contain the basis on which the award was made.
(d) When the price of contractual services is less than three thousand five hundred dollars
($3,500.00), an agency shall not be required to use the competitive procedures set
forth in subsections (b) and (c). However, the agency shall not divide the procurement
of contractual services so as to avoid the requirements of subsections (b) and (c).
(e) A contract for contractual services may be awarded without competition if it is
determined in writing that such services are available from only one (1) source;
however, if such contract is for an amount greater than five thousand dollars
($5,000.00), the agency shall secure prior approval from the city commission.
(f) A contract for contractual services may be awarded without competition if county, state
or federal law prescribes with whom the agency must contract or if the rate of payment
is established during the appropriations process.
(g) If only one (1) response to an invitation to bid or request for proposals is received, the
agency may proceed with the procurement of the contractual services pursuant to
subsection (e).
(h) If no response to an invitation to bid or request for proposals is received, the agency
may proceed with the procurement of contractual services pursuant to subsection (e).
(1) if the city manager determines in writing that an immediate danger to the public
health, safety, welfare, or other substantial loss to the city, requires emergency action,
the agency may proceed with the procurement of the contractual services necessitated
by the immediate danger without competition. However, such emergency
procurements shall be made with such competition as is practicable under the
circumstances. The agency shall furnish copies of the written determination, certified
under oath, and any other documents relating to the emergency action to the city
commission.
(j) Extension of a contract for contractual services shall be in writing for a period not to
exceed six (6) months and shall be subject to the same terms and conditions set forth
in the initial contract. The extension may, however, provide for an increase in the total
dollar amount of the contract based on the method and rate established in the initial
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Opa-locka, FL Code of Ordinances Page 3 of 4
contract. There shall be only one (1) extension of a contract unless the failure to meet
the criteria set forth in the contract for completion of the contract is due to events
beyond the contractor's control.
(k) Renewal of a contract for contractual services shall be in writing and shall be subject to
the same terms and conditions set forth in the initial contract. The cost of any
contemplated renewals shall be included in the invitation to bid or request for
proposals. Renewals are to be done on a yearly basis, and contracts shall not be
renewed for more than two (2) years unless competitively procured. Renewals shall be
contingent upon satisfactory performance evaluations by the city manager.
(I) For each contractual services contract, the agency shall designate an employee to
function as contract manager who shall be responsible for enforcing performance of
the contract terms and conditions, serve as a liaison with the contractor, and shall
approve all invoices prior to payment.
(m) Each agency shall designate one (1) employee who, in addition to his existing duties,
shall serve as a contract administrator responsible for maintaining a contract file and
financial information on all contractual services contracts and who shall serve as a
liaison with the contract managers and the city commissioners.
(n) A selection team of at least three (3) employees who have experience and knowledge in
the program areas and service requirements for which contractual services are sought
shall be appointed by the city manager to aid in the selection of contractors for
contracts of more than seventy-five thousand dollars ($75,000.00).
(o) No person who receives a contract which has not been procured pursuant to
subsection (b) or subsection (c) to perform a feasibility study of the potential
implementation of a subsequent contract, participating in the drafting of an invitation
for bids or request for proposals, or developing a program for future implementation,
shall be eligible to contract with the agency for any other contracts dealing with that
specific subject matter; nor shall any firm in which such person has any interest be
eligible to receive such contract.
(p) Each agency shall establish a review and approval process for all contractual services
contracts costing more than five thousand dollars ($5,000.00) which shall include, but
not be limited to, program, financial, and legal review and approval. Such reviews and
approvals shall be obtained before the contract is executed.
(q) Nothing in this section shall affect the validity or effect of any contract in existence on
the date of passing of this ordinance.
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Opa-locka, FL Code of Ordinances Page 4 of 4
(Ord. No. 90-7, §§ 1, 2, 7-25-90)
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