It is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration, pursuant to Invitation to Bid (ITB) 2022-163-AY, to establish a pool of suppliers for aggregate, topsoil, and sand to expedite the selection of suppliers for future projects, and approve the initial pool of qualified suppliers: Florida Superior Sand, Inc. The Resolution further authorizes the City Manager to keep the ITB open for the purpose of prequalifying additional suppliers, and delegating to the City Manager the authority to add or remove suppliers to the pool, provided such suppliers meet the requirements of the ITB. Further, any purchase in excess of $100,000 shall be subject to the prior approval of the City Commission.

This solicitation is currently under the cone of silence.

The City of Miami Beach requires the supply and delivery of aggregate, topsoil, and sand to the City on an as-needed basis. When applicable, all materials supplied to the City under this contract shall meet the FDOT Standard Specifications for Road and Bridge Construction requirements, most recent edition.

On April 1, 2019, the City issued Invitation to Bid (ITB) 2019-136-AY for Aggregate, Top Soil, and Sand. On May 8, 2019, the Mayor and City Commission awarded contracts to the lowest bidder(s). The City’s current contract for these services expires in May 2022. Therefore, the City is seeking a replacement contract for these services.  The annual estimated budget for these services is $240,000.

On December 23, 2021, the Invitation to Bid (ITB) 2022-163-AY for pre-qualification pool for aggregate, topsoil, and sand was issued. The Procurement Department issued bid notices to 5,063 companies utilizing the City's e-procurement platform. Eight (8) prospective bidders accessed the advertised solicitation. ITB responses were due and received on January 13, 2022. The City received a sole proposal from Florida Superior Sand, Inc.

Based on the 2019 resident survey, 80.8% strongly agree that they are satisfied with the maintenance of parks. In particular, 29.3% of the survey submitted an “excellent” response. To increase satisfaction, the City intends to contract with qualified professionals to provide aggregate, topsoil, and sand to parks and playgrounds within the City limits.

The pool of prequalified contractors for the purchase of aggregate, topsoil, and sand will ensure that projects are awarded in a competitive manner that maximizes available funds. The costs of the related services are an estimated annual budget of $170,000. Grant funding will not be utilized for this project.

I concur with staff that it is in the City's best interest to have a pool of prequalified suppliers for aggregate, topsoil, and sand from which proposals can be sought on an “as needed” basis. Otherwise, redundant and time-consuming efforts would be required to seek proposals and qualify vendors each time a need was identified. In order to continue to maximize competition by continuing to add suppliers, I recommend that the period for submitting applications be extended to be consistent with the term of the contract. New applicants that meet the ITB requirements will be added to the pool. Suppliers that do not perform well will be removed from the pool.

Therefore, I recommend that the Mayor and City Commission of the City of Miami Beach, Florida, approve the Resolution, accepting the recommendation of the City Manager, pursuant to Invitation To Bid (ITB) 2022-163-AY, to establish a pool of suppliers for aggregate, topsoil, and sand to expedite the selection of suppliers for future projects, and approve Florida Superior Sand, Inc. to be added to the pool of prequalified suppliers; further, authorizing the City Manager to keep the ITB open for the purpose of prequalifying additional suppliers, and delegating to the City Manager the authority to add or remove suppliers to the pool, provided such suppliers meet the requirements of the ITB. Further, any purchase in excess of $100,000 shall be subject to the prior approval of the City Commission.