Authorize $69,324 contract with Arrow Asphalt for roadway resurfacing

DATE: November 20, 2024 TO: The Honorable Mayor and Members of the Village Council FROM: Yocelyn Galiano, ICMA-CM, Village Manager RE: Resolution Approving a Construction Proposal for Roadway Milling and Resurfacing Services I hereby respectfully recommend the Village Council adopt the attached resolution authorizing the Village Manager to piggy-back off a City of North Miami Beach contract #ITB-19-101-JL for roadway resurfacing services with Arrow Asphalt & Engineering, Inc. for the milling and resurfacing of the roadway at 6650 SW 104 Street based on the enclosed proposal. The services will cost $ 69,324.10. Funding for this project has been allocated in the Fiscal Year 2025 Transportation Fund Budget line item for miscellaneous road repair work. RESOLUTION NO. 2024- A RESOLUTION OF THE VILLAGE OF PINECREST, FLORIDA, AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO A CONTRACT WITH ARROW ASPHALT & ENGINEERING, INC. FOR MISCELLANEOUS ROADWAY SERVICES; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Miami Beach conducted a competitive bidding process for the procurement of Roadway, Drainage and Other Civil Works Related Projects and awarded a bid to Arrow Asphalt & Engineering, Inc.; and WHEREAS, pursuant to Section 2-287 of the Code of Ordinances, the Village Manager is authorized to execute contracts, as entered into by other governmental authorities, provided that the governmental authority has followed a competitive bidding procedure leading to the award of the bid or contract in question; and WHEREAS, the Village Manager wishes to enter into a contract with Arrow Asphalt & Engineering, Inc. for Roadway, Drainage and Other Civil Works Related Projects;

NOW, THEREFORE,

BE IT RESOLVED BY THE VILLAGE COUNCIL OF PINECREST, FLORIDA, AS FOLLOWS: Section 1. That the Village Council hereby authorizes the Village Manager, pursuant to Section 2-287 of the Code of Ordinances, to “piggyback” on an existing contract between the City of North Miami Beach and Arrow Asphalt & Engineering, Inc. (ITB-19-101-JL), and enter into an agreement with Arrow Asphalt & Engineering, Inc. to mill and resurface SW 104th St from 64th Ave to 67th Ave., based on the terms and rates established in the original contract for in amount not to exceed $69,324.10. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 10th day of December, 2024. Joseph M. Corradino, Mayor Attest: ____________________________ Priscilla Torres, MMC Village Clerk Approved as to Form and Legal Sufficiency: ____________________________ Mitchell Bierman Village Attorney Consent Agenda Village Of Pinecrest, Mill & Pave, 6650 SW 104th Street, Pinecrest, FL 10-15-24 JS CTL 16372 PROPOSAL CTL#16372 Arrow Asphalt & Engineering, Inc. 3050 N.W. 129th Street, Opa Locka, FL 33054 (305) 688-8686 Voice (305) 688-8484 Fax PROPOSAL SUBMITTED TO: Date: Tuesday, October 15, 2024 Client Information Job Site Information David Mendez Mill & Pave Village of Pinecrest 6650 SW 104th Street 12645 Pinecrest Parkway Pinecrest, FL Pinecrest, FL 33156 (305) 801-2854 Email: dmendez@pinecrest-fl.gov We hereby submit specifications and estimates to perform work at the above job site: Bid Item A4 (x2 to account for 2 inches) 1 inch thick milling, removal and disposal of existing asphalt pave (first 50 square yards) Approx. 50 SY @ $15.000/SY...........................................................................................................$750.00 Bid Item A5 1 inch thick milling, removal and disposal of existing asphalt pave (after 50 square yards) Approx. 2,179 SY @ $7.00/SY.....................................................................................................$15,253.00 Bid Item A6 Mill additional 1 inch thick asphalt pavement, remove and dispose after the first inch of milled pavement Approx. 2,179 SY @ $0.90/SY.......................................................................................................$1,961.10 Bid Item C9 (x2 to account for 2 inches) Superpave SP-9.5 Asphaltic Concrete Pavement (1-inch thick) machine layed per FDOT specifications. Compact with 5 ton roller. Approx. 2,229 SY @ $20.00/SY........................................................$44,580.00 Repaint all pavement markings to existing format using DOT approved latex traffic paint....................................................................................................................................................$660.00 Village Of Pinecrest, Mill & Pave, 6650 SW 104th Street, Pinecrest, FL 10-15-24 JS CTL 16372 Install thermo plastic pavement markings to plan format...............................................................$1,320.00 MOT (to be billed at actual cost plus 20%)....................................................................................$4,800.00 Total: $69,324.10 [Add cost of permit to total if required, any additional work will be an extra] _________________________________________________________________________________________________ We hereby propose to furnish labor and materials to complete in accordance with the above specifications, for the sum of: Sixty Nine Thousand Three Hundred Twenty Four Dollars and 10/100 ($69,324.10) with 50% deposit, and remaining balance payment due upon completion of job. _________________________________________________________________________________________________ ACCEPTANCE OF PROPOSAL The above prices, specifications and conditions are hereby accepted. We have reviewed the important Disclosures and have provided any special billing instructions on the reverse side. You are authorized to do the work as specified. Payment will be made as outlined above. ACCEPTED: AUTHORIZED SIGNATURE: Signature:__________________________ ________________________________ Arrow Asphalt & Engineering, Inc Date:___________________ Village Of Pinecrest, Mill & Pave, 6650 SW 104th Street, Pinecrest, FL 10-15-24 JS CTL 16372 IMPORTANT DISCLOSURES AND DESIGNATION OF SPECIAL BILLING INSTRUCTIONS Disclosures: 1.) Bid does not include fees for permits, bonds, engineering stakes layouts, as-builds or densities. A fee of $500.00 will be added if Arrow Asphalt & Engineering Inc. is to apply and be responsible for procurement of permit. No import or export, excess fill or deterious materials included unless noted (cap-rock, muck, grass, trees, ect.) Not responsible for errors and/ or omissions by engineer or surveyor. BID PRICE VALID FOR THIRTY (30) DAYS. 2.) A 50% deposit is required upon signed contract to schedule work proposed, balance will be due upon job completion. DEPOSIT IS NON-RE FUNDABLE 3.) All material guaranteed to be specified, and the above work to be preformed in accordance with the drawings and specifications submitted for above work and completed in a substantial workmanlike manner. 4.) We guarantee our work not to flake, crack or unravel for a period of one year. We are not responsible for the wearing off of the material from the top of the asphalt aggregate due to traffic wear. 5.) Any alteration or deviation from the above specifications involving extra costs will be executed only upon written change order, and will become and extra charge over and above the contract. Bid is based on today's market price for materials. Any increase in material price at start of job will be extra cost. All agreements contingent upon strikes, accidents or delays beyond our control. 6.) Prices given without plans and specs are subject to price change when plans are available. Final payment will be based on actual quantities installed which will be verified by field measurements. 7.) Arrow Asphalt and Engineering is not responsible for delays created by other trades, material suppliers, labor strikes or acts of God. 8.) Arrow Asphalt and Engineering is not responsible for damage to underground sprinkler's or utilities, sod , landscaping, dust removal, painting or stucco, during the normal course of construction. 9.) Claims for property damage must be made in writing 24 hours after the completion of the work. Job related complaints must be made within 48 hours of completion. 10.) Tree hedges and grass to be trimmed prior to the commencement of work. 11.) Seal Coating and striping to be completed in one mobilization. Additional mobilization are additional costs to the contract. Additional mobilizations are $1,200.00 per mobilization. 12.) Arrow Asphalt and Engineering is not responsible for the following but not limited to the tracking of the sealer on pavers, driveways, sidewalks or any other areas besides roadway. Sealed areas will be blocked off until dry. 13.) A 1.5% finance charge per month shall be added to any invoice 30 days past due. 14.) This proposal is based on work being completed during the hours of 8am- 5pm, Monday - Friday excluding Holidays and Weekends. No warranties are honored unless payment is made in full. Arrow Asphalt & Engineering will provide a one (1) year warranty on material and workmanship. Normal wear and tear is not covered under this warranty. 15.) Due to the instability in today's market, Arrow Asphalt & Engineering, Inc. cannot guarantee unit prices for any materials, All increases in material costs will be added to cost of contract. 16.)Asphalt unit price predicated on asphalt costing $110.00 per ton, asphalt will be requoted at time of installation and client to be responsible for difference in cost plus 15% DRE mark-up for overhead and profit, change order to be executed prior to installation of asphalt. Initial _______ Village Of Pinecrest, Mill & Pave, 6650 SW 104th Street, Pinecrest, FL 10-15-24 JS CTL 16372 Paving Commercial/ Owner Responsibility & Conditions 1.) Barricaded Parking Lot: It is vital that all vehicles are removed from our area of work no later than 7:15am unless otherwise agreed. As you can imagine, our project costs are based on the property having all cars, people and objects off the area of work. Tow Trucks need to be arranged 5 days prior to the start of any work and be on call to remove cars from the scheduled work area. If any cars are left in the area of work, we cannot be held responsible for any damage to the vehicles. There will be additional costs if we are unable to access the work area billed at a minimum of $2,500.00 2.) Site service: The management company / property owner is responsible to notify all landscapers and garbage companies to not show up in the area of work the day we are performing work. In the event of a reschedule due to unforseen conditions, you are required to let all service providers know about the change. 3.) Rain: If it is raining the day of scheduled service, assume we will not be coming and we will contact you to reschedule as soon as possible. If it rains after our installation, please contact our representative. We monitor the weather closely and can generally predict this very well. In the event that an unexpected storm happens, we will touch up any areas any areas where sealer has not bonded. 4.) Sprinklers: Should be off 24 hours prior and 48 hours after service. Avoid lawn cutting during this same period of time. The surface must be dry for our arrival. Areas where the newly sealed pavement is wet may wear prematurely. 5.) Drainage: Arrow Asphalt and Engineering cannot guarantee 100% drainage in areas where the design grade is less than 1% fall. 6.) Asphalt Over-Runs: Will be billed to owner at $150.00 per ton. Pricing does not include asphalt leveling unless stated otherwise in the original scope of work. Owners agrees to leveling at $185.00 per ton. 7.) Reflective Cracking: Arrow Asphalt and Engineering will not accept responsibility for reflective cracking of new asphalt overlay due to the cracked conditions of the existing asphalt pavement. 8.) Driving on surface: Once you start driving on paved/ sealed surface, avoid turning your wheels unless your car is moving. We understand this may be difficult to do, but understand that when wheels are turned on freshly paved/ sealed asphalt surface, scuffing and turn marks will be evident, no worries in time they will blend with surrounding surface. Other Terms and Conditions: 1.) 90% of contract amount and change orders must be paid prior to completing punch list items and/ or any changes for additional work required by cities or municipalities. 2.) Towing fees, if necessary, billed as actual. Any vehicles left in the construction area at the commencement of the work will be relocated on site and billed to the Owner/Authorized Agent 3.) Change orders, additions or extras requested by Owner, Contractor or Municipality will be invoiced as an addition to the contact and shall not delay payment of the original contract sum. All Change Orders must be approved and signed by management/ Board President/ Building Owner (whichever applies.) 4.) Arrow Asphalt and Engineering will not be responsible for paint adhesion to car stops that have not been pressure cleaned. 5.) Cannot guarantee sealcoat longevity where there is standing water. Cracks in pavement will still be noticeable after sealcoating. Tire turning marks will be visible at first but will disappear over time. 8.) Additional mobilization to be billed at $1,200.00 each for sealcoating. This charge may be billed due to, but not limited to: site unavailability for commencement of work due to vehicles encroaching on the work area, change of schedule by Other/ Authorized Agent without prior consent of contractor or repairs to work caused by tresspassing. Initial _______ Village Of Pinecrest, Mill & Pave, 6650 SW 104th Street, Pinecrest, FL 10-15-24 JS CTL 16372 9.) Additional mobilizations to be billed at $3,000.00 each for Concrete Services. This charge may be billed due to, but not limited to site unavailability for commencement of work due to vehicles encroaching on the work area, change of schedule by Owner/ Authorized agent without prior consent of contractor or repairs to work caused by tresspassing. 10.) Additional mobilizaions to be billed at $2,500.00 for paving. This charge may be billed due to, but not limited to: site unavailability for commencement of the work to due to vehicles encroaching on the work area, change of schedule by Owner/ Authorized agent without prior consent of contractor or repairs to work caused by tresspassing. Arrow Asphalt and Engineering will provide a schedule to be approved by Owner prior to any additional mobilizations. 11.) Saturday mobilizations will be an additional $2,000.00. 12.) Arrow Asphalt and Engineering cannot guarantee 100% drainage in areas where the design grade is less than 1% fall. Special Billing Instructions: Please fill out the information below: Specify Billing Information: Company Name:______________________________________ Contact Person: ______________________________________ Address: ______________________________________ ______________________________________ Phone Number: ______________________________________ Purchase Order: ______________________________________ Provide email for eBilling:______________________________ Please note any particular forms, documents, and/or procedures required prior to release of payment: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Initial _______