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Home My Public Portal About2015-34 Maintenance of two athletic fields at Village Green - StRESOLUTION NO. 2015-34 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, FOR MAINTENANCE OF TWO ATHLETIC FIELDS AT VILLAGE GREEN, AN ATHLETIC FIELD UTILIZED BY THE VILLAGE AT THE ST. AGNES CATHOLIC CHURCH AND AN ATHLETIC FIELD UTILIZED BY THE VILLAGE AT THE KEY BISCAYNE K-8 CENTER; WAIVING COMPETITIVE BIDDING FOR THE MAINTENANCE SERVICES PURSUANT TO SECTION 2-85 OF THE VILLAGE CODE; AUTHORIZING A CONDITIONAL CONTRACT BETWEEN THE VILLAGE AND GREENSOURCE LANDSCAPE & SPORTS TURF, INC. FOR MAINTENANCE OF THE SUBJECT ATHLETIC FIELDS; PROVIDING FOR EFFECTIVE DATE. WHEREAS, pursuant to a License Agreement with the Archdiocese of Miami, the Village of Key Biscayne ("Village") is licensed to use the athletic field at St. Agnes Catholic Church and is responsible for the maintenance and upkeep of the licensed athletic field; and WHEREAS, pursuant to a 1 rase Agreement with the School Board of Miami -Dade County, the Village has leased the athletic field at Key Biscayne K-8 Center, f.k.a. Key Biscayne Elementary School, and is responsible for the maintenance and upkeep of the leased athletic field; and WHEREAS, both the St. Agnes and K-8 Center athletic fields will be renovated by the Village prior to the beginning of the school and sports seasons this year; and WHEREAS, the Village is currently in the process of a complete renovation of its own two athletic fields in the Village Green, which renovations will be completed prior to the beginning of the school and sports seasons this year; and WHEREAS,because both the school and sports seasons will begin in late Summer of this year and all subject fields will be newly renovated, it is necessary to expeditiously proceed with the establishment of a maintenance program to keep these newly renovated fields in good condition during the highly active school and sport seasons this year and thereafter; and WHEREAS, the Village Council finds that competitive bidding procedures for the additional surface renovation work maybe waived by the Council pursuant to Village Code Section 2-85 upon the Council finding that it is impractical to apply such competitive bidding procedures in light of the need to expeditiously establish an on -going maintenance program for the athletic fields prior to the beginning of the 2015 school and sports seasons; and WHEREAS, GreenSource Landscape & Sports Turf, Inc. ("GreenSource"), the firm that is performing the renovation work on all of the subject athletic fields, has proposed to perform an annual maintenance program for all of the subject athletic fields; and WHEREAS, the Village's landscape architectural consultant has evaluated the GreenSource proposal, has determined that the proposed scope of work and prices are typical and reasonable for the on -going maintenance requirements for the subject athletic fields and has recommended that the Village engage GreenSource, on a provisional basis (six months), to provide such maintenance service; and WHEREAS, the Village Council finds that it is in the best interest of the Village to proceed as indicated in this Resolution. NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS: Section 1. Recitals Adopted. That each of the recitals stated above is hereby adopted and confirmed. Section 2. Work Authorized, Specification of Funds. That the maintenance program and its associated prices for on -going maintenance of the licensed athletic field at St. Agnes Catholic Church, the leased athletic field at Key Biscayne K-8 Center and the two Village -owned athletic fields in the 2 Village Green, as proposed by GreenSource (Exhibit "A", attached hereto), and as confirmed and recommended by the Village's landscape architectural consultant (Exhibit "B", attached hereto) are hereby approved and authorized. Section 3. Competitive Bidding Waived. That pursuant to Village Code Section 2-85, competitive bidding procedures of the Village Code are hereby waived for the above -described construction activities. Section 4. Agreement Approved. That the Village Manager is hereby authorized to prepare and execute a provisional (6 -month) maintenance agreement between the Village and GreenSource Landscape & Sports Turf, Inc., as recommended by the Village's consultant, to perform the proposed maintenance program, and such agreement is hereby approved, subject to approval of the Village Attorney as to legal form and sufficiency. Section 5. Implementation. That the Village Manager is hereby authorized to take any and all action necessary to implement the purposes of this Resolution and the Agreement. Section 6. Effective Date. That this Resolution shall be effective immediately upon adoption hereof. PASSED AND ADOPTED this 7th day of July, 2015. APPROVED AS TO FORM AND LEGAL SUFFICIENCY VILLAGE ATTORNEY 3 AtoRiD PEN- A LINDSAY EXHIBIT A SCOPE OF WORK AND ASSOCIATED PRICES FOR THE RENOVATION OF ATHLETIC FIELDS AT ST. AGNES CATHOLIC CHURCH AND KEY BISCAYNE K-8 CENTER Scope of Work and Associated Prices Item Price Description 1. $38,018.32 Perform renovations to the athletic field at St. Agnes Catholic Church, including sod replacement, weed clean-up, deep -tine aeration, top dressing and grow -in fertility, in accordance with GreenSource Landscape & Sports Turf, Inc. (GreenSource) proposal of June 23, 2015, Estimate EST215030. 2. $ 7,411.94 3. $67,101.15 4. $26,475.32 5. $ 6,121.97 Perform 30 -day maintenance program for the St. Agnes Catholic Church athletic field, including mowing and edging, irrigation wet check, Polyon fertilizing, foliar fertilizing, weed management and pull -behind aeration, in accordance with GreenSource proposal of June 26, 2015, Estimate EST53804. Perform renovations to the west portion of athletic field site at Key Biscayne K-8 Center (Phase 1), including sod replacement, weed clean-up, deep -tine aeration, top dressing, grow -in fertility, and baseball infield renovation, in accordance with GreenSource proposal of June 23, 2015, Estimate EST215110. Perform renovations to the east portion of athletic field site at Key Biscayne K-8 Center (Phase 2), including sod replacement, top dressing and grow -in fertility, in accordance with GreenSource proposal of June 26, 2015, Estimate EST216825. Perform 30 -day maintenance program for the Key Biscayne K-8 Center athletic field, including mowing and edging, irrigation wet check, Polyon fertilizing, foliar fertilizing, weed management and pull -behind aeration, in accordance with GreenSource proposal of June 26, 2015, Estimate EST53804. Total Contract Price: 8145,128.70 Contract Time: This work shall be commenced upon receipt by GreenSource of a Notice to Proceed from the Village of Key Biscayne and, except for Item 4, completed within 30 calendar days. The deferred work od Item 4 (Key Biscayne K-8 Center, Phase 2) shall require a separate Notice to Proceed and shall include its own completion time. GreenSource 16.0M NOV GreenSource Landscape L Sports Turf Client Name: Village Of Key Biscayne Project Name: 51. Agnes Renovalion Jobslle Address: Estimate ID: 851215030 Date: Jun 23.2015 5llling Address: Proposal Sod Renovations $29,491.83 Strip. prepare & Install approximately 38.000sglt 01 cerlifed celebration bormudograss In Sorge rolls. Weed Clean -Up $1,885.68 Three (31 woi-to-wofl boom appications el selective herbicides to address current weed problems. *Abdications to be copied in accordance to chemical label recommendations. Deep Tine Aeration Iwo 12) deep line aerations using said tines. 'Confirm wtth customer depth of irrigation prior to setting tine depth. Top -Dressing • 1/4" silica sand applied to established turf areas. • 1/8" silica sand applied to newty sodded areas. $1,425.12 $3,622.30 Grow•In Fertility 51.593.39 Fo{ar iquld Sammy oppicalion containing: • Controlled N source • K source • Mrcronuirtent package 30 Day Maintenance Program 57,411.94 Subtotal Taxes 945,430.26 $0.90 4003 SW 201111wrace p.954.3840040 www.greensoucelnc.com Southwest Ranchos, PL 33332 1.954.385.0450 email: in b®greemourceinc.corn 51. Agnes Renovation 10512150331 Pogo I of 2 GreenSource GreenSource Landscape & Spods Turf Client Name: Protect Nome: Jobslte Address: Estimate ID: Dote: Phase 1: Village 01 Key Biscayne K-8 Renovation: Phase 1 EST215110 Jun 23, 2015 • nnish grade & sod where trailers are being removed from • Herbicide appications • Cullivollon • Top -dressing • Grow -in fertility • Infield renovation • Collor drain Billing Address: Proposal Sod Renovations $21,259.63 Strap. prepare & Inslol approximately 26,400sgfl of certified celelxalion bermudogross in large rolls. Weed Clean -UP $1,885.68 Three 131 wo&to-wall boom appicotlons of selective herbicides to address cunen1 weed problems. 'Appications to be appied in accordance to chemical label recommendations. Deep Tine Aeration $1,425.12 Two (2) deep line aerations using sold lines. •Confirm with customer dopin of irrigation prior to setting tine depth. Top -Dressing $5,909.96 Siva fond d0 be appled a1 I/4" os top -dressing Grow -In FertRRy $1,593.39 Poky lerslly applc000n. Infield Renovallon $27,149.36 Remove Current Infield material and reptoce wilh al cloy infield. 4800 SW 20151 Tenoce Southwest Ronctses. EL 33332 K•e Renovation: Phase I RS12151101 p. 954.3030045 1.954.305.0450 www.greensourcernc.can email: Inioegroonsourcehc.com Pogo 1 012 lasergrode infield Collar Drain • 10" below sod and root zone. • Corrugated pipe in drainage stone and fresh silica course sand • Connection to adjacent catch basins. $7,878.01 Subtolol Taxes $67,101.15 Estimate Total $67,101.15 The estimator is put forth In good f0lth as we understand the specifications provided to us as the work to be perfomsed. Only those items specifically stated incur esemote ore Included at the prices quoted in the estimate. Any additional work requested is subject to written work order approved by owner and/or owner's representation. Estimate aulhorized by: Signature Dale: Estimate approved by: Signature Dote: Customer Representative 4500 SW 2010 terrace Southwest Ranchos, FL 33332 0.8 Renovation: Phase 1 1012151101 p.954.385.0040 5.954.385.0450 w w.greensourcoinecom email: Inforegroensoelceinc.com Pape 2 o12 GreenSource GreenSource landscape & Sports Turf Client Name: Visage Of Key Biscayne Project Nome: K•8 Renovation: Phase 2 JobsIle Address: Estimate ID: EST2)6825 Dale: Jun 26, 2015 Phase 1: • Fntsh grade & sod East 908 01 the field • Top0ressing • Deep tine aeration • Grow -In ferny • 30 day maintenance program Sod Renovations Billing Address: Strip. prepare d install approximately 26.400sgit of certified celatxation be/mudogross in largo 101: Top -Dressing Silco sand to be applied of 1/4' os lop drerring Deep Tine Aeration Two (2) deep line aerations using sold linos. 'Confirm with customer depth of irrigation ones to salting tine depth. Grow -In Fertility Fatar ienitty appbcolion_ Proposal 521,259.63 $3,622.30 $1,419.77 $1,593.39 30 Day Maintenance Program $6,121.97 Subtotal Taxes 534.017.00 00.00 Estimate Total 534,017.06 4800SW 201st 1eeoce Southwest Ranches. FL 33332 0.8 Renovation: Phase 2 012168251 p. 954.3&5.0040 1.904.385.0400 ww.v.greensourceinc.com email: inlo6{yeemourcelnc.com Yoga 1 013 the estimate is pul torch in goad Ioilh os we understand the specifications provided to us 0s the work to be performed. Only (hose items specifically stated in our estimate are included at Use prices quoted in the estimate. Any additional work requested is subloct to written work order approved by owner and/or owners representation Estimate oulho'Med by: Signature Date: Estimate approved by: Signature Date: Cullomer Represenlolive 4600 SW 20I st 'terrace Southwest Ranchos, 9L 33332 96 Renovation: Phone 2 (EMI 81123) p.954.355.0010 1.934.365.0460 www.greensourcelnc.com 0,001 Inloe goeemourcekmc.cem Pogo 2 012 Exhibit B Stantec July 1, 2015 File: 215612626 Attention: Todd Hofferberth, Parks & Recreation Director Village of Key Biscayne 88 West McIntyre Street Key Biscayne, Florida 33149 Dear Mr. Hofferberth, Reference: Maintenance of Village Green/K-8/St. Agnes Fields Renovation of St. Agnes and K8 Fields Stantec Project No. 215612626 As requested by the Village, we requested and reviewed several proposals provided by Green Source, Inc. The proposals include the following 1) 6 months of detailed maintenance of the Village Green Fields, St. Agnes Fields, and K8 Fields, 2) irrigation inspections of Village Green, St. Agnes, and K-8 Fields 3) Renovation and 30 days of maintenance of St. Agnes Field, 4) K-8 Fields Renovation Phase 1 and 5) K-8 Fields Renovation Phase 2. The proposal costs are in line with pricing received while bidding the Village Green Field Renovations and we find that the scope and fee are typical for what is required to maintain high use fields. Based on Green Source's experience and the Village's time frame we recommend moving forward with these proposals. In regards to the maintenance proposal, we recommend authorizing an initial six (6) month period in order to review the performance and extend the contract time as needed. We propose to provide an update of Green Source's performance after 3 months of maintenance. To summarize, we recommend that the following work be awarded to Green Source, Inc.: 1) Detailed maintenance of the Village Green Fields, St. Agnes, and K-8 Fields (6 months beyond the establishment period) - 5100,745 2) Irrigation inspection of Village Green, St. Agnes, and K-8 Fields - $1,359 3) St. Agnes Field Renovation (includes 30 days maintenance) - $45,430 4) K-8 Field Renovation Phase 1 (includes temp trailer area restoration and infield restoration with drainage connections) - $67,101 5) K-8 Field Renovation Phase 2 - $34,017 We also recommend budgeting $15,000 for Sod and Irrigation repairs for the season. The award is subject to acceptance by the Village Council, execution of the Contract Agreement, submittal by the Contractor of the required Performance and Payment Bonds, and Certificates of Insurance. Design with community in mind July 1, 2015 Todd Hofferberth, Parks & Recreation Director Page 2 of 2 Reference: Maintenance of Village Green/K-8/St. Agnes Fields Agnes and K8 Fields Stantec Project No. 215612626 Sincerely, Stantec Consulting Services Inc. David Nardone, RLA LEED AP Principal clavidinardone@stantec.com Design with community In mind Renovation of St.