Item 4B - Award of Bid 1516-04-Utility ContractorCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM# 4B
JANUARY 11, 2016
AGENDA ITEM: Electrical Contractor
SUBMITTED BY: Douglas E. Layton, PE
Public Works Director
DATE: 11/20/15
BACKGROUND: 2 bids for the Electrical Contractor, Annual Service Contract were
received on 11/4/15. The lowest responsible bid received was from
Limbaugh Electric. The other bidder is B&G Refrigeration. The bid is
primarily for electrical repairs or minor improvements that cannot be
performed by City forces. We are not limited to using the selected
contractor and may select multiple contractors.
Limbaugh Electric currently provides these services to the City in a
satisfactory manner under a previous bid. B&G has also performed
satisfactory electrical work for the City including extensive work on our
HVAC equipment.
It is desired to award the bid to both bidders to allow flexibility in
operations by having two contractors available for support.
BUDGET: The actual cost to be awarded under this contractor is unknown. Tasks
will be awarded under the City's purchasing policy as each need arrives.
The cost expended under this contract in FY 2014/15 was approximately
$95,000. It is anticipated that costs in future years will be similar.
RECOMMENDATION: Approve the award of Bid no. 1516-04 "Utility Contractor,
Annual Service Contract" to Limbaugh Electric and B&G Refrigeration.
ATTACHED: Bids & Bid Tabulation
Bidder Announcement 1516-04
Bid 1516-04 Specifications
REVIEWED BY: :22' J/c22n£C?<./
BID# 1516-04
City of Atlantic Beach
RE-BID: Annual Contract for Electrical Troubleshooting, Repairs and Installation
Wednesday, November 04, 2015
Required Documents B&G Refrigeration Limbaugh Electric
Submission in Triplicate X X
Document Requirements Checklist X X
Bid Form-Completed X X
Insurance Certificate X X
Drug Free Workplace X X
Public Entity Crime Statement X X
New Vendor Information Form X X
W-9 Form X X
References (3) X X
Business Tax Receipt X X
Master Electrician Cert. by N. FL Building Trades Assoc. X X
Proof on Master Electrician graduation from State approved NO X apprenticeship program & training in industrial electricity
Proof of 5 Years Experience with Water/Wastewater Facilities NO X
Documentation of Receipt of Any Addenda X X
Total Hourly Cost for Project (D+F = hourly plus overhead & 175.23 $121.55 profit)
Proposed Mark-up on Material 18% 30%
Award of Bid based on Department Analysis and Commission Approval
I ft
#
City of Atlantic Beach
RE-BID: Annual Contract for Electrical Troubleshooting, Repairs and Installation
Wednesday, November 04, 2015
BID 1516-04 3:00PM
B&G Refrigeration Limbaugh Electric
RATES
Master Electrician (1 hour at regular hour rate) $52.50 $37.50
Experienced Electrician (1 hour at regular hour rate) $52.50 $35.00
Electrician's Helper (1 hour at regular hour rate) $43.50 $21.00
Subtotal (Total Sum A thru C) $148.50 $93.50
Overhead & Profit Rate % 18% 30%
Cost for Overhead & Profit ($) (= D x E) $26.73 28.05
TOTAL COST (= D + F) $175.23 $121.55
Proposed Mark-up on Material 18% 30%
**LIMBAUGH ELECTRIC: OVERHEAD & PROFIT RATE% IS 15% EACH FOR A TOTAL OF 30%**
Award of Bid based on Department Analysis and Commission Approval
AG ENDA lTE M ff4B
.JAN UARY 11 ,201 6
THE CITY OF ATLANTIC BEACH
TO:
FROM:
BID NOTI FICATION
VIAE-MAIL
American E lectrical C ontract'g Attn: Sharon
B&G Electric Attn: Pat Berger
Cogburn Electric
Knight Electric
Limbaugh Electric
Miller E lectric
Stiles Electric
Vanguard Electric
Attn: Tony Lederman
Attn: M g mt
Attn: Alex
Attn: Mgmt
Attn: Gary
Attn: Bob Bowers
Pa tty Drak e/P urch as in g Agent
Pho ne: 247-588 0/FAX: 247-58 19
pdrake@ coab.us
DATE: Octo ber 08,2015
scarnaban@americall-elcctrlcal.com
patrick@bgrefrigeration.com
tledcrma n @cogburnbros.com
knightelectric 170@bellsouth.net
brookslimbaugh@ beUsouth.net
info@ meco.com
gary@stilesele.ctric.com
bob vanguard@bellsoutb.net
SU BJECT: Bid 1516-04 RE-BID: Annual C ontract for Electrical Troubleshooting &
Repair/Installation
Pages : ~ Including Cover Sheet
T h e C ity of A tl a nti c Beach recently re quested b id s fo r its a nnu al electri cal contract und e r bid nu m ber
14 15-ll . This servi ce is c urrently b eing re-bid und e r bid num be r 15 l 6-04, as n o resp on ses were
received .
T h e bid sp ecificatio ns h ave been r ev is ed and may be viewed fro m th e C i ty's website a t
www.coab.us/bid s . T he posted anno uncem ent p rovid es d e tailed infonn ati on a nd a ll documents re lated
to the bid are avail a bl e for d ownl oadi ng.
Thank you for yo ur in terest in working with the C ity of A tl antic Beach.
Patty (])raf<J
Q?urcfi.asiug )!gent
City cif )f.tCantic r:Beacli
BID SPECIFlCATlONS
FOR
ANNUAL CONTRACT FOR
AGENDA rTEM # 41J
.JANUARY II, 2016
ELECTRICAL TROUBLESHOOTING, REPAIRS AND INSTALLATION
CITY 810 NO. 1516-04
T he City of Atlantic Beach will receive sealed bids until2:45 p.m ., Wednesday, November 4,
2015 for electrical troub leshooting, repairs and in stallation at the City's water and sewer and
other facilities.
1. SVBMITT AL
A) The City of Atlantic wiU nccive sealed bids until 2:45p.m., Wednesday,
November 4, 2015 for the purpose of selecting electrical contractors to provide electrical
troubleshooting, repairs and installation at the City's water, sewer and other facilities.
B) The bids wi ll be opened in the City Hall Commission Chambers, 800 Seminole, Atlantic
Beach, FL 32233 at 3:00p.m. on Wednesday, November 4, 2015. All bidders or their
representatives are invited to be present.
C) Any bid received after the above stated time and date will not be considered. It sha ll be
the sole responsibility of the Bidder to have the bid deli vered to the Purchas ing Agent's
office, for receipt on or before the above stated time and date. If a bid is sent by U.S.
Mail, the bidder sha ll be responsible for its timely delivery to the Purchasing Agent>s
office. Bids delayed by mail sha ll not be co nsid ered, shall not be opened at the public
open ing, and arrangements shall be made for their return at the bidder's request and
expense.
D) Each bidder sha ll examine all requests for bid documents and shall judge al l matters
relating to the adequacy and accuracy of such documents. Any inquiries, suggestions or
requests concerning interpretation, clati ficatio n or additiona l information pertaining to
the bid shall be made to the Purchasing Agent's office. The City sha ll not be responsible
for oral interpretations give by any City emp loyee, representative, or others. The
issuance of a written addendum is the only official method whereby interpretation,
clarification or add itional infonn ation can be given. If a ny addenda are issued to thjs
request for bid, the City will attempt to notify all known prospective bidders; however, it
shall be the respons ibility of each bidder, prior to submittin g the bid, to contact the
Purchasing Agent at 247-5880 or check the City's website at www .coab .us/bid s to
determine if addenda were issued and to make such addenda a part of the bid.
E) Three (3) signed copies of the bid shall be subm itted in one sealed package, clearly
marked on the outs id e "BID NO. 1516 -04 ANNUAL CONTRACT FOR ELECTRICAL
TROUBLESHOOTING, REPAIRS AND INSTALLATfON, TO BE OPENED AT 3:00
P.M., WEDNESDAY, NOVEMBER 4, 20 1 5" and addressed to:
Patricia J. Drake, Purchasing Agent
City of Atlan ti c Beach
800 Semino le Road
Atlantic Beach, FL 32233
Page -1·
AGENDA ITEM# 4B
JANUARY 11, 2016
F) Bids shall clearly indicate the legal name, address and telephone number of the bidder
(corporate, firm, partnership, individual). Bids shall be signed above the typed or printed
name and title of the signer. The signer shall have the authority to bind the bidder to the
submitted bid.
G) All expenses for making bids to the City are to be borne by the bidder.
H) Any bid may be withdrawn up to the date and time set above for the opening of the bids.
Any bids not withdrawn shall, upon opening, constitute an irrevocable offer for a period
of 90 days to sell the City the goods or services set forth in the attached specifications
until one or more ofthe bids have been duly accepted by the City. City action on bids
normally will be taken within 45 days of opening; however, no guarantee or
representation is made herein as to the time between the bid opening and the subsequent
City action.
I) The City reserves the right to accept or reject any or all bids, to waive irregularities and
technicalities, and to request resubmission. There is no obligation on the part of the City
to award the contract to the lowest Bidder and the City reserves the right to award one or
more contracts believed to be in the best interest of the City. The City shall be the sole
judge of the bid and the resulting negotiated agreement that is in the City's best interest
and its decision shall be final.
J) All applicable laws and regulations of the State of Florida will apply to any resulting
agreement.
K) Hold Harmless
The Bidder agrees, insofar as it legally may, to indemnify and hold harmless the City, its
officers, employees and agents from and against all loss, costs, expenses, including
attorney's fees, claims, suits and judgments, whatsoever in connection with injury to or
death of any person or persons or loss of or damage to property resulting from any and all
operations performed by Bidder, its officers, employees, and agents under any of the
terms of this contract.
L) Insurance
At any time during the period that the bidder has personnel doing work and furnishing
necessary labor to complete a contract for the City, the City must be fully protected by
the Bidder having the following:
1. Property damage insurance in an adequate amount for the year.
2. Workers' Compensation insurance, and the Bidder shall require any and all
subcontractors similarly to provide Workers' Compensation Insurance for all of the
latter's employees who are engaged in such work unless such employees are
covered by the protection afforded by the Contractor's insurance.
3. Liability Insurance applicable to the job in question in an adequate amount for all
personal injuries, death or property damage, per occurrence arising during the
policy period.
Page -2-
M) Insurance Cancellation
AGENDA ITEM# 4B
JANUARY 11, 2016
Should any of the required insurance policies be cancelled before the expiration date or
non-renewed, the issuing company will provide 30 days written notice to the certificate
holder (City).
N) Resulting Contract
Any agreement or contract resulting from acceptance of a bid shall be on forms either
supplied by or approved by the City and shall contain, as a minimum, applicable
provisions of the request for bid. The City reserves the right to reject any agreement
which does not conform to the request for bid and any City requirements for agreements
and contracts.
0) Renegotiation
During the contract period, the City reserves the right to restate and/or renegotiate with
the contractor such additions, deletions or changes to the contract as may be necessitated
by law or changed circumstances. In the event that the City and the Contractor cannot
come to a mutual agreement and negotiation on any such addition, deletion or change,
that portion ofthe.contract concerning the services in the addition, deletion or change
shall be terminated.
P) Contractor Contract Performance
During the contract period, the Public Works Director or his or her designee shall assess
the contractor's performance on the contract. In the event of a breach of the contract by
the contractor or unsatisfactory performance as assessed by the Public Works Director, or
if the contractor performs in a manner that precludes the City from administering its
functions in an effective and efficient manner and if, after thirty (30) days following
written notice to the contractor, be authorized to cancel the contract, thereafter reserving
the right to proceed against the contractor for any and all damages permitted by law
arising from said breach. The contractor shall not be held responsible for any failure
determined to the satisfaction of the Public Works Director to be due to any action or
inaction on the part of the City.
II. BID SCOPE
A) Intent and Duration
It is the intent of the City to select one or more electrical contractors to provide work
needed at the City's water and sewer facilities, and all other facilities within the City as
needed. The objectives are to obtain the best repair services while minimizing cost to the
City. All work shall be performed and/or supervised by a qualified Master Electrician.
The period of the contract for electrical repair services shall commence on the contract
date and shall terminate five (5) years after the date of commencement. The contractor
may cancel the contract at the end of the 3rd or 4th anniversary year, without cause, upon
six ( 6) months prior written notice to the City.
Page -3-
AGENDA ITEM# 4B
JANUARY 11, 2016
Prices, terms and conditions shall remain firm throughout this contract period unless
modified or cancelled in accordance with provisions of the bid.
B) Bid Forms
Bids are to be submitted on the attached Bid Summary Form or copies thereof. Bids will
not be considered unless they are submitted on this form.
1. Electrical troubleshooting and repair services which are offered must meet or exceed
the requirements as stated in these specifications.
2. This Bid Invitation presents the City's requirements under proposed methods of
operation. Responses to this request should address these requirements.
C) Minimum Qualifications
An electrical contractor submitting a bid must be able to:
1. Provide a Duval County certification as an Electrical Contractor.
2. Have one Master Electrician as a designated contact to coordinate on City of Atlantic
Beach projects.
3a. Demonstrate electrical troubleshooting and repairs experience in water/wastewater
facilities for a minimum of five (5) years.
3b. Demonstrate electrical experience in the maintenance of buildings, parks and
associated facilities.
4. Provide three positive references from companies or individuals for whom the bidder
has completed work during the past 12 months, of a comparable size and nature as
this project. References to include fax numbers and e-mail addresses.
D) Volume ofWork
City yearly expenditures under similar agreements have been in the $100,000 range. No
warranty or guarantee is given or implied as to the types or quantities of services that will
actually be required or authorized. The quantities stated in this bid are for cost
comparison purposes only.
E) Award Criteria
The awards will be based on the lowest cost for a hypothetical one-hour project using one
Master, one Experienced Electrician, and one Electrician's Helper based on cost oflabor,
profit, and overhead and the evaluated experience of the proposers. For actual work after
contract award, cost of materials will be proven by submittal of invoices (in amounts that
exceed $250.00).
Page -4-
F) Response Time and Hours of Work
AGENDA ITEM# 4B
JANUARY 11, 2016
Contractor must be available to respond to calls on a 24-hour/7-day per week basis.
Contractor must be able to respond on-site within 2 hours of receiving a call for
assistance in emergency situations and 24 hours in non-emergency situations.
III. GENERAL REQUIREMENTS
The City intends to apply very strict requirements for timely and accurate work with
additional and more specific requirements as will be necessary.
A) The City's Right to Use Other Electrical Contractors
The City reserves the right to provide for additional services from other electrical
contractors, if the City deems necessary. If the City elects to exercise the right, the
contract covered by the bid shall remain in effect as regards all terms, agreements, and
conditions without penalty to diminution of ongoing electrical services as contained
therein and previously provided by the successful contractor.
B) Payment for Services
Payment will be at the hourly rate for labor including overhead and profit plus direct
costs of materials plus mark-up on materials. Contractor's invoice will include itemized
description of hours (date, start and end times, total hours) worked by individual and
classification, cost of materials with invoices attached for items specifically ordered, and
a final total. The total amount of the invoice shall be paid within 30 days upon receipt of
acceptable invoice.
C) Emergency Callouts
Emergency callouts shall be at double the regular hourly rate after 6:00p.m. and before
7:00a.m., and all weekends and holidays. Holidays included are: New Years Day,
Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve and
Christmas Day. Emergency callouts shall be for a minimum of two (2) hours on
weekdays, four ( 4) hours on weekends or holidays.
D) Travel and Mileage Costs
There will be no reimbursements or compensation for travel or mileage.
Page -5-
ANNUAL CONTRACT
AGENDA ITEM# 4B
JANUARY 11, 2016
ELECTRICAL TROUBLESHOOTING, REPAIR AND INSTALLATION
BID SUMMARY FORM-BID NO. 1516-04
DESCRIPTION
A Master Electrician (I hour at regular hour rate) $
B Experienced Electrician (I hour at regular hour rate) $
c Electrician's Helper (I hour at regular hour rate) $
D Subtotal (Total Sum A thru C) $
E Overhead & Profit Rate % %
F Cost for Overhead & Profit($)(= D x E) $
TOTAL COST (= D +F) $
G Proposed Mark-up on Material %
BIDDER'S INFORMATION:
By: __________________________ _
BIDDER Name, Title
BIDDER ADDRESS SIGNATURE
CITY, STATE AND ZIP CODE TITLE
BUSINESS TELEPHONE BUSINESS FAX
DATE EMAIL
Page -6-
C ITY OF ATLANTIC BEACH BID NO. 1516-04
DOCUMENT REQUIREMENTS CHECKLIST
AGENDA ITEM #48
JANUARY 11,20 16
ALL REQUIRED DO CUMENTS, AS LISTED BLLOW , MUST BJ: SUBM ITTED rN BID PACKAGE
AT BID OPENING AND rN THE SAME ORDER AS LISTED BhLOW
0 Bid Submitted in Triplica te.
0 Signed co py of Doc um ent Requireme nt s Check li s t.
0 Co mpl eted Bid Form .
0 Insurance Ce rtificat es naming the City of Atlantic Beach as Certi ficate Holder, sho wing
they ha ve ob tained and will continue to carry Workers' Co mpen sation, Public and Priva te
Liability and Property Da mage Insurance during th e li fe of the contract.
0 Comp leted Dru g Free Workp lace Form .
0 Sign ed docum e nt on Public Entit ies Crimes.
0 New Ve ndor Information Fonn.
0 Ponn W-9.
0 Tlu-ee (3) posi tive references from companies o.r ind ividu a ls for whom th e bidder ha s
co mpl eted wo rk durin g the past 12 month s, of a comparable size and nature as tlli s
project. The Ci ty of Atl antic Beach may not be one of th e three required references.
References to include fax numb ers and e-mail addresses .
0 Proo f of B usiness Tax Receipt and Co ntracto r's licenses.
Cl Doc um entati on of Ma ster Elec tri c ian Cert ifi cation by North Florid a Building Trades
Association in Indu strial Motor Co ntrol school in Water/Wa stewater Treatment Facilities.
0 Documentation o n Mas ter Elec tric ian graduation fro m State approved apprenticeship
program and training in indu stri al eJectri city.
0 Clien t li st with ev id ence of5 years ex perienc e w ith Wate r/Was tewater facilitie s.
0 Written co nfinnation of receipt of any addenda.
The above reqtlirements have been noted and are understood by bidder. 1 unders tand tbat failure to
s ubmit an item list ed above may result in rejection of this b id .
SiGNE D: -----------PRIN T: -------------
CO MPANY: --------------ADDRESS : -------------
PHONE: ------------FAX: -----------------
E-M AIL: ------------------DATE: -----------