Invitation to Bid ITB 015-2013TC ��kc
INVITATION TO BID
FOR THE DESIGN AND INSTALLATION OF BEACH ACCESS GATES
ITB No. 015-2013TC
BID ISSUANCE DATE: DECEMBER 24, 2012
BID OPENING: JANUARY 15, 2013 AT 3 P.M.
Theo Carrasco, Ph.D., CPPO, CPPB, Senior Procurement Specialist
PROCUREMENT DIVISION
1700 Convention Center Drive, Miami Beach, FL 33139
www.miamibeachfl.gov
MIAMSEACH..
COMMISSION ITEM SUMMARY
Condensed Title:
Request for Approval to Award a Contract, Pursuant to Invitation to Bid No. 015-2013TC, for the Design and
Installation of Beach Access Gate Arms, Authorizing the Mayor and City Clerk to Execute an Agreement with ALM
Machine, Inc. in the Amount of$89,900.00, for the Construction of the Project, plus a 10% Project Contingency,for
a Not-to-Exceed Grand Total of $98,890.00 from Funds Previously Appropriated in the Capital Budget; Further
Authorizing the Administration to Engage in Value Engineering to Further Reduce the Cost and Time for Completion
of Said Project.
Key Intended Outcome Supported:
Maintain crime rates at or below national trends
Supporting Data (Surveys, Environmental Scan, etc.): The 2012 Community Satisfaction Survey noted that
66%and 71% of residents and businesses respectively rated the quality of the Police as"excellent"or"good."
Issue:
Shall the City Commission approve the award of the contract?
Item Summary/Recommendation:
Contractor shall provide all labor, equipment material and engineering drawings to design and install (52) access
gates along the beach front starting from 14'h Place to South Pointe Park. Invitation to Bid (ITB) No. 015-2013TC
was issued on December 24, 2012, with an opening date of January 16, 2013. A pre-bid conference was held on
December 28, 2012, to which no prospective bidders attended. The Public Group issued bid notices to 21
prospective bidders of which 8 accessed the advertised ITB documents. The Public Group and Bidnet issued bid
notices to 49 and 21 prospective bidders respectively, of which 11 downloaded the solicitation. In addition, 69
vendors were notified via e-mail, which resulted in the receipt four (4) bids. Through the Procurement Division's
review of each bid for responsiveness, Artemisa Fence & Ornamental, Inc., the apparent lowest bidder, was
deemed nonresponsive for failing to submit the required 5% bid guaranty as part of their bid. As a result, the
following table provides the proposed total base bid prices of the three (3) responsive bids: ALM Machine, Inc.
$89,900.00;Tropic Fence, Inc. $111,509.00; and Guaranteed Fence Corp. $118,084.00.
On January 18, 2013, Public Works Assistant Director Jay Fink met with the Procurement Division to review the
proposals received and recommended is to award the contract to ALM Machine, Inc. as the lowest and best
responsive bidder based on their price and previous experience working throughout South Florida.
However,the Florida Department of Environmental Protection (FDEP) cannot permit the complete physical closure
of public beach unless the City's Beachfront Management Plan designates specific hours of closure. The Plan does
not include language regarding access management; therefore, an amendment to the Plan would be required to
install gate arms at every beach access location. FDEP is prepared to issue a field permit to install gate arms at
every other beach access. The installation of the gate arms is a priority for the Police Department and they would
like to proceed with the installation of as many gate arms as can be presently permitted while barricading the
remaining entrances with the ultimate goal of installing access gate arms at every location.
ALM Machine Inc. has been providing fencing and general contracting services to South Florida since 1996. Their
staff has over 20 years of experience in fence welding, fabrication, and installation primarily performing for various
departments for Miami-Dade County. In addition, the Procurement Division confirmed with ALM Machine, Inc that
they are willing to install the initial 26 gate arms and hold their prices for four(4) months while the City resolves the
permitting issue for the remaining work and perform the work for the initial 26 gate arms at the unit prices noted in
their unit price breakdown form.
After considering the review and recommendation of City staff, the Interim City Manager exercised her due
diligence and carefully considered the specifics of this ITB process. As a result, the Interim City Manager
recommends to the Mayor and City Commission to award the contract to ALM Machine, Inc. in the amount of
$89,900.00, for the construction of the project, plus a 10% project contingency, for a not-to-exceed grand total of
$98,890.00 from funds previously appropriated in the Capital Budget; and further authorize the Administration to
enciage in value engineering to further reduce the cost and time for completion of said project.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds: 1 t $98,890.00 305-2499-069357—South Beach QOL Budget
019pi I ' Total 1 $98,890.00
Financial Impact Summary: NIA
City Clerk's Office Legislative Tracking:
Fred Beckmann ext.6012
Sign-Offs:
Interim Ci
Depart 0 DireAtor Assistant City Manager/Chief Financial Officer Manag r
FB AD JGG POW KGB
T:WGEND 0131Fe ru 611TB 015-2013TC—Beach Access Gates—Summary.doc
[A MIAMIBEACH AGENDA ITEM 4111111W 71 DATE 7_k13
m MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miomibacchil.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Kathie G. Brooks, Interim City Manager ,
DATE: February 6, 2013
SUBJECT: REQUEST FOR APPROVAL TO AWARD A CONTRACT, PURSUANT TO
INVITATION TO BID NO. 015-2013TC, FOR THE DESIGN AND INSTALLATION OF
BEACH ACCESS GATE ARMS, AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT WITH ALM MACHINE, INC., IN THE AMOUNT OF
$89,900.00, FOR THE CONSTRUCTION OF THE PROJECT, PLUS A 10%
PROJECT CONTINGENCY, FOR A NOT-TO-EXCEED GRAND TOTAL OF
$98,890.00 FROM FUNDS PREVIOUSLY APPROPRIATED IN THE CAPITAL
BUDGET; FURTHER AUTHORIZING THE ADMINISTRATION TO ENGAGE IN
VALUE ENGINEERING TO FURTHER REDUCE THE COST AND TIME FOR
COMPLETION OF SAID PROJECT.
ADMINISTRATION RECOMMENDATION
Approve the award of contract.
KEY INTENDED OUTCOME SUPPORTED
Maintain crime rates at or below national trends.
FUNDING
$98,890.00 305-2499-069357 — South Beach QOL Budget
BACKGROUND
The installation of beach access gate arms throughout the City visually shows visitors and
residents that the beach is closed at midnight, serving as a deterrent and keeping people off
the beach (see attached), reducing crime and improving public safety: The project includes
the installation of gate arms in 3 phases, with Phase I including 30 pedestrian crossings
between 17th Street and the Jetty, as well as 12 vehicle crossing gate arms (2 gate arms at 5`n
10th, 22nd, 36th, 46th 69th 72nd 73rd, 77th, and 79tt' Streets). Phase II will include access gate
arms in North Beach for a total of 37 beach access points (specific blocks to be provided
later).
The Miami Beach Police Department (MBPD) is responsible for ensuring the public safety of
residents and visitors. Miami Beach continues to gain popularity as a destination of choice for
local and international visitors. Crime trend analysis also shows that a significant number of
beach thefts, robberies and other instances of violent crime also occur on the beach. In 2011,
despite 916 arrests and proactive enforcement efforts, larcenies in particular continue to be a
challenge for MBPD, which increased by 12.7%. By Uniform Crime Reporting (UCR)
72
Commission Memorandum—ITB 015-2013TC—Design and Installation of Beach Access Gates
February 6, 2013
Page 2
standards, larcenies have 9 sub-categories that include shoplifting, vehicle break-ins where a
theft occurs, thefts from a building, all other thefts which comprises thefts from beach blankets.
Upon review and analysis of UCR Part I Crimes from 2001 to 2011, it is evident that, much like
over the last four (4) years, larcenies are the main driver in the increase of overall crime.
Larcenies are considered crimes of opportunity, associated with a variety of factors which
include a struggling economy and the continued popularity of Miami Beach with increased
visitors and countless special events — all of which create a "target rich environment."
Comparing January to June 2011 to the same period in 2012, beach thefts have increased
from 360 to 404, or approximately a 12% increase. Current staffing levels do not support a
detail dedicated to patrolling the beach with the main issue being visitors frequenting the
beach after midnight. As a tourist driven economy, it is important that visitors feel safe. These
gate arms will provide the MBPD with an additional tool to ensure the public safety.
SCOPE OF SERVICES
Contractor shall provide all labor, equipment material and engineering drawings to design and
install (52) access gate arms along the beach front starting from 14th Place to South Pointe
Park. The work shall consist of the following:
Access Gate Arms
(1) Aluminum Gate with locking mechanism to receive a pad lock.
• (1) Aluminum post which gate will be hinged from. Post to be 4'-0" high above
grade.
• (1) Aluminum Post with locking mechanism to receive pad lock.
• (1) Aluminum post with arm to support end of gate when gate is in open position.
Width of gates varies at each location (see attached gate schedule)
• All gates and posts must have reflective tape.
• All gates must include metal reflective signs. (see attached photo) Miami Beach
Police logo shown separate in photo, but must be incorporated into the sign.
All gate elements shall be aluminum alloy 6061-T6 U.O.N.
All welds must comply with corrosion resistant coating
Structures must be designed in compliance with code and the Aluminum
Association Inc.
• All connections must be welded with structural aluminum alloy electrode 5356
U.O.N
Aluminum members in contact with concrete must be protected with Alkali-
Resistant coating such as heavy bodied bituminous paint or water-white
methacrylate lacquer according to F.B.C.
• Concrete must have a minimum of compressive 28 days strength of 3000 psi.
e Shop Drawings must be submitted to the City of Miami Beach for review prior to
permitting with City of Miami Beach Building Department.
• Contractor / Fabricator to verify final configuration and site specific dimensions
which must conform to Florida Building Code and Florida Department of
Environmental Protection (DEP) permit requirements.
DEP PERMITTING
The proposed scope of work was discussed with the Florida Department of Environmental
Protection (FDEP) Coastal Construction Control Line (CCCL) Program to initiate the field
permitting process. Following this discussion, the City submitted the proposed gate arm
73
Commission Memorandum—!TB 015-2013TC—Design and Installation of Beach Access Gates
February 6, 2013
Page 3
designs and a map showing the proposed gate arm locations to FDEP. Additionally, FDEP
met with the Public Works Department, Property Management, and Environmental Divisions at
the 10th Street beach entrance to conduct a field visit and obtain the necessary field permit.
However, the FDEP field representative stated that FDEP cannot permit the complete physical
closure of the public beaches unless the City's Beachfront Management Plan designates
specific hours of closure. The Plan does not include language regarding access management;
therefore, an amendment to the Plan is required to install gate arms at every beach access
location. FDEP is prepared to issue a field permit to install gate arms at every other beach
access.
The gate arms are a priority for the Police Department. Since installing overnight barricades at
access points, there has been a significant decrease in the number of nighttime crime
incidents on the beach. It currently takes two officers an hour to set up the barricades from
South Pointe to 15`h Street. With Police intending to expand this program to other points in the
City, having 26 gate arms installed would greatly reduce the time needed to restrict access to
the beach and allow for officers to barricade other access points. The gate arms would also
serve as a psychological deterrent given that they would be permanent fixtures as opposed to
current barricades that can be easily moved. Understanding that the FDEP permit process
may extend the completion of all 52 locations, Police would like to proceed with the installation
of as many gate arms as can be presently being permitted (26 of 52 locations) with the
ultimate goal of installing access gate arms at every proposed location.
In addition, the Procurement Division confirmed with ALM Machine, Inc., the Administration's
recommended bidder for award, that ALM is willing to install the initial 26 gate arms and hold
their overall prices for four (4) months while the City resolves the permitting issue for the
remaining work. Should FDEP decide not to issue any permits for the remaining 26 locations,
ALM is willing to perform the work for the initial 26 gate arms at the unit prices noted in their
unit price breakdown form.
ITB PROCESS
Invitation to Bid (ITB) No. 015-2013TC was issued on December 24, 2012; with an opening
date of January 16, 2013. A pre-bid conference was held on December 28, 2012, to which no
prospective bidders attended.
The Public Group and Bidnet issued bid notices to 49 and 21 prospective bidders respectively,
of which 11 downloaded the solicitation. In addition, 69 vendors were notified via e-mail, which
resulted in the receipt of the following four(4) bids:
• ALM Machine, Inc.
• Eduardo i. Valdes d/b/a Artemisa Fence & Ornamental, Inc.
• Guaranteed Fence Corp.
• Tropic Fence, Inc.
Through the Procurement Division's review of each bid for responsiveness, Artemisa Fence &
Ornamental, Inc., the apparent lowest bidder, was deemed nonresponsive for failing to submit
the required 5% bid guaranty as part of their bid:
As a result, the following table provides the proposed total base bid prices of the three (3)
responsive bids, based on unit pricing, according to the width of the gate arms:
• ALM Machine, Inc. $89,900.00
74
Commission Memorandum—ITB 015-2013TC—Design and Installation of Beach Access Gates
February 6, 2013
Page 4
• Tropic Fence, Inc. $111,509.00
• Guaranteed Fence Corp. $118,084.00
On January 18, 2013, Public Works Assistant Director Jay Fink met with the Procurement
Division to review the proposals received. The recommendation by the Public Works
Department is to award the contract to ALM Machine, Inc. as the lowest and best responsive
bidder based on their price and previous experience working throughout South Florida over
the past five years.
COMPANY PROFILE
ALM Machine Inc. has been providing fencing and general contracting services to South
Florida since 1996. Their staff has over 20 years of experience in fence welding, fabrication,
and installation primarily performing for various departments for Miami-Dade County.
INTERIM CITY MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the Interim City Manager
exercised her due diligence and carefully considered the specifics of this ITB process. As a
result, the Interim City Manager recommends to the Mayor and City Commission to award the
contract to ALM Machine, Inc. and further authorize the Administration to engage in value
engineering to further reduce the cost and time for completion of said project.
CONCLUSION
Therefore, the Administration recommends approval to award a contract to ALM Machine, Inc.,
as the lowest and best responsive bidder, pursuant to Invitation to Bid 015-2013TC, for the
design and installation of beach access gate arms, and authorizing the Mayor and City Clerk
to execute an agreement in the amount of $89,900.00, plus a 10% project contingency, for a
not-to-exceed grand total of $98,890.00 from funds previously appropriated in the Capital
Budget; and further authorizing the Administration to engage in value engineering to further
reduce the cost and time for completion of said project. Additional gate arms may be
purchased and installed as long as funding is available and the locations are acceptable to
DER
KGB/JGG/FB/AD
T:\AGENDA\2013\February 6\ITB 015-2013TC—Beach Access Gates—Memo.doc
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