It is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration, pursuant to Invitation To Bid (ITB) 2022-162-AY, to establish a pool of vendors for bonded aggregate surfacing to expedite the selection of vendors for future projects, and approve the initial pool of qualified vendors: Austin Tupler Trucking, Inc., Chin Diesel, Inc., and Metro Express, Inc. The Resolution further authorizes the City Manager to keep the ITB open for the purpose of prequalifying additional vendors, and delegating to the City Manager the authority to add or remove vendors to the pool, provided such vendors meet the requirements of the ITB; and further providing that any purchase in excess of $300,000 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 bonded aggregate surfacing to be used to bind a selection of decorative aggregates or recycled materials that provide a bonded, attractive, and porous surface for tree pit surrounds, sidewalks, walking paths, etc. The City’s current contract for these services will expire in May 2022. Therefore, the City is seeking a replacement contract for these services. The annual estimated budget for these services is $240,000.

Accordingly, the Administration seeks to prequalify vendors to address the operations needed for the user departments. In accordance with City policy, for purchases up to $300,000, the approval of the City Manager or designee will be required in accordance with the City Manager's existing delegated procurement authority under the City Code; purchases exceeding $300,000 will be submitted to the City Commission for consideration and approval.

On December 23, 2021, the Invitation to Bid (ITB) 2022-162-AY for pre-qualification pool for bonded aggregate surfacing was issued. The Procurement Department issued bid notices to 2,828 companies utilizing the City's e-procurement platform. 19 prospective bidders accessed the advertised solicitation. ITB responses were due and received on January 13, 2022. The City received proposals from the following three (3) firms: Austin Tupler Trucking, Inc., Chin Diesel, Inc., and Metro Express, Inc.

The ITB stated that following the review of applications, the responsive and responsible bidder(s) meeting all terms and conditions of the ITB will be recommended for award. In its due diligence, the Procurement Department found that Austin Tupler Trucking, Inc., Chin Diesel, Inc., and Metro Express, Inc. have been deemed responsive, responsible bidders meeting all terms and conditions of the ITB and are recommended for award.

Based on the 2019 resident survey, 42.3% strongly agree that they are satisfied with the condition of sidewalks. In particular, 8.6% of the survey submitted an “excellent” response. To increase satisfaction, the City intends to contract with qualified professionals to provide bonded aggregate services within the City limits

It is in the City’s best interest to have a pool of prequalified vendors for bonded aggregate surfacing 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, It is recommended 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. Vendors that do not perform well will be removed from the pool.

It is recommend that the Mayor and City Commission approve Invitation To Bid (ITB) 2022-162-AY, to establish a pool of vendors for bonded aggregate surfacing to expedite the selection of vendors for future projects, and approve the initial pool of qualified vendors: Austin Tupler Trucking, Inc., Chin Diesel, Inc., and Metro Express, Inc.; further, authorizing the City Manager to keep the ITB open for the purpose of prequalifying additional vendors, and delegating to the City Manager the authority to add or remove vendors to the pool, provided such vendors meet the requirements of the ITB; and further providing that any purchase in excess of $300,000 shall be subject to the prior approval of the City Commission.