Item 4C Extend Contract for Bid No 1112-08CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM 4C
AUGUST 22,2016
AGENDA ITEM: Extension of Annual Contract for City Bid No. 1112-08:
Repair of Electrical Motors & Pumps
SUBMITTED BY: Donald D. Jacobovitz, P.E.
Director of Public Works
DATE: August 11, 2016
BACKGROUND: The City of Atlantic Beach requires the services of qualified
technicians to troubleshoot, repair and install electrical motors,
pumps or other equipment. The current contract for these services
under Bid No. 1112-08 expires August 26, 2016. The contractor,
Moline Electric Motor & Machine, Inc. has agreed to renew the
contract for the second of two possible renewals at the current
prices. Additional information is attached that was requested at the
August 8, 2016 Commission Meeting.
RECOMMENDATION: Extend the contract for one year at the current prices, term being
August 27, 2016 to August 26, 2017.
BUDGET: A total of$75,000 was budgeted in FY1516 in the water and sewer
funds under account numbers:
ATTACHMENTS:
400-5502-533-3400 ($30,000)
410-5506-535-3400 ($15,000)
410-5508-535-3400 ($30,000)
Letter from Moline Electric Motor & Machine, Inc. agreeing to the
extension of the contract.
August 15, 2012 StaffReport, Repair of Electric Motors and
Pumps, Bid No. 1112-08.
Invitation to Bid and Contract Documents for Repair of Electric
Motors and Pumps, Bid No. 1112-08.
August 5, 2015 StaffReport, Extension of Annual Contract for
City Bid No. 1112-08, Repair of Electric Motors and Pumps,
'
APPROVED BY CITY MANAGER: __ :---h~~-_..U~~~::::....::...L~dc~t'Ld.-f.....:::.....-4---------
July 19,2016
Mr. Todd Moline
Moline Electric Motor & Machine, Inc.
I 420-3 Mayport Road
Atlantic Beach, FL 32233
RE: Bid No. I I 12-08: Repair Electrical Motors & Pumps
Dear Mr. Moline:
AGENDA ITEM 4C
AUGUST 22, 2016
CITY OF ATLANTIC
DEPARTMENT OF PUBLIC' WORKS
1200 Sandpiper Lane
Atlantic lkach. FL 32233-431 R
TELEPHONE: (904 l 247-5S34
FAX: (904)247-SR43
www.coab.us
The above referenced contract for Bid I 112-08 expires on August 26,2016. The City would
like to extend the contract for another year, at the current prices. Per bid specifications, this
will be the second of two possible extensions of this contract, term being August 27,2016
thru August 26, 2017. If acceptable, please sign below and return to my attention at your
earliest convenience.
We look forward to recommending that we continue our contract with your company.
Sincerely,
~ Sllt~M/Wl~ ~;Showman
Contracts, Pe1mits and Administrative Coordinator
MOLINE ELECTRIC MOTOR & MACHINE, INC. AGREES TO EXTEND THE CONTRACT
AT THE CURRENT BID PRICES FOR ONE YEAR BEGINNING AUGUST 27, 20 I 6.
~
AGENDA ITEM 4C
AUGUST 22, 2016
AliENDt\ ITFM II ·Hl
,\IJ(iUSI 27. 21112
CITY OF ATLAN'l'IC Uli:ACH
CITV COM MlSSION 1\tEETIN<~
STAFF IUCPORT
AGENDA lTEM: Repait·ofElectl'ical Motors and Pumps
Bid No. ll I 2~08
SllllMITTEU IJY: Donna Kalu:r.niak, Utilily Dire<:to{f'~>
_/
DATE: Augustl5, 2012
BACKGROUND: l,ublic Utilities, and occasionally other departments, require the services
of qualillcd technicians to. troubleshoot, repair and install electrical motors, pumps, or other
equipment. This work requires spccialh·.ed skill, experience ami equipment. Bids were advc1-tiscd.
and three bid.~ were received and opened on August 8, 2012. All bidders submitted 1he required
documc:nllll ion.
-----. ···------·····-······ ----------fspcdalty Marine -----l>csc•·iption lndu!it•·irll Equipment Tcsla Electric
Service & Repair, Inc. j & Industrial Armatutc &
Snpplielit_l nc. -~acl!inc, Inc.
Machinist $24.00--$24.50 $50.00 ·----...--~ ·------· -·-'*·----
Motonnun ·-·---$24.00 $24.50 ------·-· $50.02_
/\II~Around Technician . ------$28.00 ·-·-S2R.so I $50.oo . --· . ·-. -.. -~ ---~17~~L __ --==-~!s.~.o6-SuhtofaJ $76.00 --ProHt & Overhead % 15% 15% 20% --·----------·-$11 .40 ______ ---Pmfit & Overhead Amt. ____ Sll.~~----$30.00 -.Totnl $87.40 S89.13 $180.00
-~ .... -·--· --·-··--· ----·-'--· --···-'---·--------
The low bidder was Industrial Equipment Service & Repair, Inc. The current contract is with
Spccinlty Marine & Industrial Sup)llies. Inc., un Atlantic Beach business.
With the stnall difference of $0.50 per hour between the two bidders (1.9% reduction-· et1ual to
about $1,520 based on l11e annual budgeted amount of $80,000), it does not appear I hnt the low
bid will suvc the City money. The low bidder, Industrial Equipment is located 30 minuLCIS uway.
which will ndd nn hou1· ofrouml-tdp response Lime for each service call. Typically, service c;ull:-~
r~quire 2 men to respond in order to set up lht: gunlry for pulling large pumps and motors. etc.,
llll!uuing euch call would CllSt at least $48.00 extra if the contract were with Industrial
Equipm~:nL
ht FY 11 there were 49 service orders to Specialty Marine. The additional $48 per hour for ~<.Jch
:ict·vice order would add $2,352 for the round-trip response lime-more lhan th~: estimated
$1 ,520 in annual savings.
Both lil'ms have had annual conu·acls with the City in the past. wtd arc excellent contraclOn; thut
meet the City'~ spccilicutions.
''
AGENDA ITEM 4C
AUGUST 22,2016
AGENDA ITEM II 4B
AUGUST27, 2012
BUDGET: A total of $80,000 was budgeted in the water and sewer funds under account
numbers 400-5502-533-3400, 410-5506-535-3400 and 410-5508-535-3400.
RECOMMENDATION: Award the annual contract for Repair ofElectrical Motors and
· ·' · Pumps, Bid No. 1112-08 to Specialty Marine & Industrial Supplies at the bid prices.
ATTACHMENTS: 1.
2.
Bid tabulation form.
Bid anay!is.
REVIEWED BY CITY MANAG':!.!E:;:;:R::::---f~rfl&.-----------
2
BID 1112-l!B
Required Documents
Submission in Triplicate ·All Documents
Document Requirements Checklist
Bid Form
Insurance Certificate
References • Three (3) Postive References
Proof ofTen (10) Years Experience on Electrical
Motor Rewinding & Electrical Equipment and
Pump Repair.
Business Tax Receipt
Drug Free Workplace
Public Entity Crime Statement
W-9 Form
Documentation of Receipt of any Addenda
Hourly Rates:
Machinist
Motorman
AU-Around Technician
Overhead and Profit Percentage
Amount of Overhead and Profit
Total HourlY Amount
City of Atlantic Beach
ANNUAL CONTRACT FOR REPAIR OF ELECTRICAL MOTORS AND PUMPS
August 8, 2012
Industrial Equipment Service & Specialty Marine & Industrial
Reoair.lnc. SUDDIIes.lnc.
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
NIA NIA
$24.00 $24.50
$24.00 $24.50
$26.00 $26.50
15% 15%
$11.40 $11.63
$87.40 $89.13
Premium for Weekend/Holiday Work (percentage 50% 50% If applicable)
AGENDA ITEM 4C
AUGUST 22, 2016
3:ooPM
Testa Electric Annalllre &
Machine. Inc.
X
X
X
X
X
X
X
X
X
X
NJA
$50.00
$50.00
$50.00
20%
$30.00
$180.00
40%
CITY OF ATLANTIC BEACH, FLORIDA
INVITATION TO BlD
AGENDA ITEM 4C
AUGUST 22, 2016
Repair of Electrical Motors (Single and Three-Phase) and Pumps (Water and Sewer),
Valves nnd MechanicAl Repairs to Various Compo nents of the Water and Sewer Treatment
Plants and Lift Stations
Notice is hereby given that the City of Atlantic Beach , Florida, will receive sca led bids, submitted, in
triplicftte, at the Office of the Purcha sing Age nt, Ci ty Hall, 800 Seminole Road , Atlantic Beach,
Florida, 32233, until2:45 p.m., Wedne sday, August 8, 2012, for Repair of Elect rical Motors and
Pumps. Thereafter, at 3:00p.m., the bids wi ll be opened in the City Hall Commission Chambers,
800 Semi nole Road .
Bids shall be enclosed in an envelope endorsed "BID NO . 1112-08 -REPAIR OF ELECTR ICAL
MOTORS AND PUMPS . TO BE OPENED AT 3:00PM, AUGUST 8, 2012.''
Specifications will be open to public inspection, and bidders may obtain comp lete sets of Biddin g
Documents by visiting the City's site at www.coab .us /bids . You may also contact the Purchasing
Agent, Patty Drake at pdrake@coab.us or (904) 247-5880.
Documents required to be submitted in bid package at bid opening:
I. Bids submitted in triplicate.
2. Insurance Certific ates naming the City of Atlantic Beach as Certificate Holder , s howin g the
bidder ha s obta in ed and will continue to carry Workers ' Compensation, public and private
liability, and property damage in surance during the life of the contract.
3. Three (3) references from companies or individuals other than the City of Atlantic Beach for
whom the bidder has completed work during the past twe lve ( 12) month s, of a comparable
size and nature as this project.
4. Proof of Business Tax Receipt (copies are acceptable).
5. Documentation of ten (I 0) years expc1icnce on electrical motor rewinding and electtieal
equipment and pump repair.
6. Sworn Statement on Public Entity Crime s
7. Drug Free Workplace Ccrtitication
8. Documentation of receipt of any addenda
9. Request fo•· Taxpayer Identification Number and Certification, Fonn W-9 .
I 0. Signed copy of Documents Requirements Check li st, included as part of the Instructions to
Bidders .
Bid prices must remain va lid for ninety (90) days after public opening ofbids. Goods and services
proposed shall mee t all req uirements of the Ordin ances of the City of Atlantic Beach .
The City of Atlantic Beach reserves the ri ght to reject any or aJI bids or parts of bids, waive
informalities and technicalities , make award in whole or in part with or without cause, and to make
the award in what is deemed to be in the best interest of the City of Atlantic Beach.
A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid on a contract to provide any goods or services to a public
lTB-1
AGENDA ITEM 4C
AUGUST 22,2016
entity, may not submit a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property to a public entity, may
not be awarded or pe1form work as a contractor, supplier, subcontractor, or consultant under a
contract with any public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, fora pe1iod of thirty-six (36)months from the date of
being placed on the convicted vendor list. (Section 287.133(2)(a), FLORIDA STATUTES).
An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on
a contract to provide goods or services to a public entity, may not submit a bid on a contract with a
public entity for the construction or repair of a public building or public work, may not submit bids
on leases of real property to a public entity, may not award or perform work as a contractor, supplier,
subcontractor, or consultant under contract with any public entity, and may not transact business with
any public entity. (HB 2127).
Patricia Drake
Purchasing Agent
ITB-2
City of Atlantic Beach, Office of the Purchasing Agent
800 Seminole Road
Atlantic Beach, FL 32233
(904) 24 7-5880
AGENDA ITEM 4C
AUGUST 22, 2016
Bid Number: 1112-08
I. CONTRACT: Repair of Electrical Motors (Single and Three-Phase) and Pumps
(Water and Sewer), Valves and Mechanical Repairs to Various Components of the
Water and Sewer Treatment Plants and Lift Stations.
A. Resulting Contract
It is the intention of the City of Atlantic Beach to retain one contractor for repair of
electrical motors (single and three-phase) and pumps (water and sewer), valves and
mechanical repairs to various components of the water and sewer treatment plants and lift
stations.
Any agreement or contract resulting from acceptance of a bid shall be on fonns either
supplied by or approved by the City and shall contain, at a minimum, applicable
provisions of the request for bid. The City reserves the right to reject any agreement
which does not confonn to the Request for Bid and any City requirements for agreements
and contracts.
B. Renegotiation
During the contract period, the City reserves the right to restate and/or renegotiate with
the Electrical Motors and Pumps Repair Contractor such additions, deletions or changes
to the contract as may be necessitated by Jaw 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 of the contract conceming the setvices in
the addition, deletion, or change shall be tetminated.
C. Contractor Contract Perfmmance
Dming the contract petiod, the Public Utilities Director or his/her designee shall assess
the Electrical Motors and Pumps Repair Contractor's performance on the contract and
reserves the right to inspect the Contractor's work, materials, and methods during any
specific project. In the event of a breach of the contract by the Contractor or
unsatisfactory performance as assessed by the Public Utilities Director, or if the
Contractor perfonns in a manner that precludes the City from administering its functions
in an effective and efficient manner, and if, after thirty (30) days following wtitten notice
to the Contractor, the City will be authorized to cancel the contract, thereafter resetving
the right to proceed against the Contractor for any and all damages permitted by Jaw
arising from said breach. The Contractor shall not be held responsible for any failure
determined to the satisfaction of the Public Utilities Director to be due to any action or
inaction on the part of the City.
D. Tax Identification Number
Bidder must submit Federal Employer ID Number on a W-9 form. The City's Federal
Employer ID Number is 59-60000267.
1
CONTRACT:
AGENDA ITEM 4C
AUGUST 22, 2016
Repair of Electrical Motors (Single and Three Phase) and Pumps (Water and Sewer),
Valves and Mechanical Repairs to Various Components ofthe Water and Sewer Treatment
Plants and Lift Stations.
II. BID SCOPE
A. Intent and Duration
It is the intent of the City to select one Electtical Motors and Pumps Repair Contractor to
provide the repair work needed at the City's water and sewer treatment plants and lift
stations. The objectives are to obtain the best repair services while minimizing cost to the
City. All work shall be perfmmed and supervised by an electrical motor shop foreman in
conjunction with the applicable qualifications outlined by the American Society of
Mechanical Engineers (ASME) and the American Society of Electrical Engineers
(ASEE).
The period of the contract for electrical repair services shall commence within thirty (30)
days of selection of the Elecbical Motors and Pumps Repair Contractor and shall
terminate on three (3) years after the date of commencement. The City reserves the right
to renew the contract for two (2) additional one ( l )-year periods pending a mutual
agreement between the City and the Contractor, and a review of contract performance for
the previous year.
Prices, tetms, and conditions shall remain fitm through this contract period unless
modified or canceled in accordance with the provisions of the bid. Bids shall be received
until 2:45 p.m. on Wednesday, August 8, 2012 at the office of the Purchasing Agent, 800
Seminole Road, Atlantic Beach, Florida 32233.
B. Bid Forms
Bids are to the submitted on the attached Bid Summary Form or copies thereof. Bids will
not be considered unless they are submitted on this form.
l. It shall be assumed that electrical motors and pumps repair services which are offered
meet or exceed the requirements as stated in the accompanying specifications. The
Bid Invitation presents the City's requirements under proposed methods of operation.
Responses to this request should address these requirements.
2. All work and materials shall be done in conformity with the American Society of
Mechanical Engineers (ASME) and the Ametican Society of Electrical Engineers
(ASEE).
C. Minimum Qualifications
A pump and electrical motor shop repair facility submitting a bid must be able to:
I. Provide a copy of Duval County business tax receipt and any certifications by ASME,
ASEE, or appropriate agency.
2
AGENDA ITEM 4C
AUGUST 22, 2016
2. Demonstrate experience in rebuilding motors up to two hundred fifty (250)
horsepower, including rewinding and surge testing on site.
3. Provide on-site working facilities and equipment for any pump, valve, and machinety
repair.
4. Provide adequate inventory of motor and pump parts and spare units available,
including a one hundred fifty ( 150)-ton or larger hydraulic press and a gap lathe
capable of tuming thirty-six inches (36") in diameter on site.
5. Demonstrate a minimum of ten (10) years expetience on electlical motor rewinding
and electrical motor equipment repair and pump repair.
6. Provide twenty-four (24)-hour, seven (7)-day emergency response. Repair any
damaged equipment or replace in an emergency situation within eight (8) working
hours.
7. Respond and remove damaged equipment within two (2) working days.
D. Volume of Work
No warranty or guarantee is given or implied as to the types, quantities or location of
setvices that will actually be required.
E. A ward Criteria
The bid will be based on an hourly rate for labor and costs of materials for any repair
work. Cost of materials will be proven by submittal of supply invoices [in amounts that
exceed two hundred fifty dollars ($250.00) showing Contractor's mark-up].
III.GENERAL REQUIREMENTS
The City intends to apply vety sttict requirements for timely and accurate work and more
specific requirements as will be necessary.
A. The City's Right to Use Other Electrical Motor Repair Contractors
The City resetVes the right to provide for additional seiVices from other electrical motor
and pump repair or other type conu·actors, if the City so deems necessary. If the City
elects to exercise this right, the ccinu·act covered by the bid shall remain in effect as
regards to all terms, agreements and conditions without penalty or diminution of ongoing
point repair setvices as contained therein and previously provided by the successful
Conu·actor in this bid.
B. Payment for SetVices
Payment will be for hourly rate for labor plus costs of materials, including mark-up for
overhead and profit. Contractor's invoice will include itemized description of hours
worked, list and costs of materials, a subtotal prior to mark-up, and a final total with
mark-up for overhead and profit. The total amount of an invoice shall be paid within
fourteen ( 14) days of receipt.
3
C. Notification of Project
AGENDA ITEM 4t
AUGUST 22, 2016
Subsequent to notification of a project, the Contractor shall commence work within five
(5) working days. If an emergency condition exists, the Contractor shall respond as
quickly as reasonably possible, but no later than two (2) hours.
D. Perfonn Work in a Timely Manner
Contractor shall only charge for time spent on productive work for the authorized repair.
4
~lJ ilMITl'E J> BY:
AGENDA ITEM 4C
AUGUST 22, 2016
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tct:lmi c.:ian s Ill trou hlcs lm ot, rcp.nr und ins til l I cl cclric,llmtll tlrs.
pump1. o r other equ i pment. T he t'lll rcn t co ntra ct fu r these ~crvt cc-.
uudcr l3 i d N,,, I I U OX c.:xpircs Augusl26, 20 15. The C<•llll liC.:tlll.
Mo line hlt.:c.:tric Mnhll' & l\lhu;hi nc, I nc. hns ug rc ccl 111 rc uc.:w tlw
cunl mct liH the li r~t ll l'l wll pl •~s i h l c rcnew:~ls ut tlu.: c urre n t prkn:.
HECOMi\IENIM.TION: l:xtcnd th e cnnllllcl l(u· one yc ur 111 th e curre nt f)riccs. h.:rm h ci ng
t\ugu:.t 27.20 1 'i lo/\ugust 2(1 , 201(1 .
13 U il<.;J~'I': 1\ lnt.d ul'$75.000 \VII, hwlgch:d In FY 11115 i n th e Wlll l'l oll ld ~1.:\VCI
f'u ncl s lll lclc t mxo ttnl lllll ll hcrs :
ATTA('IIMENTS:
·100-5502 -5 )3 ]1101 1 ($1 5,1100 )
-II ().4\'i06 SJ5-.1400 ($40,000)
·II 0 · )50S 5.35 3400 (£20,000)
l.!.!ltcr from J\,Jnl ll lc I ~lc d1 ic rvJ,~I o l & M a~hinc, Inc. :'•grcci ng to th e
cxtcnsion n l't hc cn 11 1ruct.
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AGENDA ITEM 4C
AUGUST 22, 2016
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