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Exh 4BAGENDA ITEM NO: COMMISSION MEETI - O CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Welding Troubleshooting and Repair Annual Contract SUBMITTED BY: Robert S. Kosoy/Director of Public Works ' DATE: August 3, 1999 BACKGROUND: On 9,110/97, bids were opened for the City contract for WELDING TROUBLESHOOTING AND REPAIR for water and wastewater operating divisions. The sole bidder was Viaplex Metal Fabrication (Viaplex}. They successfully met all bid requirements. Viaplex has performed all of the City's repairs since 1997. This work requires specialized skill, experience and equipment. Viaplex' personnel have the required backgrotmd and equipment. The fees charged by Viaplex for labor and material have been very reasonable and competitive. City staff has spoken to Viaplex regarding an extension of their current contract for one year at the current rates and they have agreed. Staff has been pleased with the performance of this contractor. As per Bid~No. 9697-28: "The City reserves the right to renew the contract for tcvo 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." These services are used on an as-needed basis, and funding is included in the contract services accotmts (3400) for the following Divisions of Public Works. The 3400 accounts are used for several different contract services, with a total budgeted amount of $517,000.00 for electric troubleshooting and repairs, point repairs, welding, pump and motor repairs, laboratory services, janitorial, and landscaping services. 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 WELDING TROUBLESHOOTING AND REPAIR contract for one additional year to Viaplex Metal Fabrication. ATTACHMENTS: 1. Invitation To Bid No. 9697-28 with a bid date of 9/10/97 2. Bid Tabulation Sheet 3. Agreement to extend contract, signed by arles Preston REVIEWED BY CITY MANAGER: CITY OF - r~~i,°ctu~ic ~eac~ - ~~~zu~t 800 SEMINOLE ROAD ATLANTIC BEACH, FLORIDA 32233-5445 TELEPHONE (904) 247-5800 FAX (904) 247-5805 SLTNCOM 852-5800 August 11, 1997 CITY OF ATLANTIC BEACH INVITATION TO BID BID N0. 9697-28 NOTICE is hereby given that the City of Atlantic Beach, Florida, will receive sealed bids, submitted in TRIPLICATE, at the Office of the Purchasing Agent, 1200 Sandpiper Lane, Atlantic Beach, Florida 32233, until 2:30 PM, Wednesday, September 10, 1997, for WELDING TROUBLESHOOTING AND REPAIR-ANNUAL CONTRACT. Thereafter, at 3:00 PM, the bids will be opened in the City Hall Commission Chamber, 800 Seminole Road, Atlantic Beach, Florida. Bids shall be enclosed in an envelope endorsed "BID N0. 9697-28 - WELDING TROUBLESHOOTING AND REPAIR-ANNUAL CONTRACT, TO BE OPENED AT 3:00 PM, WEDNESDAY, SEPTEMBER 10, 1997." A pre-bid conference will be held at 1:00 PM, Thursday, August 28, 1997, at the City Hall Commission Chamber, $00 Seminole Road, Atlantic Beach, Florida. All welding contractors interested in submitting a bid are -•encouraged to attend. Bid Forms, specifications of the project, and information regarding the bid, may be obtained from the Office of the Purchasing Agent, 1200 Sandpiper Lane, Atlantic Beach, Florida, telephone (904) 247-5818. DOCUMENTS REQUIRED TO BE SUBMITTED IN BID PACKAGE AT BID OPENING: L. 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. 2. Three (3) references from companies or individuals for whom the bidder has performed work during the past 12,months, of a comparable size and nature as this project. tit is, however, UNACCEPTABLE to name the City of Atlantic Beach as a reference on past projects. 3. Proof of Occupational Licenses (copies ARE acceptable). 4. 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. 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 or public work, may not submit bids on leases of zeal 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 CITY OF ATLANTIC BEACH OFFICE OF THE PURCHASIlVG AGENT 1200 SENIIriOLE ROAD ATLANTIC BEACH, FLORIDA 32233 (904) 247-5880 L CONTRACT -Welding Contractor 1. Resulting Contract BID NUMBER 9697-28 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 provisiars 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. 2. Renegotiation During the contract period, the City reserves the right to restate and/or renegotiate with i3~e welding Contractor such additions; deletions, or changes to the contract as may be necessitated by Iaw or changed circumstances. In the event that the City and the Contractor cannot come to a mutual agreerrient and negofiation on any such addition, deletion or change, that portion ~of the contract concerning the services in the addition, deletion, or change shall be terminated 3: • Contractor Contract Performance During the contract period, the Public Works Director or his or her designee shall assess fhe metal fabricator'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 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 (30} days following written notice to the Contractor, the City will be authorized to cancel the contract, thereafter reserving the right to proceed against the Contractor for any and alI damages permitted by Iaw arising from said breach. The Contractor shall not be held responsible ~'or 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. 4. Tax Identification Number Bidder must notc Fcderal Employer I.D. Numbcr on bid summary form. The City's Fcdcral Employer I.D. Number is 59-60000267. CONTRACT -Welding Contractor Page 2. II. BID SCOPE 1. Intent and Duration Ii is the intent of the City to select one metal fabricator and welding Contractor to provide the welding and fabrication repair work needed at the City's water and sewer facilities. The objectives are to obtain the best welding repair services while m;mrni~ing cost to the City. All work shall be performed and supervised by a qualified welder. Proof of wclding ccrtif~cations must accompany the bid The period of the contract for welding and mechanical services shall commence within thirty (30) days of selection of the welding Contractor and shall terminate on one (1}year after the date of commencement: The City reserves the right~to renew the contract for two additional one year periods pending a mutual agreement between the City and the Contractor, and a review of contract performance by Contractor for the previous year. Prices, terms and conditions shall remain firm through this contract period unless modified or canceled in accordance with the provisions of the bid. Bids shall be received unti12:30 P.M. on September 10, 1997, at the office of the Purchasing Agent at 1200 Sandpiper Lane. 2. Pre-Bid Conference In order to insure that all prospective Bidders have sufficient information and understanding of the City's needs, apre-bid conference will be held at City Council Chamber, 800 Seminole Road, Atlantic Beach, Florida 32233. All welding Contractors interested in submitting a bid aze encouraged to attend. 3. Schedule for Selection August 17, 1997 August 28, 1997 September 10, 1997 September 22, 1997 September 25, 1997 -Mail Proposal Documents -Pre-Bid Conference at 1:00 P.M - Receive Bids Prior to 2:30 P.M. - Anticipated City Approval -Anticipated Implementation Date of Contract September 25, 1998 -Anticipated Termination of Contract ,~ ,~ .. ' COTITRA.CT -Welding Contractor Page 3. 4. Bid Forms Bids aze 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 welding repair and metal fabrication services which aze offered, meet or exceed the requirements as stated in the accompanying specifications. This Bid Invitation presents the City's requirements under proposed methods of operation. Responses to this request should address these requirements. b. All finished welding and metal.fabrication shall be done in conformity with the American Welding Society (AWS) and Steel Structures Painting Council (SSP.C) standards. 5. Minimum Qualifications A welding Contractor submitting a bid must be able to cut, shape, weld and install various products of steel, stainless steel and aluminum. Work can be both done in a shop setting or at the installation site. "' Contractor must have the minimum capability of• a. TIG, MIG, Stick Welding af. metal materials up to 2" thickness. b. Plasma cut metal material up to 3l4" thickness. . c. Shear plate steel and sheet metal up to 1!4" thickness and I2' in Length. d; Form plate steel and sheet metal up to 1/4" thickness and 12` in length by breaking. e. Punch holes of 1" diameter in 3/4" thick plate steel. f. Shear angle iron and be able to notch up to 3' x 3' x 3/8" thickness. g. Shear plate steel up to 10" wide x 5/8" thick. h. Capable of f eld fitting and welding various fabricated metal shapes, including stair stringers and threads, catwalks and handrails. I. Capable of cope fitting and welding pipe from 2" through 24". j. Capable of valve replacement and repairs on various manufactured valves up to 12" . diameter in size. i. . CONTRACT -Welding Contractor Page . ~} , 5. Minirrium Qualifications (continued) k. Capable of sandblasting, cleaning, priming and painting finished or repaired items. 1. Capable of providing shop drawings as required m. Provide at least one Journcy~nan Structural Welder with four years of formal training (apprenticeship) and five years experience. This individual shall be licensed by the City of Jacksonville Trade Qualifying Boazd and licensed by the City of Jacksonville as a Journeyman Structural Welder. . Have at Least one 1st Class Pipe Fitter with four years formal training of which two years includes apprenticeship. Provide at Least one 2nd Class PipeFitter with eight years experience. n. Weider shall be available for emergency work, night and day, seven days per week 6. Volume of Work No warranty or guarantee is given or implied as to the types, quantities or location of services that will actually be required. The quantities stated in this bid aze estimates of one month's requirements and aze for cost comparison purposes only. ?. Award 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 $250, showing Contractor's mark up.) ]IL GENERAL REQUIREMENTS The City intends to apply very strict requirements for timely and accurate additional and more specific requirements as will be necessary. ' 1. The City's Right to Use Other Welding Contractors: The City reserves the right to provide for additional services from other welding contractors or other type contractors, if the City'so deems necessary. If the City elects to exercise this right, the contract covered by the bid shall remain in effect as regards all terms, agreements and conditions without penalty or diminution of ongoing welding services as contained therein.and previously provided by the successful Contractor in this bid. CONTRACT -Welding Contractor Page 5. 2. ~avment for Services Payment will be for hourly rate for labor plus costs of materials including mazk-up for overhead and profit. Contractor's invoice will include itemized description of hours worked, list and costs of materials, a subtotal prior to mazk up and final total with mark-up for ovcrhead and profit. The total amount of an invoice shall be paid within 24 days upon receipt. . 3. Notification of Project: Subsequent to notification of a~project, the Contractor shall, commence wark within. five (5) working days. If an emergency condition exists, the Contractor shall respond as quickly as reasonably possible. 4. Perform Work In A Timely Manner: Contractor shall only charge for time spent on productive work for the authorized repair. Page 6. WELDING TROUBLESHOOTING ~ REPAIlZ BID SZilv.QviARY FORM BIDDER'S NAME: IlOURLY RATE CERTIFICATION: JOURNEYMAN STRUCTURAL WELDER 1ST CLASS PIPEFITTF.R 2ND CLASS PII'EFTI`TER HQ.PER OVIItHEAD AND PROFIT (Percentage applied to Total Labor & Materials PF:LMIUM FOR ti~ID OR HOLIDAY WORK (Percentage, if applicable) ova In order to evaluate price proposals, for bidding,purposes only, each hourly rate provided for the categories of certification will be multiplied by eight (8) hours and summed and the overhead and profit percentage applied to the sum, for a total. Exhibit A-1 WELDING TROUBLESHOOTING AND REPAIR RATING SHEET BIDDER'S NAME: CRITERIA ~ • A. Prior experience in providing welding services for water and sewer facilities. B. Ability to respond to emergency requests for service. ~~ C. Ability to provide the type and quality of services requested, D. Cost of services will be evaluated based on the proposal summary TOTAL R.ATIrIG POINTS AWARDID POINTS CITY OF ATLANTIC BEACH DOCUMENT REQUIREtiENTS CHECKLIST / / BID BOND (if •required on this project.). / / ORIGINAL Insurance Certificates (copies, Xeroxes, or facsimiles are UNACCEPTABLE); naming the City of Atlantic Beach as Certificate Holder,• showing they have obtained and.wi:ll continue to carry Workers` Compensation, Public and Private .Liability, and property damage insurance during 'the life of the contract. / / 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 ou past completed projects is UNACCEPTABLE. ~1 / / Proof of Occupational licenses (copies ARE acceptable). / / Signed copy of Document Requirements~Checkiist. The above requirements have been noted and are understood by the contractor.; SIGNED: (Contractor .or Agent) DATE: BID NO.: BIDDERrS,TAXPAYER I.D. ~ ~ U I a ~ ~ 3 a c Hw x a d W 'c W ~ °' a c x ~ 0 ro 2 > U_ ~ O 'C to O ~ a ro m N ro d O o O U x ro ~ Z N "7 ~ W U a c~ w X N ~ W a ~ 3+H1 ' ~ ~ x e w o Q a ~ ~ r • ~ a ! a x H ~ ~ ~ ~ \ ,~ ~ v ~ ~ ~ ~ .~~ ~ ~ ~ ~ > ~ro ~ ~ ~ i o w _U Q Q a a D r"; ~- ~ z ~"~ u x W Q Q .J ~ r-1 {, L3 11.. > C U O of d OV ¢ ~ ~ U ^'' W U ~ w U ~ _ F-' a Z w a `~ F= w -~ fi v o .-~ W M W • 3 > U G rn o ro o. d u ~ H ro Z A '-7 ~ W U_ Q oa a H w w v v H .-i oc .-i W +-1 w w r U N ~ °' o x o u F- o ro F. ti Z ~ x W N E" N A W F" v~ W a ~ ~ w v x V H U 6 PC ~ W ~. W ~-'+ ~ H a U H ~ O ~ ~ y [ i F W ~] N F O a U H H [~ C a U to °~ x ` 2 Z cn o O P F w w W a H z W ~ V 'G Q H ~rs ' W U ~ 0o N N N H H p ~ ~ .. W . .W H j w' ^ ~ w a w ~ ~a w w a °_ o O .o ~ u„ w ~ vii vi A ~ O a3 z a v a ~ M ~ » H O O C~ ¢I CL O q 4 W W ti .-i ~ N x ~ ~ x Q W W ' ,~ O {( yy / ~~a C y~ L' ' C.~ ~ W a O O U -J3 GL = x O W R O O x w A ~ Z Q o ~ I - ~ F r m W F H Z W O` U i i I vl m m c 0 E ~ d ~' ~ w U o ~ a c~ ~ 3 ~ k. c a x W U d ri a C ~ .'"i W O E z a v ° ~ `~' H a d ~ ~ m a u O O ~ ti ~ 2 W A U a ~ ~a a w a v W N N Pq .-1 O_ M w '`" ~ U a o ¢ w u a m ~ w ti w U Q °' D a ~" w _ x ~ x m w O o .~-i LL ~ ~ U c LL 2 °x at a OV au H ~ W ° ; z [n VU _~ F- z ¢ Z a '• Q H `" x J ~, „ w N H a .-~ w c U o ~ x y a x E- w u Z y z W a U i v~ d w w 1-= z x N W x v U ri ~ W ,'..-i U t!7 C ~ o n. >+ a• ax H ° ~ z a ~, ~ ra i :7 i F z "'~ ~ O o [~.. a ^- z ~ N ~ U ~ N I p~ ¢ rn D ~] F ~ °~ W H LL 2 O c~ i m 'L CL ~ OA ~ m Q W ~ ~ O J "' ~ C~ m ~ Q ~ ~"~ Q m ~ W N z w O U 0 v m 7 O Z Q _. . ~ . OL/02/99 MON 15:10 FAX 9046320024 Viaplex Metal Fab. I~j002 r~~/~32l1999 12:52 9©~2~75049 C A B pUBLTC 4lOf~CS P:~u'E O1 ClTlf O~ F,ax: b32-oa2d August ".!, 1999 Mr. Chearles Preston Viaplex Metal Fabrication 100Q Eisst 8~' Street Jacksonville, FL 3220b Dear Mr. Preston: 1204 SANDPfPlZlt LAt~ ATLANTIC REACH, FI.ORII]I- 32253-~3~d 7E{..EYI;Ot+~E (944) 2dT-5834 );A7C 1994) S~f-SBdJ As you aze aware, the contract with the Ciry oEAtlantic Beach for metal fabrication expires on September 30,1999. We would like to extend the comract for another year at the CitYient prices, if this i~s acceptable fio your company. If accxptable, please sign below and return io me befnre August 4, 1999, so f caa prepare a stad'f rcpo~rt for the City Commission to accept the extension. We look forward to rec,~orr~mending that we continue our contract with your company. Sincerlay, !?onna Kaluzniak Assistoutt Public Works Director VIAi'].EX IvtFTAL FABR~CA'I'lON AGREES TO " ND TfiE CONTRACT FOR ONE YF.A'F'. FOR AT THE CURRENTPRICE. 7 ', _ ,~ ~ ~ C arLes Preston Date