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Atlas Lawn Service-Contract Procurement & Required Provisions ChecklistContract Procurement and Required Provisions Checklist Applicant A Name: - �� ' M:�am� +. arks '11' 'Mqc� -�- Category of Work: Project - (s): RFQ, RFD, or ITB # �r ContractorName(s): -- - -n� etrViC�E' ,ri. Date Contract(s)Awarded: S2 niber�` �� f }[Glq Purpose of Contracts) :u c-t d.� bril � oL/ Contract Amount(s): PA Reviewer Name: Date Reviewed: Does this contract require further JFO or PDAT review? SOLICITATION Yes ❑ No ❑ LjIs the solicitation (Request for Proposals [RFPi or Request for Yes M.— Qualifications tRFo11 included in your file? No ❑ Were prospective respondents allowed a reasonable amount yes of time to respond? No ❑ 671 I fee • Does solicitation contain a clear and accurate description of Yes J the technical requirements for the material, product or services, scope of work (SOW)? NO '� ❑ • Speafications may not contain features that unduly restrict competition • Are there unreasonable requirements or unnecessary Yes ❑ experience or excessive bonding requirements? No Answers /Comments f4ale `i if`u,rr>s -hoceS . ❑ • Are there any "brand name" products specified without "or "? yes ❑� also listing equal No ` L.1� • Does the solicitation file evidence the following: ❑ + Positive efforts in hiring small- business enterprises to Yes ❑ the extent practical? No ❑ ❑ • Positive efforts in hiring minority -owned business Yes ❑ - - zr enterprises to the extent practical? No ❑ Lit Positive efforts in hiring women -owned business Yes ❑ enterprises to the extent practical? No ❑ -F • Posfive efforts in the utilization of labor surplus Yes ❑ 1 firms? No p--- ❑ Is the publication (advertisement, invitation to bid, etc) Yes included in your file? No p S' 1� Is a record of respondents that were rejected as not ❑ responsible ornot responsive and rejection reasoning included in your file? DWI - -- r-W fn C4;:km� , Gnu %_J Yes ❑ Mchr~�L POl rcl l -ant t {em $! Co. No s Ct. DC;Vn+ C%(_L3ry-kS+4nce1 ltfftr rY1-eImQ. Are there an adequate number of responses documented in the file I Yes ❑ ❑ {two i21 or more for Large purchases and three [31 for small purchases)? Keep No records of proposals in your file. SOLICITATION (CONTINUED) Answers/Comments Are copies of all proposals, to include methodology of -~ yes evaluation and selection process (e.g., bid summary, tabulation sheet, 0 scoring sheet, cost analysis if needed [see COST ANALYSIS No ❑ REQUIRED section on following pages) and recommendation]) included in your Ile? iJ I Are there any potential conflicts of interest? Yes ❑ No � WHAT IS THE METHOD OF PROCUREMENT? Answers /Comments 0 Procurement by small purchase (s$150,000). Procurement by sealed bids (preferred method for construction Yes Li contracts). Contract awarded to the lowest responsive, responsible bidder with a firm -fixed price contract (lump sum No ❑ or unit price). - - - Procurement by competitive proposals. • If solicitation was for other than "Architectural and Yes Ll Engineering (AiE) professional services ", was price included as a selection criteria? 4 No ❑ 0 rylls olicitation was for AIE services, is a cost analysis included in Yes ❑ our file (see COST ANALYSIS REQUIRED section, next page)? i No l I • Does the solicitation clearly outline the scoring criteria and Yes ❑ associated weights used for selection? No Procurement by noncompetitive proposals. • Is there a justification for the use of this method of Yes ❑ - -- -- procurement included in your file? No ❑ • Are intergovernmental agreements and Federal surplus Yes ❑ property (it applicable) included in your file? No -❑ _- TYPES OF CONTRACTS FOR REIMBURSEMENT f Answers /Comments — - - - Yes El Lump sum? lNo ❑ atln�lt price? Yes f No L] F�f' !�G - 48 - Cost plus a fixed fee? Yes ❑ No ❑ - - - _ Time and materials contracts: Does it meet all the Yes LJ L E requirements? No ❑ PROHIBITED CONTRACTS Answers /Comments Cost plus a percentage of cost? (NOT PEwueT m) Yes ❑ l No p L] Percentage of construction cost? (NOT PERMITTED) e Q NO 0 Piggyback? (Only permitted under certain circumstances. Elevate Yes ❑ to PDTFI, PADS and IBD for guidance.) No ❑ l BONDING REQUIREMENTS Answers /Comments l Is Oils a construction orfacffbes improvement contrail that I Yes C3 ILI (exceeds $150,0W? Oso: No L • Did the bid response include a 5% bid bard? Yes ❑ NO Ll • Did the winning contractor execute a performance bond for Yes ❑ / 100% of the contract? No 1' ❑ • DM the winning contractor execute a paymerd bond for Yes ❑ 100% of the contact? No REQUIRED CONTRACT PROVISIONS Answers /Comments Does Ore contract ( >$150,000) contain a provision for administrative Yes ❑ No and legal remedies for violation or breach of contract? Ll Does the contrad ( >$10,000) contain a provision for termination Yes of contract for cause and for convenience? No (3 Does the contact (410,ODO) contain a provision to comply with Yes Executive Order (ED) 11246, Equal Employment Opportunity (EEO)? No ❑ 10IDoes the contract (apples to al construction or repair contracts Yes ❑ / or subcontracts) contain a provision to comply with the Copeland No GY An&KkkbadrAdi Compiance with to Davis -Bacon Act: There is NO REQUIREMENT Yes ❑ / ❑ for such compliance will the FEMA Public Assistance (PA) or Hazard No tY I Mitigation (HM) programs. is the contract required to comply with Sections 103 and 107 of the Yes ❑ �iConbadWorkHours andSafelyStandardsAct? No Does the contract (apples to contracts, subcontracts and grarb > Yes ❑ / L3 $ 150, 000) contain a provision to comply whh Section 306 of Ore No p� Clean AUAc& Section 508 of the Clean Water Ad, Executive Order 11736 and Environmental j Protection Act (EPA) regulations, 40 CFR 15? LI Does the contract contain a provision stating record retention and access requirements to all records? Yes ❑ / I No lY COST ANALYSIS REQUIRED Answers /Comments ❑ Were NE or other professional services procured? No ❑ L] Is the contract a noncompetitive proposal? Yes ❑ No U--- Does the contract contain modifications and/or change orders? Yes ❑/ No 5 L3Competitively procured contacts (small and hags): Documentation Ye LI demonstrating competitive Kocuremend serves as a cost ana"s. 4*_Ph11&W( r 04K V6 10050 N.E. SECOND AVENUE MIAMI SHORES, FLORIDA 33138 -2382 TELEPHONE [305) 795 -2207 FAX_ (305) 7568972 MarAdam Glinn MAYOR Sean Brady VICE MAYOR Jonathan Meltz COUNCILMAN Alice Burch COUNCILWOMAN Steven Zelkowitz COUNCILMAN Tom Benton VILLAGE MANAGER FROM: Miami Shores Village, 10050 NE 2nd Ave, Miami Shores Village, Fl. Richard TTORN VILLAGE ATTORNl,! SUBJ: Documentation of Exigency/Emergency Circumstances and Use of Emergency Contracts On September 6, 2017, Mayor of Miami Shores Village, Florida, recognized and accepted the Executive Order 17 -235 signed by Governor Rick Scott on September 4, 2017 and proclaimed a State of Emergency for Miami Shores Village. The Mayor's proclamation also endorsed the statutes and ordinances of Miami -Dade County regarding price gouging of commodities and goods sold within Miami Shores Village and further authorized Tom Benton, Village Manager to implement protective measures as determined necessary to ensure public safety and general welfare of the citizens of Miami Shores Village. During the incident period of 09/04/2017 through 1011812017, the State of Florida was inundated with flooding, high winds and significant damage to the entire Dade County Miami Region. These severe, adverse conditions posed immediate threats to life, public health, welfare and safety, and debris generated by Hurricane Irma created a threat of significant damage to improved public and private property. Per Miami Shores Village Procurement Policy (attached) item 46. "The council may waive or vary any of the procurements herein above set forth upon written recommendation of the Village Manager when such action is determined in the best interests of the Village." As exigent circumstances existed, and there was no power, no internet and limited cell service Miami Shores Village relied on verbal request for "Emergency Request for Quotes" and is using this memo to file as support documentation of the exigent circumstances and compliance with Miami Shores Village Procurement Policy and the Governors Declaration and State of Emergency. 'I--- 1W Village Manager, Tom Benton 14ATLAS LAWN SERVICE Estimate Submitted To: Dame: Alberto Pozzi Street: 10000 Biscayne Blvd City: Miami Shores State: Fl PO Box: 531265 Miami Shores, Fl 33153 -1265 (0)305- 303- 9004(F)305- 647 -6508 AtlasLawns @aol.com Estimate Date: 09 -12 -2017 For: Hurricane Clean Up Property: Miami Shores Country Club Phone. 786 - 348 -3858 Zip: 33138 Email: APozzi @miamishoresgolf.com We hereby submit specificadonsand esomates for Grapple Truck & Operator $150.00per hr Experienced Tree Trimmer $125.00per hr Skid Steer & Operator $125.00per hr 8hr min per day 8hr min per day 8hr min per day Notes: If you would like ustaworkover8 hrs perday the rate will staythe same. Alldebriswillbe transferred to the onsite trash location. Gas /oil mix and bar oil to be provided by MSCC. We hereby propose to furnish labor and materials — complete in accordance with the above specifications, for the sumof $3,200.00 Three Thousand Two Hundred Dollars per day based on Eight Hours. Al I work to be completed in a workmanlike manner according to standards and practices. Any a Iteration or deviation from above specifications involving extra costs, will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements are contingent upon strikes, accidents, or delays beyond our control. Authori zed Signature Acceptance ofProposa The above prices, specifications and conditions are hereby accepted. You are auth d do the work as specified. ACCEPTED: ryr� Signature: DATE: C__ L Signature: RESOLUTION NO, 1124 -07 A RESOLUTION OF THE MIAMI SHORES VILLAGE COUNCIL, REPEALING RESOLUTION NO. 1006 -2000 CONCERNING THE PURCHASING POLICY OF MIAMI SHORES VILLAGE, AND ESTABLISHING A NEW PURCHASING POLICY. WHEREAS, the current purchasing policy contained in Resolution No. 1006 -2000 has been in effect since February, 2000; and, WHEREAS, it is recognized by the Village Council that the purchasing policy limits needs to be reviewed and amended from time to time; and WHEREAS, the current purchasing limits inhibits the prompt and efficient delivery of goods and services to the residents of the Village; and WHEREAS, it is In the best interest of the Village to increase the purchasing policy limits by repealing Resolution No. 1006 -2000 and passing a new resolution, NOW, THEREFORE, BE IT RESOLVED BY THE MIAMI SHORES VILLAGE COUNCIL, that: Section 1. It shall be the policy of Miami Shores Village to make purchases of goods and services in the following manner, which purchases shall be made to the best advantage of the Village: 1) All purchases for which the total purchase price exceeds $35,000 shall be made on the basis of sealed bids and shall require Village Council approval. 2) All invitations to bid shall include a reservation by the Village of the right to reject and any all bids. 3) Purchases for an estimated purchase price of $25,000 to $35,000 shall be made on the basis of three (3) written quotations and a recommendation memorandum from the Village Manager, and shall require Village Council approval. 4) Purchases of an estimated amount of $25,000 or less shall be within the purchasing authority of the Village Manager and may be made as follows: a) In the case of purchases estimated to be less than $3,000, the goods or services may be purchased from the Vendor at the discretion of the Village Manager. b) In the case of purchases estimated to be less than $7,500 and more than $3,000 the Village Manager or Department Heads shall secure a minimum of three (3) telephone quotations. Said telephone quotations shall be submitted at the time a purchase order is processed for the goods or services desired. Telephone quotations shall be submitted on a standardized telephone quote sheet. c) Purchases estimated to be less than $25,000 and more than $7,500 shall require a minimum of three (3) written quotations. Said written quotations shall be attached to the purchase order at the time the purchase order is processed for the goods or services desired. d) In regard to any purchase of goods or services under this Section 4, the Village Manager shall aggressively seek the best possible product or service for the lowest price which meets the needs of the department requesting the purchase. 5) Items listed on any authorized State, County, Municipal or G.S.A. bid list are presumed to have been approved through a competitive bidding process and do not need Village Council approval. 6) The Council may waive or vary any of the procedures hereinabove set forth upon written recommendation of the Village Manager when such action is determined to be in the best interests of the Village. 7) When the Village Manager determines that an Immediate purchase of goods or services is required to prevent harm to the health, safety or welfare of the residents of the Village or to prevent a loss or damage to public property, the Village Manager may authorize such purchase without regard to the value thereof, and if said purchase is in excess of $25,000, the Village Manager shall advise the Council of same as soon as possible. 8) Purchasing policies contained within this Resolution for purchases under $25,000 may be waived by the Village Manager in the event a good faith effort has been made to secure a good or service and it is determined by the Village Manager or Department Head that there is a sole source for the commodity desired. When this situation exists, "sole soure is to be indicated on the purchase order at the time the purchase order is submitted. It shall be the responsibility of the Department Head for the department purchasing the item to ensure that all reasonable purchasing avenues have been exhausted before an item is declared to be a sole source. 9) This purchasing policy shall not apply to items that must be disassembled in order to obtain a price quotation. Section 2. Passage of this Resolution will effectively repeal Resolution No. 1006 -2000. PASSED AND ADOPTED THIS 6th day of March 2007. ATTEST: WAY!, A VIN MRAFRFAN4 APPROVED AS TO FORM: Richard Sarafan Attorney Mayor