CITY OF DEERFIELD BEACH Request for City Commission Agenda

Item: CITY OF DEERFIELD BEACH Request for City Commission Agenda Agenda Date Requested: 7/10/2012 Contact Person: Charles DaBrusco, P.E., Director of Environmental Services Description: Award of contract to Southeastern Engineering Contractors, Inc. for construction of the SW 15 Street Roadway Improvements Project, in accordance with the terms and conditions of Bid. 2011-12/24 City Project. 11264-P Fiscal Impact: $131,360.22. (CDBG Funded) Budget Line Item Number and Title: 106-8000-541-60-44 & 107-8000-541-60-44 (SW 15 Street). Required Attachment: A Cover Memo from the Department Head to the City Manager further describing the request and providing back-up information and documents. THIS SECTION RESERVED FOR PROCESSING OF THE REQUEST Ordinance X Resolution Consent Agenda Agenda Item Type Presentation Written Request Public Hearing Public Hearing Second Reading Quasi-Judicial Public Hearing X General Item Comments: ITEM APPROVED FOR THE AGENDA: Keven Klopp 7/5/12 Signature Date

RESOLUTION NO. 2012/ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA APPROVING AWARD OF BID #2011-12/24 TO SOUTHEASTERN ENGINEERING CONTRACTORS, INC. IN AN AMOUNT NOT TO EXCEED $$131,360.22 FOR THE SW 15 TH STREET ROADWAY IMPROVEMENTS PROJECT WHEREAS, on June 13, 2012 58 invitation letters were sent to the appropriate City registered vendors via e-mail, facsimile or USPS for the SW 15 th Street Roadway Improvements Project; and WHEREAS, on July 3, 2012 the Purchasing Division opened three submittals; and WHEREAS, the Purchasing Division has determined that Southeastern Engineering Contractors is the lowest responsive responsible bidder; and WHEREAS, this is a Community Development Block Grant (CDBG) funded project with an available grant amount for construction of $131,360.22; and WHEREAS, the total lump sum including add alternate two amounts to $119,403.10; and WHEREAS, City Manager is hereby authorized to approve additional services and quantities contained in the bid response and the unit prices specified in the submittal up to the maximum amount of the grant funding available; and WHEREAS, the City Commission finds that it is in the best interest of the residents of the City of Deerfield Beach to award the Bid to Southeastern Engineering Contractors, Inc; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA, AS FOLLOWS: Section 1. The above referenced Whereas clauses are true and correct and made a part hereof. Section 2. The City Commission does hereby award Bid #2011-12/24 to Southeastern Engineering Contractors, Inc. for the SW 15 th Street Roadway Improvements Project in the amount of $119,403.10 with the City Manager being hereby authorized to approve additional construction services up to the maximum amount of the grant funds available. The Mayor 1

and/or the City Manager are hereby authorized to execute any necessary documents relating to the Bid award. Section 3. This Resolution shall become effective immediately upon adoption. PASSED AND ADOPTED THIS DAY OF, 2012. ATTEST: PEGGY NOLAND, MAYOR ADA GRAHAM-JOHNSON, MMC, CITY CLERK Deerfield/Resolutions/Purchasing/SW 15 th Street Roadway Bid 2

Memorandum TO: FROM: Burgess Hanson, City Manager Charles DaBrusco, P.E., Director of Environmental Services DATE: July 3, 2012 RE: Award of contract to Southeastern Engineering Contractors, Inc. for construction of the SW 15 Street Roadway Improvements Project, in accordance with the terms and conditions of Bid. 2011-12/24 City Project. 11264-P. The purpose of this memo is to obtain City Commission approval to award a contract to Southeastern Engineering Contractors, Inc. for construction of the SW 15 Street Roadway Improvements Project. The proposed improvements on SW 15 Street consist of milling, resurfacing, drainage swale regrading, sod and roadway widening to provide additional parent Pick-up/Drop-off queue at the Deerfield Beach High School thus eliminating the traffic back up on SW 15 th Street. On June 13, 2012, Invitation to Bid ITB #2011-12/24 for the SW 15 Street Roadway Improvements Project was advertised for competitive bids by the City s Purchasing Division. A public bid opening was conducted on July 3, 2012. Staff of the Purchasing Division subsequently reviewed the bids and have determined that Southeastern Engineering Contractors, Inc. with a bid amount of $ 119,403.10 (Base Bid Items & Alternate Bid Items # 2), is the lowest, most responsive and responsible bidder. A memo from the Purchasing Manager outlining the bid evaluation and results is attached. The construction cost of $ 119,403.10 ($ 110,011.30 for Base Bid Items and $ 9,391.80 for Alternate Bid Item # 2 / Sod) will be 100% funded under the Community Development Block Grant (CDBG) with the Construction Budget of $ 131,360.22. Alternate Bid Items # 1 in the amount of $ 29,500.00 for the replacement of the School Zone Flashing Signal will be removed from the project due to the budget constraint. This item, requested by the Broward County Traffic Engineering Dept., was not part of the original scope of work. Staff requests the City Commission approve the award of contract to Southeastern Engineering Contractors, Inc., in the amount of $ 119,403.10, in accordance with the terms and conditions of Bid. 2011-12/24, for construction of the SW 15 Street Roadway Improvements Project. In addition, staff is requesting the commission authorize the City Manager to negotiate a contract change order for up to an additional $11,957.12 so that staff can work with the Contractor to add resurfacing of the entire roadway within the project limits. Based on the above, Staff is requesting the City Commission approve a total expenditure not to exceed $131,360.22, the budgeted funds available for construction for this project. Attachments cc: Keven Klopp, Assistant City Manager Donna DeFronzo, Director of Senior Services David Santucci, Purchasing Manager Hiep B. Huynh, P.E., CRA Project Manager File: Project. 11264-P

TO: FROM: THRU: FOR: Charlie DaBrusco, Director of Environmental Services Paul Collette, Buyer David Santucci, Purchasing Manager Commission Approval DATE: July 3, 2012 SUBJECT: SW 15 th Street Roadway Improvement, ITB #2011-12/24 The Purchasing Division recently issued a Invitation to Bid for the SW 15 th Street Roadway Improvement project. This is a Community Development Block Grant (CDBG) funded project. This formal competitive solicitation process complies with the City of Deerfield Beach and grant procurement requirements. Details of the competitive solicitation process are as follows: On Wednesday, June 13, 2012 fifty-eight (58) invitation letters were sent to the appropriate registered vendors with the City via e-mail, facsimile, or USPS. The competitive solicitation was advertised in the legal notices section of the Sun- Sentinel on Wednesday, June 13, 2012. A Mandatory Pre-Bid meeting was held on Wednesday, June 20, 2012. A total of nine (9) potential bidders attended. One addenda was issued on Monday, June 25, 2012 to address vendor questions and make changes to the specifications. On Tuesday, July 3, 2012, the due date and time, the Purchasing Division opened the responses. Three (3) responses were received by the due date and time required. The apparent low bidder was Southeastern Engineering Contractors, Inc. with a Grand Total Lump Sum Bid with Allowance and Alternate 2 of $119,403.10. They are the low bidder by $41,782.69. The average of all bids was $154,821.20. Reference checks were conducted and revealed positive ratings. Southeastern Engineering Contractors, Inc. is the lowest responsive and r esponsible bidder able to meet the ITB requirements; therefore, I recommend award of this contract to them. Please use this memorandum and all attachments as your backup for your agenda request to the City Manager for the July 10, 2012 Commission Meeting. Att. Bid Tabulation, Reference Surveys, Reecommended Bidder s Submittal, Original Bid Documents. c: Keven Klopp, Assistant City Manager Hiep Huynh, CRA Project Manager James Thiele, P.E., Keith and Associates, Inc. (Engineer of Record) Mark Castano, E.I., Keith and Associates, Inc. (Design Engineer)

City of Deerfield Beach ITB #2011-12/24 S W 15th Street Roadway Improvement Bid Tabulation SECTION A ROADWAY IMPROVEMENTS (KEITH & ASSOCIATES, INC.) Item. Description Unit Est. Qty. Unit Cost Southeastern Engineering Contractors, Inc. Total FHP Tectonics Corp. Unit Cost Total Weekley Asphalt Paving, Inc. Unit Cost Total 1 Mobilization LS 1 $ 20,500.00 $ 20,500.00 $ 9,807.64 $ 9,807.64 $ 16,000.00 $ 16,000.00 2 Maintenance of Traffic LS 1 $ 1,540.00 $ 1,540.00 $ 3,269.21 $ 3,269.21 $ 31,815.00 $ 31,815.00 3 Selective Clearing and Grubbing (Removal of the Existing Concrete/Asphalt/Rock Base and Other Existing Elements) in Coordination with Proposed Improvements AC 2.2 $ 3,600.00 $ 7,920.00 $ 7,519.19 $ 16,542.22 $ 4,505.00 $ 9,911.00 4 Staked Silt Fence LF 1,413 $ 1.90 $ 2,684.70 $ 2.62 $ 3,702.06 $ 1.00 $ 1,413.00 5 6 7 Pavement Widening (Sawcut Asphalt/2 Excavation/12 Subgrade(L BR40)/8 Base(LBR 100)/2 S-3 Asphalt (2-1 Lifts)) SY 812 $ 54.80 $ 44,497.60 $ 52.19 $ 42,378.28 $ 63.06 $ 51,204.72 Mill (1 Depth) and Resurface (1 S-3 Asphalt (1 Lift)) SY 945 $ 1.90 $ 1,795.50 $ 22.10 $ 20,884.50 $ 6.50 $ 6,142.50 Concrete Sidewalk and Flatwork (6 thick)with Truncated Domes SF 850 $ 5.90 $ 5,015.00 $ 6.21 $ 5,278.50 $ 10.50 $ 8,925.00 8 Type D Curb with Pad LF 34 $ 35.40 $ 1,203.60 $ 84.61 $ 2,876.74 $ 99.00 $ 3,366.00 9 Utility Adjustments (including but not limited to water and sewer valves) LS 1 $ 531.00 $ 531.00 $ 2,549.99 $ 2,549.99 $ 778.00 $ 778.00 10 11 12 Relocation of Existing Traffic Signs with Posts LS 1 $ 472.00 $ 472.00 $ 2,157.68 $ 2,157.68 $ 1,590.00 $ 1,590.00 Furnish and Install New Regulatory Traffic Signs and Posts EA 1 $ 236.00 $ 236.00 $ 316.46 $ 316.46 $ 400.00 $ 400.00 Removal of Existing Pavement Markings (Thermoplastic) by sandblasting in areas of no new asphalt. LF 1,350 $ 2.00 $ 2,700.00 $ 1.36 $ 1,836.00 $ 2.06 $ 2,781.00 13 Temporary Pavement Markings (Paint) LS 1 $ 1,770.00 $ 1,770.00 $ 2,026.91 $ 2,026.91 $ 6,000.00 $ 6,000.00 14 Directional Arrows (FDOT) (Thermoplastic) EA 13 $ 53.10 $ 690.30 $ 85.00 $ 1,105.00 $ 95.00 $ 1,235.00

City of Deerfield Beach ITB #2011-12/24 S W 15th Street Roadway Improvement Bid Tabulation ADD ALTERNATES The Contract Time for all work related to the Base Bid shall be 30 days for substantial completion. If Add Alternate 1 New Solar Powered School Flashing Beacon is added to the contract the Contract Time will be extended an additional 0 days (Add Alternate work is concurrent to the Base Bid work). Item. Description Unit Est. Qty. Unit Price ADD Alternate 1 (LUMP SUM) Southeastern Engineering Contractors, Inc. Total FHP Tectonics Corp. Unit Price Total Weekley Asphalt Paving, Inc. Unit Price Total DEDUCT (ADD) 22 (ADD) 23 t Applicable Deduct Alternate 1 Subtotal (A) $0.00 $0.00 $0.00 Furnish and Install New Solar Powered School Flashing Beacon with Post and Sign Panels per BCTED standards EA 1 $ 23,600.00 $ 23,600.00 $ 19,615.27 $ 19,615.27 $ 15,000.00 $ 15,000.00 Remove Existing School Flashing Beacon w/ Post and Sign Panels per BCTED standards EA 1 $ 5,900.00 $ 5,900.00 $ 241.92 $ 241.92 $ 600.00 $ 600.00 Add Alternate 1 Subtotal (B) $ 29,500.00 $ 19,857.19 $ 15,600.00 Alternate 1 LUMP SUM Total (A-B) $ 139,511.30 $ 169,317.46 $ 187,236.90 ADD Alternate 2 (LUMP SUM) The Contract Time for all work related to the Base Bid shall be thirty (30) days for substantial completion. If Alternate 2 Sodding and 1-inch Top Soil is added to the contract the Contract Time will be extended an additional 0 days (Add Alternate work is concurrent to the Base Bid work). Item. Description Unit Est. Qty. Unit Price Total Unit Price Total Unit Price Total DEDUCT (ADD) 24 t Applicable Deduct Alternate 2 Subtotal (A) $0.00 $0.00 $0.00 Sod with 1-inch Top Soil including watering for the first four (4) weeks from installation. SY 2,846 $ 3.30 $ 9,391.80 $ 4.12 $ 11,725.52 $ 4.30 $ 12,237.80 Add Alternate 2 Subtotal (B) $9,391.80 $11,725.52 $12,237.80 Alternate 2 LUMP SUM Total (A-B) $ 119,403.10 $ 161,185.79 $ 183,874.70 Addendum 1 Completed Schedule "A": Local Vendor Meets SDBE Goal Provided Certificate of Insurance Has Required Licenses