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Exh 4C,, AGENDA ITEM N0: COMMISSION MEETIN ' ~ ~ " ~~ CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: SUBMITTED BY: DATE: BACKGROUND: Electrical Pump and Motor Repairs Robert S. Kosoy/Director of Public Works August 3,1999 On 9/10/97, bids were opened for the City contract for ELECTRICAL PUMP AND MOTOR REPAIRS for water and wastewater operating divisions. The sole bidder was Atlas Electric Motors, Inc. (Atlas). They successfully met all bid requirements. Atlas has performed all of the City's electrical pump and motor repairs since 1987. This work requires specialized skill, experience and equipment. Atlas' personnel have the required background and their facility is properly equipped. The fees charged by Atlas for labor and material have been very reasonable and competitive. City staff has spoken to Atlas 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. Asper Bid No. 9697-17: "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." 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 Works. The 3400 accounts are used for several different contract services, with a total budgeted amount of 5517,000.00 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 410-4401-535-340 Buccaneer Sewer RECOMMENDATION: Extend the ELECTRICAL PUMP AND.MOTOR REPAIRS CONTRACT for one additional year to Atlas Electric Motors, Inc. ATTACHMENTS: 1. Invitation To Bid No. 9697-17 with a bid date of 9/10/97 2. Bid Tabulation Sheet 3. Agreement to extend contract, signed by T Mari REVIEWED BY CITY MANAGER: h ., e { / CITY OF l~~i,°czc~c ~eac~ - ~~CVZ~da 800 SEMINOLE ROAD ATLANTIC BEACH, FLORIDA 32233-5445 TELEPHONE (904) 247-5800 FAX (904) 247-5805 SUNCOM 852-5800 August 8, 1997 CITY OF ATLANTIC BEACH INVITATION TO BID BID N0. 9697-17-RE-BID 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 ELECTRICAL MOTOR AND PUMP REPAIR-ANNUAL CONTRACT-RE-BID. 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. 9697-17-RE-BID. ELECTRICAL MOTOR AND PUMP REPAIR--ANNUAL CONTRACT, TO BE OPENED AT 3:00 PM, WEDNESDAY, SEPTEMBER 10, 1997." A pre-bid conference will be held at 3:00 PM, Thursday, August 28, 1997, at the City Hall Commission Chamber, 800 Seminole Road, Atlantic Beach, Florida. All electrical motor and pump repair 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: 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. 2. 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. 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 t or parts of bids, waive informalities whole or part, with or without cause, deemed to be in the best interest of he right to reject any or all bids and technicalities, make award in and to make the award in what is 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 real property to a public entity, may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO 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 REBID FOR BID NUMBER 9697-17 800 SEMIIVOLE ROAD ATLANTIC BEACI~ FLORIDA 32233 (904) 247-5800 I. C©iYTRACT - REBD for MOTOR AND PUMP RIrPAIR CONTRACT 1. Resulting Contract It is the intention of the City of Atlantic Beach to retain one motor and pump repair Contractor for repairs on electrical motors (single and three-phase) and pumps (water and sewer), valves and mechanical repairs to various components of the sewage treatment plants. All equipment shall be repaired to original manufacturer's specifications. 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. 2. Renegotiation During the contract period, the City reserves the right to restate and/or renegotiate with the motor and pump repair 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 mutual agreement and 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. 3. Contractor Contract Performance During the contract period, the Public Works Director, or his or her designee, shall assess the motor and pump 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 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 all.damages permitted by law arising form 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. 4. Tax Identification Number Bidder must note Federal Employer I.D. Number on Bid Summary Form. The City's Federal Employer I.D. Number is 59-60000267. CONT'~CT -REBID for MOTOR AND PUMP REPAIR CONTRACT REBID OF BID NUlrIBER 9597-17 Page 2. II. Bl~ SCOPE 1. Intent and Duration It is the intent of the City to select one motor and pump repair contractor to provide the repair work needed at the City's water and sewer facilities. The objectives are to obtain the best motor and pump repair services while minimi~rng cost to the City. All work shall be performed and supervised by a licensed contractor. Proof of State of Florida Electrical License must accompany the bid. A11 work shall be performed in conjunction with applicable qualifications outlined by the American Society of Mechanical Engineers (ASME) and American Society of Electrical Engineers (ASEE). The period of the contract for motor and pump repair services shall commence within thirty (30) days of selection of the motor and pump repair 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 the Contractor for the previous year. Prices, terms and conditions shall remain firm through this contract period unless modif ed or canceled in accordance with the provisions of the bid. Bids shall be received until 2:30 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 understand the City's needs, apre-bid conference will be held at 800 Seminole Road, Atlantic Beach, Florida 32233. All motor and pump repair Contractors interested in submitting a bid are encouraged to attend 3. Schedule for Selection August 17, 1997 August 28, 1997 September 10, 1997 September 22, 1997 September 25, 1997 September 25, 1998 - Mail Proposal•Documents -Pre-Bid Conference at 3:00 P.M. - Receive Bids Prior to 2:30 P.M. - Anticipated City Approval - Anticipated IznplementationDete of Contract -Anticipated Termination of Contract .• O~NTI2A.CT -REBID for MOTOR & PUMP REPAIR CONTRACT BID NUMBER 9697-17 Page 3. 4. 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 motor and pump repair services which are 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 work and materials shall be done inconformity with the appropriate AWWA, Water Environmental Technology, ASTM and Ten States Standards. 5. Minimum Qualifications A motor and pump repair Contractor for the City of Atlantic Beach must be able to: a. Provide a copy of Duval County occupational license and any certifications by ASME, ASEE or appropriate agency. b. Demonstrate experience in rebuilding facilities up to 250-horsepower, including rewinding and surge testing on site. c. Provide onsite working facilities and equipment for any pump, valve or machinery repair. d. Provide adequate inventory of motor and pump parts and spare units available. 150-ton or larger hydraulic press on site. Gap lathe capable of turning 36" in diameter. e. Demonstrate a m;n;mum of five years experience on electrical motor rewinding and electrical equipment and pump repair. f. Provide twenty-four hour, seven-day emergency response. Repair any damaged equipment or replace in any emergency situation within eight working hours. g. Respond and remove damaged equipment within two working days. 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. 7. Award Criteria The bid will be based on an hourly rate for labor and equipment costs for any repair work. Cost of materials will be proven by submittal of supply invoices (in amounts that exceed 5250, showing Contractor's mark-up). C+ONTR.AC~' -REBID for MOTOR AND PUMP REPAIR COIv'TRACT REBID OF BID NUMBER 9697-17 Page 4. III. GENERAL REQUB',2Et1MENTS The City intends to apply very strict requirements for timely and accurate additions and more specific requirements as will be necessary. 1. The City's Right to Use Other Contractors: The City reserves the right to provide for additional services from other motor and pump repair 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 regazds alI terms, agreements and conditions without penalty or diminution of ongoing motor and pump repair services as contained therein and previously provided by the successful Contractor in this bid 2. Payment for Services Payment will be for an~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 mark-up and final total with mazk-up for overhead and profit. The total amount of an invoice shall be paid within 14 days upon receipt. . 3. Notif cation of Project: 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. 4. Perform Work In A Timely Manner: Contractor shall only charge for time spent on productive work for the authorized repair. COI~ITRACT -REBID for MOTOR AND PUMP REPAIR CONTRACT REBID OF BID NUMBER 9697-17 Page 5. MOTOR AND PUMP REPAIR BID SLfMMARY FORM BIDDER' S NAME: HOURLY RATE BILLING ITEMS (FOR MANPOWER & EOUIPMENTI: ELECTRIC MOTORMAN S MACHINIST S ALL AROUND REP~?-Il2MAN S MOBILIZATION S OVERHEAD AND PROFIT (Percentage applied to Total Labor & Equipment) PREMIUM FOR VVEEI~ND OR HOLIDAY WORK (Percentage, if applicable) Manpower categories aze described in detail on following sheet. In order to evaluate price proposals, for bidding purposes only, each.hourly rate providedfor the three (3) manpower categories will be multiplied by eight (8) hours and summed and the overhead and profit percentage applied to the sum, for a total. CONTR.A.CT -REBID for MOTOR AND PUMP REPAIR CONTRACT REBID OF BID NUMBER 9697-17 Page 6. . 1. ELECTRIC MOTORMAN: ^ A person capable of winding electric motors up to 250 horsepower. ^ Ability to work on either AC or DC motors. ^ Repairs the motor and starter of a motor inconformity with Electrical Apparatus Service Association (EASA) technical standards. ^ Replaces motor bearings, measure motor shaft and components of a motor inconformity with EASA and American Bearings Manufacturers Association standards. ^ Upon completion of motor repair, motorman is capable of testing the motor using EASA standards for proper function. 2. MACHIl~rIST ^ Perform precision measurements for all pumps and motors under technical standards. ^ Assists in the reassembly of motors. ^ Ability to disassemble and reassemble all water and sewer pumps up to 10" in diameter. ^ Repairs all parts'of water and sewer pumps. ^ Fabricates pump and motor parts using lathe, up to 36" diameter size. ^ Assists with reassembly and performance check of all motors and pumps for • performance as intended by the manufacturer. 3. ALL AROUND REPAIRMAN ^ Perform all duties listed in the Electric Motorman and Machinist job descriptions. ^ Functions as shop master because the position is able to fill in for either Electric Motorman or Machinist. ^ Ability to troubleshoot damaged pumps and motors to determine necessary repairs. ^ Repairs electrical controls and switchgear. ^ Tests pumps and motors for correct reassembly and function. ^ Provides quality assurance and quality control for repair shop. ^ Provides estimates for each call out. . ,•,. CONTRACT -REBID for MOTOR AND PUMP REPAIR CONTRACT REBID OF BID NUMBER 9697-17 Page 7. MOTOR AND PUMP REPAIR RATING SHEET BIDDER'S NAME: CRITERIA JOINTS AWARDED A. Prior experience in providing repair 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 RATING POINTS CITY OF ATLANTIC BEACH • DOCUMENT REQIIIREMENTS CHECKLIST / / BID BOND (if•required on this project). • /_/ ORIGINAL Insurance certificates (copies, ~:eroxes,, or•facsimiles~ are DNACCEPTABLE); naming the City of Atlantic Beach as .Certificate Holder, showing they . have obtained and wi31 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 on past completed projects is UNACCEPTABLE. • . / / Proof of Occupational• licenses (copies ARE acceptable). / / Signed copy of Document Requirements Checklist.'• • The above requirements•have been noted and are understood•by the contractor.; ~• SIGNED: (Contractor or Agent) DATE: "• • BID NO.: BIDDERS TAXPAYER I.D. ~ n m ~o a _~ ~ o ~ m o z ~ ° n ° ~ ~ z ~, r„ c r O ;~ v1 M ~ ~ _ rl ~ ~ ~ i r r ~ J +~ D ro t -~ H M R] H . 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Tom Mari I A as EloctriC M rs, Inc. 16 1 Mayport ed A antic T3cach, 32233 I7~Sr Mr. Mari: i As yvu arc awar~, the aoratcact with the City of Atlabtic Beach for electric motor and pump repairs expires o~4 Scptombec 30,1999. We would like to extend the contract for another year at tht current price, if this is acceptable to your compagy. It acceptable, please sign below and return to me bef August 4, 1999, so 1 can prepare a staff report for the City Commiasson to ac~cpt the cxto ion. We look forwar~ to rccommendittg that we continue our contract with your coalpany. (i Sijscerely. y, i . _.. public I'Warks~ Dit~oCWr . i ATLAS ~'pm Mari iC 1vIOTORS, YNC. AGREES TO EXTEND 'ice CONTRACT FOR ®NE A'C CURRENT PRICE. ~, ~ - z-q ~ 9 Date