Loading...
Exh 4A AGENDA ITEM NO: '~~ COMMISSION MEETING DATE: '7 - Z L, - 9 9 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Electrical Troubleshooting and Repair Contract Bid No. 9697-18 SUBMITTED BY: Robert S. Kosoy/Director of Public Works ~~r` ~ DATE: July 20,1999 ' BACKGROUND: On 7/10/97, bids were opened for the City contract for ELECTRICAL TROUBLESHOOTING AND REPAIR. The sole bidder was Brooks & Limbaugh Electric Co., Inc. (Brooks & Limbaugh) They successfully met all bid requirements. Brooks & Limbaugh has performed all of the City's electrical troubleshooting and repair work since 1983. This work requires specialized skill, experience and equipment. Brooks & Limbaugh's personnel have the required background, l.~nowledge, experience and equipment. The fees charged by Brooks & Limbaugh for labor and material have been very reasonable and competitive. City staff has spoken to Brooks & Limbaugh regarding an extension of their current contract for one year at the current rates and they have agreed. Asper Bid No. 9697-28: "The City reserves the right to renew the contract for t<vo additional one-year periods pending a mutual agreement between the City and the vendor, and a review of the contract performance by vendor for the previous year." The vendor has agreed to renew his contract, and staff has been pleased with the performance of this contractor. These services are used on an as-needed basis, and funding is included in the contract services accounts (3400) for the following Divisions of Public 1Vorks. The 3400 accounts are used for several different contract services, with a total budgeted amount of $716,052, for electric troubleshooting and repairs, point repairs, welding, pump and motor repairs, laboratory services, janitorial, and landscaping services. 530-5001-541-3400 Public Works Administration 400-4001-533-3400 Atlantic Beach Water 400-4301-533-3400 Buccaneer Water 410-4101-535-3400 Atlantic Beach Sewer 410-4401-535-3400 Buccaneer Sewer ., RECOMMENDATION: Extend the ELECTRICAL TROUBLESHOOTING AND REPAIR CONTRACT for one additional year to Brooks & Limbaugh Electric Co., Inc. ATTACHMENTS: 1. Invitation To Bid No. 9697-18 with a bid date of 7/10/97. 2. Bid tabulation Sheet. 3. Agreement to extend contract, si ~ ed by Alex Limbaugh. REVIEWED BY CITY MANAGER: rQtecuerie beaelc 800 SE\IINOLE ROAD ATLANTIC BEACH, FLORIDA 3223 ;-544:i TELEPHONE (9041 247-5500 FA.K (9D4) 247-5805 SU1vCODi 852-5800 CITY OF ATLANTIC BEACH INVITATION TO BID BID N0. 9697-18 NOTICE is hereby given that the City of Atlantic Beach, Florida, will receive sealed bids, IN TRIPLICATE, in the Office of the Purchasing Agent, 1200 Sandpiper Lane, Atlantic Beach, Florida 32233, until 12:30 PM, Thursday, July 10, 1997, for ANNUAL CONTRACT FOR ELECTRICAL TROUBLE-SHOOTING AND REPAIRS AT THE CITY'S WATER AND SEWER FACILITIES. Thereafter, at 1:00 PM, the bids will be opened in the City Hall Commission Chamber, 800 Seminole Road, Atlantic Beach, Florida. A mandatory pre-bid conference will be held on Wednesday, July 2, 1997, at 11:00 PM, in the conference room of the Buccaneer Division offices at 902 Assisi Lane. Bids shall be enclosed in an envelope endorsed "BID N0. 9697-18 - ANNUAL CONTRACT FOR ELECTRICAL TROUBLE-SHOOTING AND REPAIRS AT THE CITY'S WATER AND SEWER FACILITIES, TO BE OPENED AT 1:00 PM, THURSDAY, JULY 10, 1997." DOCUMENTS REQUIRED TO BE SUBMITTED IN BID PACKAGE AT BID OPENING: 1. ORIGINAL Insurance Certificates (copies, Xeroxes, and facsimiles are UNACCEPTABLE, naming the City of Atlantic Beach as Certificate Holder, showing they have obtained and will continue to carry Workers' Compensation, public and private liability, and property damage insurance during the life of the contract. 3. Three (3) 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. However, naming the City of Atlantic Beach as a reference on past completed projects is UNACCEPTABLE. 4. Proof of Occupational Licenses (copies ARE acceptable). 5. Signed copy of Documents Requirements Checklist. Bid prices shall remain valid for sixty (60) days after the public opening of the bids. Goods and services proposed shall meet all requirements of the ordinances of the City of Atlantic Beach, Florida. June 11, 1997 The City of Atlantic Beach reserves the right to reject any or all bids or parts of bids, waive informalities and technicalities, make award in whole or 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 entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building of public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform 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, for a period of 36 months from the date of being placed on the convicted vendor list. (Section 287.133(2)(a), FLORIDA STATUTES). Joan LaVake Purchasing Agent • / INVITATION TO BID " FOR ELECTRICAL TROUBLE-SHOOTING AND REPAIRS The City of Atlantic Beach will receive sealed bids until 12:30 PM, Thursday, July 10, 1997, for electrical trouble-shooting and repairs at the City's water and sewer facilities. A. Submittaal A.O1 The City of Atlantic Beach will receive sealed bids until 12:30 PM, Thursday, July 10, 1997, for the purpose of selecting an electrical contractor to provide electrical trouble-shooting and repairs at the City's water and sewer facilities. A mandatory pre-bid conference will be held on jJednesday, July 2, 1997, at 11:00 Ab1, in the Buccaneer Division conference room at 902 Assisi Lane. A.02 The bids will be publicly opened in the City Hall Commission Chamber, 800 Seminole Road, Atlantic Beach, Florida 32233 at the above stated time and date. All bidders or their representatives are invited to be present. A.03 Any bid received after the above stated time and date will not be considered. It shall be the sole responsibility of the Bidder to have the bid delivered to the Purchasing 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 shall responsible for its timely delivery to the Purchasing Agent's office. Bids delayed by mail shall not be considered, shall not be opened at the public opening, and arrangements shall be made for their return at the bidder's request and expense. Page 1 of 11 A.04 Each bidder shall examine all requests for bid documents and shall judge all matters relating to the adequacy and accuracy of such documents. Any inquiries, suggestions or requests concerning interpretation, clarification or additional information pertaining to the bid shall be made to the Purchasing Agent's office. The City shall not be responsible for oral interpretations given by any City employee, representative, or others. The issuance of a written addendum is the only official method whereby interpretation, clarification or additional information can be given. If any addenda are issued to this request for bid, the City will attempt to notify all known prospective bidders; however, it shall be the responsibility of each bidder, prior to submitting the bid, to contact the Public Works Director's office at (904) 247-5834 to determine if addenda were issued and to make such addenda a part of the bid. A.OS Three (3) signed copies of your bid shall be submitted in one sealed package, clearly marked on the outside "BID N0. 9697-18 - ANNUAL CONTRACT FOR ELECTRICAL TROUBLE- SHOOTING AND REPAIRS, TO BE OPENED AT 1:00 Prf, THURSDAY, JULY 10, 1997" and addressed: Joan LaVake, Purchasing Agent City of Atlantic Beach 1200 Sandpiper Lane Atlantic Beach, Florida 32233 A.06 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. A.07 All expenses for making bids to the City are to be borne by the bidder. Page 2 of 11 A.08 Any bid may be withdrawn up to the date and time set above for the opening of the bids. Any bids not so withdrawn shall, upon opening, constitute an irrevocable offer for a period of 60 days to sell the City the goods or services set forth in the attached specifications until one or more of the 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. A.09 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 a*aard the contract to the lowest responsible Bidder submitting a responsive bid with a resulting negotiated agreement which is most advantageous and 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. A.10 All applicable laws and regulations of the State of Florida will apply to any resulting agreement. A.11 IF ANY BIDDER VIOLATES OR IS A PARTY TO A VIOLATION OF THE BODE OF ETHICS OF THE STATE OF FLORIDA WITH RESPECT TO THIS BID, SUCH BIDDER MAY BE DISQUALIFIED FROM PERFORriING THE WORK DESCRIBED IN THIS BID OR FROM FURNISHING THE GOODS OR SERVICES FOR WHICH THE BID IS SUBrIITTED AND SHALL BE FURTHER DISQUALIFIED FROM BIDDING ON ANY FUTURE BIDS FOR tdORK OR FOR GOODS OR SERVICES FOR THE CITY. A COPY OF THE STATE ETHICS CODE IS AVAILABLE AT THE OFFICE OF THE PURCHASING AGENT, CITY OF ATLANTIC BEACH, 1200 SANDPIPER LANE, ATLANTIC BEACH, FLORIDA 32233. Form EXHIBIT A-1 must be submitted with the bid. Page 3 of 11 A.12 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 judgements, 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. A.13 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: a. Property damage insurance in an adequate amount for the year. b. 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. c. 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. A.I4 Insurance Cancellation 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). Page 4 of 11 A.15 Resulting Contract Any agreement or contract resulting from acceptance of a bid shall be on for;ns either supplied by ox 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 contrzcts. A.16 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 nay be necessitated by law or changed circumstances. In the event that the City and the Contractor cannot come to a mutual agreement .end negotiation on any such addition, deletion or change, that portion of the contract concerning the services in the addition, deletion, or change shall be terminated. A.17 Contractor Contract Performance During the cantxact period, the Public ~dorks Director or Isis or her designee shall assess the contractor's performance on the contract. Ir, the event of a breach of the contract hf the contractor or unsatisfactory performance as assessed b~~ the Public Works Director, or if the contractor performs in a ( manner that precludes the City froL~ administering its functions in an effective and efficient manner and if, after thirty (30) days following written notice to the contractor, be authorized to ca:cel 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.Pciblic Idorks Director to be due to any action or inaction on the part of the City. Page 5 of 11 B. Bid Scope B.O1 Intent and Duration It is the intent of the City to select one electrical trouble- shooting and repair contractor to provide repair work needed at the City's water and sewer facilities. The objectives are to obtain the best repair services while minimizing cost to the City. All work shall be performed and supervised by a qualified Master Electrician. The period of the contract for electrical repair services shall commence within thirty (30) days of selection of the contractor and shall terminate one (1) year after the date of commencement. The City reserves the right to renew the contract for two additional one-year period pending a mutual agreement between the City and the vendor, and a review of contract performance by vendor for the previous year. Prices, terms and conditions shall remain firm throughout this contract period unless modified or cancelled in accordance with provisions of the bid. B.02 Mandatory Pre-Bid Conference In order to ensure that all prospective bidders have sufficient information and understanding of the City's needs, a MANDATORY pre-bid conference will be held on ~dednesday, July 2, 1997, at 11:00 AM, in the Buccaneer Division conference room at 902 Assisi Lane. Bids will be accepted ONLY from contractors who attend this MANDATORY pre-bid conference. B.02 Schedule for Selection June 17, 1997 Mail proposal documents July 2, 1997 Pre-Bid Conference July 10, 1997 Receive bids July 28, 1997 Anticipated City approval August 28, 1997 Anticipated implementation date B.04 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. a. It shall be assumed that electrical trouble-shooting and repair services which are offered, meet or exceed the requirements as stated in the accompanying specifications. b. This Bid Invitation presents the City's requirements under proposed methods of operation. Responses to this request should address these requirements. B.05 Minimum Qualifications An electrical contractor submitting a bid must be able to: a. Provide a Duval County certification as a Electrical Contractor. b. Have at least two employees with Master Electrician licenses from Duval County available for the contract. Page 7 of lI c. Provide a Master Electrician certified by North Florida Building Trades Association in Industrial Piotor Control school in water and wastewater treatment facilities. d. Provide a Master Electrician who has graduated from a state approved apprenticeship program and have classroom and field training in industrial electricity. e. Demonstrate experience in water/wastewater facility for a minimum of five (5) years. B.06 Volume of Work No warranty or guarantee is given or implied as to the types or quantities of services that will actually be required. The quantities stated in this bid are estimates of one month's requirements and are for cost comparison purposes only. B.07 Award Criteria The bid will be based on an hourly rate for labor and cost of materials for any repair work. Cost of materials will be proven by submittal of supplies invoices (in amounts that exceed $250, showing contractor's mark-up). B.08 Volume of Work No warranty or guarantee is given or implied as to the types or quantities that will actually be required. The quantities stated in this bid are estimates of one month`s requirements and are for cost comparison purposes only. Page 8 of 11 c. General Requirements The City intends to apply very strict requirements for timely and accurate additional and more specific requirements as will be necessary. ' C.O1 The City's Right to Use Other Electrical Contractor The City reserves the right to provide for additional services from other electrical contractors, if the City so 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 in this bid. C.02 Payment for Services Payment will be for hourly rate for labor plus costs of materials including mark-up for overhead and profit. Contractors invoice will include itemized description of hours worked by classification, list and cost of materials with invoices attached for items specially ordered, a subtotal prior to mark-up and a final total with mark-up for overhead and profit. The total amount of the invoice shall be paid within 14 days upon receipt of invoice. *~E9c~k~k:E':Eck*~c7t*;4;c~t:ts::F9c'.'c::k'::t Joan LaVake Purchasing Agent PP.OPOSAL FORMS FOLLOW Page 9 of 11 m ~ W O D o s ~ m ~ r~ ~ ro o y n H a . ~ a c. o ~ w z ~ ~ M N v i H Z M ~ L• ~ N rt ~ m rrJ O 5 a o x f D a w f D n ~ .'L ] y .Z ~ r r y e -n w ... n o c w t~ ~ ~ n~ m O n o ~ o n ~ w a r ~ m -q o. ~ a ~ r ~ C C c (D n ~ M ~ h7 ~ rt W O m V ~ y N O M rt m M CO rt rt µ f l7 ~ ~ O ~ f''' ° a n µ w N ~ rt n n w a ~ y a Fw-' r o w w ' a w n w c% ~ O cn r a a n z o ~ n a~ ro ro ^- O H ~ n r '° a ~ n o ~ x n x n x ~ µ N M O O rt Z r acnw ro M C~] M Is1 O ~O V N •"'~ r M 0 H ~ O C!1 fn V] V] O O O O 'D 7J ~ H 7 C rt ;u N O O O O m µ H ° ~ ~' m m r m ~ N O X 7 C y ~ ~ M x ~ m r r a C ci z x . 9 p ~ N (~ y m ~D ° ~ m z ( - ~ ~D 7~.7 M ~_ n d n m n bm=+ z ~ D '< _+ ~=0 ~ y.. ~ a "~ m y t- m ~ ~~ D ro ~ o z n '~ m ro z r~ c Z C r-+ y C v ~ n ° m z ro c *, z m z x ~ v n m c z ~ o -~ '° ~ v ~ d 3 ~ ' • ` n ' m ~ •o m x ~ 1 ~ o n ~ m ~ v ITY OF ~t.Ea~st4c ~e~~~ - ~ca~ui~a r-'t1a S1~t)I•lYElt t.A!~'~ , __, 4'i•L.1~ f t(: $F,ACIi, FLUAIDA 32133-438: - TELEr'HOtiF.. (94t) 1i7 58J3 ~,(~, FAX (9441 2•i7.58•I:t July 19, 1999 Mr. Alex Limb~ruyh Brooks ~ Limbaugl~r Fleciri~; Go. 41 UJ. 2nd Sirr:et Atlantic t3each, FL 322~j:~ Tear Mr. t_1mba~.~gh: As you are aware, thG contract with the Gity of Atlantic Beach for elect~iCai services expires cn July ~1, 1999. VVe would like to extend the contract fir another year at tl7c; current nrires, if this is acceptable to your company, if acceptabl©, please sign below and return to me before July 2U, 1y99, sa 1 can prepare a staff report fur the City Commission tc7 arce~ll the extensic~r,. We look forwarr~ to recommending that we continue o~rr cctrtract with your ccrnpany, Sinc,t,icay, ~~ I1-yy~~'C-rrS'~Y ,~ Donna Kr.(I~~~rliak ~'' Asst. Nubiic V11ork~:, Director BF~OOKS 8 LlMBAUGH Et»ECTRIC Cb. AGREES TC~ EXTENQ THE CONTRACT FOR ONE YF FOR THE SAMi` PFt,tCE, .._ _...._ ......~... ~..... _._._~ ...~~ 1 ~ ~ _ ~~ _.C~,.. _ _ _ Alex Limbt~irc~