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Jane Hines
From:
Jane Hines
Sent: Wednesday, November 14,20071 :55 PM
To: Mauricio Betancur; Shaun Gelvez
Cc: Rick Conner
Subject: Bid 07-10-04 Landscape Maintenance Srvs
Attachments: Bid 07-10-04 Pre-Bid Conference QA.doc
Attached are the minutes from yesterday's mandatory Pre-bid Conference with Rick's changes. Mauricio, would
you please scan the sign-in sheet, so we can put it on Demand Star along with the attached minutes.
Thank you.
Jane A. Hines, CMC
City Clerk
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
Phone: 305-792-1703 Fax: 305-792-1563 www.sibfl.net
PLEASE NOTE: FLORIDA HAS A VERY BROAD PUBLIC RECORDS LAW. MOST WRITTEN
COMMUNICATIONS TO OR FROM CITY OFFICIALS REGARDING CITY BUSINESS ARE PUBLIC RECORDS
AVAILABLE TO THE PUBLIC AND MEDIA UPON REQUEST. YOUR E-MAIL COMMUNICATIONS MAY
THEREFORE BE SUBJECT TO PUBLIC DISCLOSURE.
11/14/2007
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
Mandatory Pre-Bid Conference Summary Minutes
November 13, 2007 at 10:00 a.m.
Bid No. 07-10-04, Landscape Maintenance Services
Public Works Director Rick Conner opened the Pre-Bid Conference and presented an overall
description of the project. Deadline for submission of bid documents is Wednesday, December 5,
2007 at 10:00 a.m. at which time we wiII publicly open those sealed bids. Any additional
questions are required to be in writing and may be submitted up to five (5) days before the bid
opening (Friday, November 30, 2007), which will be answered and forwarded to all of today's
participants.
QUESTIONS AND COMMENTS FROM PROSPECTIVE BIDDERS
1. Can we pick and choose the categories to bid on or is it all or none?
We are looking at the whole package. The intent is to cover all the bases but we
probably won't ultimately use all of them, it wiII more likely be for normal routine
landscaping services.
2. What is the proximity of the Bidder's facilities to the City of Sunny Isles Beach in Section
3.14, Award of Bids (page 6)?
We have already talked to the City Commission about this particular award and we
wiII be doing what is called a "best value" bid. There is bottom-line low bid, but again
in looking at the bid package there are a lot of things we are not going to do, so
obviously we have to look at more than just the bottom line. We are going to look at
the actual bids, look at the items, look at the company's ability, look at their location,
how quickly they can respond. Those are the kind of things we are going to take into
account.
3. Pressure washer, mowing of parks, those types of normal services?
Yes, those are the normal activities plus some more, such as annual plantings.
4. Is the pressure washer above level or just on the street?
This contemplates working at reachable lcvels, not with a bucket truck
5. These right-of-way areas like Collins A venue, Collins A venue & 185th on the east side, are
the boundaries pretty much a no brainer?
Yes.
6. Will there be a tour?
No.
Bid 07-10-04 Pre-Bid Conference Q/\
Page 1 of 2
7. Any aerial photographs of the City?
Yes, we do have photographs of the City. The best thing to do is google map it. You
are going to find that the definition of the projects is, as we said, a no brainer. If you
,just say the back side of the sidewalk on each side of Collins Avenue, that is pretty
much the right-of-way.
8. On the beach cleaning for the seaweed, what do we do with it? (Section G 1, page 36)
This is described on page 47 under Section G 1. We have had periods where the litter
ovenvhelms us, the junk, not the sea grass. We wiII try to do a clarification that Gl
pertains to a physical sweep of the beach, and where we say raking we mean hand
raking rather than a tractor picking up the sea grass. It is a clean sweep of the beach,
starting at one end and going to the other end picking up Jitter.
9. On page 37 you have a handful of future locations, is there something physical to look at
now?
In some cases thel'e are and in some cases there are not but the Commission just
adopted a new requirement that beach accesses have to be a minimum of 20-feet on
average, but that will be mostly landscaping and then a 6 to 8 foot path, The style, the
mechanics, what you see out there is what we anticipate and if wc crcate something
truly uniquc, then we will come back and adjust that one, That brings back the best
value, we are going to do a lot of checking on references, on-site visits to see how the
work is progressing, and the type and quality of products you supply because
ultimately this has got to be a good faith deal between us.
10. Is there a disposal procedure of dead animals?
Metro Dade Animal Control will take them but sometimes that response is not as quick
as we would like, so we would expect the contractor to pick it up offthe street and then
start the process of calling the County,
11. Under K11, the lifeguard stands, page 41, it doesn't specify where we are moving them to?
We may get erosion such as a few weeks ago when we had the high winds, and our staff
pulled one of them about 50-feet north so there was more buffer. We move them north
and south depending on where the sand has been eroded and deposited. It is to move
them out of the storm's harm but not to pick them up and move them to a warehouse, it
is just to shift them on the beach. They are on skids so they can be moved by tractor or
truck.
Once we get the sign-in sheet, we will scan it and load it on Demand Star within the next few days.
The Pre-Bid Conference was concluded at 10:35 a.m.
Bid 07-10-04 Pre-Bid Conference Q1\
Page 2 of 2
SECTION 2
LEGAL ADVERTISEMENT
NOTICE TO BIDDERS
NOTICE IS HEREBY GIVEN that the City of Sunny Isles Beach is seeking sealed bids for the following
work as specified.
LANDSCAPE MAINTENANCE SERVICES
Invitation to Bid No. 07-10-04
The Bid Specifications for this Invitation to Bid are available from DemandStar by calling (800) 711-
1712 or by accessing their website at www.demandstar.com. The Bid Specifications may also be
examined at the City of Sunny Isles Beach - Office of the City Clerk. Vendors who obtain the Bid
Specifications from sources other than DemandStar or the City of Sunny Isles Beach are cautioned
that their bid response package may be incomplete. Addenda will be posted and disseminated by
DemandStar at least five days prior to the submittal date to all vendors who are listed on the official
list. The City may not accept incomplete proposals.
Bids shall be on a unit price basis; segregated bids will not be accepted. Sealed bids will be received
by the City Clerk no later than 10:00 AM, on Wednesday, December 5, 2007 at the Sunny Isles
Beach Government Center located at 18070 Collins Avenue, 4th floor, Sunny Isles Beach, Florida,
33160. Bids received after this time will not be considered. The City is under no obligation to return
bids. Timely submitted bids will be opened publicly and read aloud at this time.
The envelope containing the sealed bid must be clearly marked:
"IMPORTANT, BID ENCLOSED"
Bid No. 07-10-04
LANDSCAPE MAINTENANCE SERVICES
OPENING DATE AND TIME: 12/5/07 at 10:00 AM
Bid security in the amount of five percent (5%) of the TOTAL BID must accompany the Bid in
accordance with the Instructions to Bidders.
A MANDATORY Pre-Bid Conference for all potential Bidders is set for 10:00 A.M. on Tuesday,
November 13, 2007 in the First Floor Conference Room at the City of Sunny Isles Beach, Sunny
Isles Beach Governmental Center located at 18070 Collins Avenue, Sunny Isles Beach, Florida 33160.
The Owner reserves the right to reject any or all Bids, with or without cause, to waive technical errors
and informalities, and to accept the Bid, which best serves the interest of the Owner.
All questions regarding Invitation to Bid No. 07-10-04 are to be directed in writing to Rick Conner,
Engineering & Public Works Director, using email address:rconner@sibfl.net. Any questions or
clarifications concerning the Bid Specifications must be made to Rick Conner - Engineering & Public
Works Director, in writing, at least five (5) business days prior to the date of the Bid opening.
Jane Hines, CMC, City Clerk
City of Sunny Isles Beach
Publish Date: October 29. 2007
END OF SECTION
PAGE 3 OF 92
BID NO. 07-10-04
MIAMI DAILY BUSINESS REVIEW
Published Daily except Saturday, Sunday and
Legal Holidays
Miami, Miami-Dade County. Florida
STATE OF FLORIDA
COUNTY OF MIAMI-DADE:
Before the undersigned authority personally appeared
O.V. FERBEYRE, who on oath says that he or she is the
VICE PRESIDENT, Legal Notices of the Miami Daily Business
Review f/k/a Miami Review, a daily (except Saturday, Sunday
and Legal Holidays) newspaper, published at Miami in Miami-Dade
County, Florida; that the attached copy of advertisement,
being a Legal Advertisement of Notice in the matter of
CITY OF SUNNY ISLES BEACH - NOTICE TO BIDDERS
LANDSCAPE MAINTENANCE SERVICES INVITATION TO BID NO, 07-10-04
in the XXXX Court
was published in said newspaper in the issues of
10/29/2007
Affiant further says that the said Miami Daily Business
Review is a newspaper published at Miami in said Miami-Dade
County, Florida and that the said newspaper has
heretofore been continuously published in said Miami-Dade County
Florida, each day (except Saturday, Sunday and Legal Holidays) ,
and has been ,entered as second class mail matter at the post
office In Miami In said Miami-Dade County, Florida, for a
period of one year next preceding the first publication of the
attached copy of advertisement; and affiant further says that he or
she has neither paid nor promised any person, firm or corporation
any discount, rebate, commission or refund for the purpose
of seCUZ{Jlng t adve IS en r publication in the said
newspaper
Ub
Sworn to and subscribed before me this
2007
(SEAL)
O.V. FERBEYRE personally known to me
, MARIA I. MESA
. NOTARY PUBLIC STArr OF FLORIDI
Y Commission #DD293855
Expires: MARCH 04, 2001"
~
NOTICE TO BIDDERS
NOTICE IS HEREBY GIVEN that the City of Sun'lY Isles Beach is
seeking sealed bids for the following work as specified.
LANDSCAPE MAINTENANCE SERVICES
Invitation to Bid No. 07-10-04
The Bid Specifications for this Invitation to Bid are available from
DemandStar by calling (800) 711-1712 or by accessing their website at
www.demandstar.com. The Bid Specifications may also be examined at
the City of Sunny Isles Beach - Office of the City Clerk. Vendors who
obtain the Bid Specifications from sources other than DemandStar or the
City of Sunny Isles Beach are cautioned that their bid response package
may be incomplete, Addenda will be posted and disseminated by
DemandStar at least five days prior to the submittal date to all vendors
who are listed on the official list. The City may not accept incomplete
proposals.
Bids shall be on a unit price basis; segregated bids will nqt be accepted.
Sealed bids will be received by the City Clerk no later than 10:00 AM. on
Wednesdav. December 5. 2007 at the Sunny Isles Beach Government
Center located at 18070 Collins Avenue, 4th floor, Sunny Isles Beach,
Florida, 33160, Bids received after this time will not be considered. The
City is under no obligation to retum bids. Timely submitted bids will be
opened publicly and read aloud at this time.
The envelope containing the sealed bid must be clearly marked:
"IMPORTANT, BID ENCl,.OSED"
Bid No. 07-10-04
LANDSCAPE MAINTENANCE SERVICES
OPENING DATE AND TIME: 12/5/07 at 10:00 AM
Bid security in the amount of five percent (5%) of the TOTAL BID must
accompany the Bid in accordance with the Instructions to Bidders,
A MANDATORY Pre-Bid Conference for all potential Bidders is set for
10:00 A.M. on Tuesday, November 13, 2007 in the First Floor
Conference Room at the City of Sunny Isles Beach, Sunny Isles Beach
Govemmental Center located at 18070 Collins Avenue, Sunny Isles
Beach, Florida 33160.
The Owner reserves the right to reject any or all Bids, with or without
cause, to waive technical errors and informalities, and to accept the Bid,
which best serves the interest of the Owner.
All questions regarding Invitation to Bid No. 07-10-04 are to be directed
in writina to Rick Conner, Engineering & Public Works Director, using
email address:rconner@sibfl.net. Any questions or clarifications
conceming the Bid Specifications must be made to Rick Conner -
Engineering & Public Works Director, in writing, at least five (5) business
days prior to the date of the Bid opening.
Jane Hines, CMC, City Clerk
City of Sunny Isles Beach
10/29
07-B-01/910482M
BROWARD DAILY BUSINESS REVIEW
Published Daily except Saturday. Sunday and
Legal Holidays
Ft. Lauderdale, Broward County, Florida
STATE OF FLORIDA
COUNTY OF BROWARD:
Before the undersigned authority personally appeared
K. STEWART, who on oath says that he or she is the
ADMINISTRATIVE ASSISTANT, of the Broward Daily Business
Review f/k/a Broward Review, a newspaper
published at Fort Lauderdale, in Broward
County, Florida; that the attached copy of advertisement,
being a Legal Advertisement of Notice in the matter of
07-10-04
NOTICE TO BIDDERS
CITY OF SUNNY ISLES BEACH
in the XXXX Court,
was published in said newspaper in the issues of
10/29/2007
Affiant further says that the said Broward Daily Business
Review is a newspaper published at Fort Lauderdale, in said
Broward County, Florida and that the said newspaper has
heretofore been continuously published in said Broward County,
Florida and has been entered as second class mail matter at the post
office in Fort Lauderdale in said Broward County, Florida, for a
period of one year next preceding the first publication of the
attached copy of advertisement; and affiant further says that he or
she has neither paid nor promised any person, firm or corporation
any discount, rebate, commission or refund for the purpose
of securing this advertisement for publication in the said
newspaper.
~~
-
Sworn to and subscribed before me th;s
29 'lOCTOBER , A.O.
/! -==7J
(SEAL)
2007
K. STEWART personally known to me
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NOTICE TO BIDDERS
NOTICE IS HEREBY GIVEN that the City of Sunny Isles Beach is
seeking sealed bids for the following work as specified.
LANDSCAPE MAINTENANCE SERVICES
Invitation to Bid No. 07-1ll-04
The Bid Specifications for this Invitation to Bid are available from
DemandStar by calling (800) 711-1712 or by accessing their website at
www.demandstar.com. The Bid Specifications may also be examined at
the City of Sunny Isles Beach - Office of the City Clerk. Vendors who
obtain the Bid Specifications from sources other than DemandStar or the
City of Sunny Isles Beach are cautioned that their bid response package
may be incomplete, Addenda will be posted and disseminated by
DemandStar at least five days prior to the submittal date to all vendors
who are listed on the official list. The City may not accept incomplete
proposals.
IBidS shall be on a unit price basis; segregated bids will not be accepted.
Sealed bids will be received by the City Clerk no later than 10:00 AM. on
Wednesdav. December 5. 2007 at the Sunny Isles Beach Govemment
Center located at 18070 Collins Avenue, 4th floor. Sunny Isles Beach,
Florida, 33160. Bids received after this time will not be considered. The
City is under no obligation to return bids. Timely submitted bids will be
opened publicly and read aloud at this time,
The envelope containing the sealed bid must be clearly marked:
"IMPORTANT, BID ENCLOSED"
Bid No. 07-1ll-04
LANDSCAPE MAINTENANCE SERVICES
OPENING DATE AND TIME: 1215/07 at 10:00 AM
I Bid security in the amount of five percent (5%) of the TOTAL BID must
I accompany the Bid in accordance with the Instructions to Bidders.
A MANDATORY Pre-Bid Conference for all potential Bidders is set for
10:00 A.M. on Tuesday, November 13, 2007 in the First Floor
Conference Room at the City of Sunny Isles Beach, Sunny Isles Beach
Governmental Center located at 18070 Collins Avenue, Sunny Isles
Beach, Florida 33160.
The Owner reserves the right to reject any or all Bids, with or without
cause, to waive technical errors and informalities, and to accept the Bid,
which best serves the interest of the Owner.
All questions regarding Invitation to Bid No. 07-10-04 are to be directed
in writing to Rick Conner, Engineering & Public Works Director, using
email address:rconner@sibfl.net. Any questions or clarifications
concerning the Bid Specifications must be made to Rick Conner _
Engineering & Public Works Director, in writing, at least five (5) business
days prior to the date of the Bid opening.
Jane Hines, CMC, City Clerk
City of Sunny Isles Beach
I 1 0/29
07-B-1 04/91 0679B
Staff:
City of Sunny Isles Beach
Mandatory Pre-Bid Conference - Sign-In Sheet
Bid No. 07-10-04
For Landscape Maintenance Services
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
Tuesday, November 13, 2007, 10:00 a,m.
~~~~.
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Phone: (;30;) gu - &6-:; f3
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Mandatory Pre-Bid Conference - Sign-In Sheet
Bid No. 07-10-04
for Landscape Maintenance Services
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
Tuesday, November 13,2007,10:00 a.m.
Name:
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Address: tlB~ ~Cl~~ p~ City: (p,~ VV(a,
Phone: ~ ~b 1.~ 10+4- Fax: ~ ~33- :sets
Name:
State: Fl
Zip: sZ-- lk
Email: SDD'V r fU (i3 ()/A,L(..J, Ut-
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Name: -::fC",\.1 ~O"NE;..
Company Name:LAN.b"'SCA~ ~l ~ 'f~ f6S~l O~~LS
Address:1.9Il<"}lW 11 \J~l1 CityT~M~'-
Phone: ~t{:'l~l ~ 19ti~O Fax: q$"t{'7~' ,1I1~'3
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. ~tfBid Opening - Sign-In Sheet
Bid No. 07-10-02
for Central Island Drainage and Street Improvements
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
Wednesday, ~ 2007,j.0:3O""a.m.
oc...o::!- '3 \ \ () : 00
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Address: 2~7C(1 St-v /? 7 ,4t/~ City: !hflf g<{l (37H) State: FL Zip: ?ScJ? /
Phone: 3/2-'-/7- ,:SZ2-G Fax: 3/2 '17 - 17<:::; G Email: e y::: I L , ,.'11 u..-t::= tf: Q
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Citv of Sunny Isles Beach
Bid Opening - Sign-In Sheet
Bid No. 07-10-04
For Landscape Maintenance Services
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
\ Wednesday, December 5, 2007, 10:00 a.m.
Staff: ~~f: ~~I C'I'-f 0bf~
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Address: l ~Cj 0' N I.V \. I g ~ City: OJ... "A--wt \~ State: ~ Zip: :3 ? L ? r
Phone: '3o!''' SSaS" 00' (:. Fax: 3 or... J:o.f" -<!-- 2-7'0 Email: Tv- Q. H V B ~~ ,,-:>.
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Phone: ?or~ 8o-S" 'Oofp(j- Fax: )O~~ toS~'l-2.-r"O
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Bid Opening Conference - Sign-In Sheet
Bid No. 07-10-04
for Landscape Maintenance Services
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
Wednesday, December 5, 2007, 10:00 a.m.
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Address: City: State: Zip:
Phone: Fax: Email:
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Company Name:
Address: City: State: Zip:
Phone: Fax: Email:
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Bid Opening Conference - Sign-In Sheet
Bid No. 07-10-04
for Landscape Maintenance Services
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
Wednesday, December 5, 2007, 10:00 a.m.
Name: Title:
Company Name:
Address: City: State: Zip:
Phone: Fax: Email:
Name: Title:
Company Name:
Address: City: State: Zip:
Phone: Fax: Email:
Name: Title:
Company Name:
Address: City: State: Zip:
Phone: Fax: Email:
Name: Title:
Company Name:
Address: City: State: Zip:
Phone: Fax: Email:
Name: Title:
Company Name:
Address: City: State: Zip:
Phone: Fax: Email:
Name: Title:
Company Name:
Address: City: State: Zip:
Phone: Fax: Email: