C2D-Award Contracts Rental Of Construction EquipmentCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts To Equipment And Tools Solutions, Inc., Hertz Equipment Rentals
Corporation, United Rentals (North America), Inc., Sunbelt Rentals, Inc., Pursuant To Invitation To Bid (ITB}
No. 29-11/12, For The Rental Of Construction Equipment, In The Annual Estimated Amount Of $20,000 For
Fiscal Year 2011/2012, And $70,000 Annually For Subsequent Fiscal Years.
Key Intended Outcome Supported:
Ensure well maintained infrastructure.
Supporting Data (Surveys, Environmental Scan, etc.):
Issue:
I Shall the City Commission approve the award of Contracts?
Item Summary/Recommendation:
The purpose of Invitation to Bid (ITB) No. 29-11/12 was to establish a contract, by means of sealed bids, to a
qualified vendor for the rental of construction equipment, on an as needed basis. The City rents construction
and maintenance equipment, including, but not limited to, pick-up trucks, backhoes, drum rollers, crane
trucks, front loaders, lifts, compressors, and pumps, necessary to the continued operations of the various
departments.
This contract shall remain in effect for one ( 1) year from date of contract execution by the Mayor and City
Clerk, and may be extended at the sole discretion of the City, through its City Manager, for three (3) additional
one (1) year terms, if mutually agreed upon by both parties.
Bid Net issued bid notices to 33 prospective bidders. The notices resulted in the receipt of five ( 5) responsive
bids from the following companies: Hertz Equipment Rentals Corporation, United Rentals (North America),
Inc., Equipment & Tools Solutions, Inc., Sunbelt Rentals, Inc., and Xylem Dewatering Solutions dba Godwin
Pumps.
The ITB stipulated that the City reserves the right to make multiple awards if deemed in the best interest of
the City. Award is being recommended to four (4) bidders, which will ensure availability of equipment, and
allow the City flexibility should a vendor fail to provide the required equipment.
APPROVE THE AWARD OF CONTRACTS.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount Account
Funds: 1 $9,000.00 Public Works Sewer Account 425-0420-000323
~ 2 $9,000.00 Public Works Water Account 425-0410-000323
3 $1,650.00 Public Works Streets/Streetlights Account 011-0840-323
OBPI 4 $350.00 Property Management Account 520-1720-000342
5
Total $20,000.00
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Si
er
MIAM:f BEACH 39
AGENDA ITEM _C--:-J._D.:..___
DATE {,-{; -Jl..
(9 MIAMIB CH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Matti Herrera Bower and Members of the City Commission
Jorge M. Gonzalez, City Manager ~
June 6, 2012 u L/
REQUEST FOR APPROVAL TO AWARD CONTRACTS TO EQUIPMENT AND TOOLS
SOLUTIONS, INC., HERTZ EQUIPMENT RENTALS CORPORATION, SUNBELT
RENTALS, INC., AND UNITED ·RENTALS (NORTH AMERICA), INC., PURSUANT TO
INVITATION TO BID (ITB) NO. 29-11/12, FOR THE RENTAL OF CONSTRUCTION
EQUIPMENT, IN THE ANNUAL ESTIMATED AMOUNT OF $20,000 FOR FISCAL
YEAR 2011/2012, AND $70,000 ANNUALLY FOR SUBSEQUENT FISCAL YEARS.
ADMINISTRATION RECOMMENDATION
Approve the Award of contracts.
KEY INTENDED OUTCOME
Ensure well-maintained infrastructure.
FUNDING
Funding will be provided from the following account for Fiscal Year 2011/2012:
$9,000 Public Works Sewer Account 425-0420-000323
$9,000 Public Works Water Account 425-0410-000323
$1,650 Public Works Streets/Streetlights Account 011-0840-323
$ 350 Property Management Account 520-1720-000342
$20,000 Total Fiscal Year 2011/2012
For subsequent Fiscal Years, commencing on October 1, 2012, the estimated annual cost of
$70,000 associated with the rental of construction equipment will be subject to funds availability
approved through the budgeting process.
Additional funding may be required due to increased need of services, subject to the review and
approval of the Office of Budget and Performance Improvement (OBPI).
ANALYSIS
The purpose of Invitation to Bid (ITB) No. 29-11/12 is to establish a contract, by means of sealed
bids, to a qualified vendor for the rental of construction equipment, on an as needed basis. The
City rents construction and maintenance equipment, including, but not limited to, pick-up trucks,
backhoes, drum rollers, crane trucks, front loaders, lifts, compressors, and pumps. This equipment
is necessary to the continued operations of the various departments such as during unforeseen
emergencies; to replace existing equipment out for repair, or for jobs that require specific
equipment which the City does not own.
40
ITB 29-11112 -Rental of Construction Equipment
June 6, 2012
Page2
This contract shall remain in effect for one (1) year from date of contract execution by the Mayor
and City Clerk, and may be extended at the sole discretion of the City, through its City Manager,
for three (3) additional one (1) year terms, if mutually agreed LIPOn by both parties.
BID PROCESS
Invitation to Bid (the "ITB") No. 29-11/12, was issued on February 29, 2012 with a bid opening
date of March 29, 2012. One (1) addendum was issued to provide additional information and to
respond to all questions submitted by the prospective bidders. Bid Net issued bid notices to 33
prospective bidders. The notices resulted in the receipt of seven (7) bids from the following
companies:
• Hertz Equipment Rentals Corporation
• United Rentals (North America), Inc.
• Equipment & Tools Solutions, Inc.
• Sunbelt Rentals, Inc.
• Xylem Dewatering Solutions dba Godwin Pumps
• * Flagler Construction Equipment, LLC
• * Gold Coast Crane Service, Inc.
*Flagler Construction Equipment and Gold Coast Crane Service were deemed non-responsive
due to failure to submit the Bid Form as required by the ITB.
The ITB stipulated that award of this contract may be made to a primary and secondary lowest
and best bidder per Group, as defined in General Conditions 1.38, whose bid will be the most
advantageous to the City of Miami Beach. The City reserved the right to make multiple awards if
deemed in the best interest of the City.
In determining the lowest and best bidder, the City utilized the "Best Value" Procurement process.
An administrative review panel, comprised of the following City staff members convened on May
18, 2012 to review and evaluate all responsive bids.
• Gus Andino, Property Management
• Martha Torres, Public Works
• Jeremy Hinkle, Greenspace Management
Bids were evaluated and ranked according to the following criteria:
1. Experience and qualifications of the Bidder (15 points).
2. Cost (60 points).
3. Methodology and Approach (15 points).
4. Past performance (10 points).
The Panel scored all bidders as follows:
41
/TB 29-11112-Rental of Construction Equipment
June 6, 2012
Page3
FINAL RANKINGS
COMPANY NAME Gus Andino Marta Torres Jeremy Hinkle
Rank (Points) Rank (Points) Rank (Points)
Hertz Equipment
Rentals 2 (94) 1 (90) 1 (95)
Sunbelt Rentals 1 (97) 2 (80) 3(76)
United Rentals
(North America) 3 (93) 3 (65) 2 (89)
Xylem Dewatering
Solutions 5 (78) 4 {63) 4 {75)
Equipment and
Tools Solutions 4 (91) 5 {50) 5 (70)
Low
Aggregate Ranking
Totals Order
4 1
6 2
8 3
13 4
14 5
The Panel recommended award of a contract to the top three (3) ranked bidders, Hertz Equipment
Rentals, Sunbelt Rentals and United Rentals (North America). Award to multiple vendors will
ensure availability of equipment, allowing the City flexibility should a vendor fail to provide the
required equipment. The Panel believed that having three companies under contract will serve the
needs of the City.
It must be noted that when the mobilization charge was accounted for, Equipment and Tools
Solutions (ETS) offered the lowest rate for line items 10, 11, 12 and 13. ETS was not
recommended by the Panel based on company qualifications and variety of equipment offered. It
is the Administration's recommendation that ETS be awarded a contract so the City benefits from
the lowest rates. ETS is a pre-qualified vendor under Miami-Dade County Contract 8446-5/17 for
construction equipment rental. Additionally, favorable performance evaluation surveys were
received for ETS.
The attached bid tabulation shows daily, monthly and weekly rates offered by each bidder. Prices
shall remain fixed and firm during the term of the contract. While the City has listed all major items
on the bid solicitation which are rented on an as needed basis, there may be additional equipment
that must be rented by the City during the term of this contract. Under these circumstances,
successful bidder(s) under this contract shall be invited to submit price quotes for the additional
equipment. The City reserves the right to award these items to the lowest responsible bidder or to
bid the items through a separate solicitation in the best interest of the City.
There were no responsive bids received for Line Items 3 and 3a for the rental of a 25 and 50 ton
crane, with operator. Public Works Department budgets approximately $3,000 per year for the
rental of this type of equipment. It is recommended that the City utilizes Miami-Dade County
Contract 8446-5/17 for the rental ofthis type of equipment, until expiration on March 21, 2013, and
any subsequent renewals.
Equipment and Tools Solutions (ETS), Inc. is a Miami based company that rents heavy equipment
such as dozers, backhoes, excavators, etc. ETS has been in business since 2006, and has
serviced municipal as well as private accounts throughout Miami-Dade County and the South
Florida area.
Hertz Equipment Rentals Corporation was founded in 1965, and is recognized as one of the
largest global equipment companies. Hertz has been working with government agencies for more
than 30 years, offering a large variety of equipment, including aerial equipment, earthmoving and
compaction equipment, trucks and trailers.
42
ITB 29-11112 -Rental of Construction Equipment
June 6, 2012
Page4
Sunbelt Rentals. Inc. is a full line equipment rental company established in 1983, based in Fort
Mill, South Carolina. Sunbelt operates out of 34 states with 350 locations nationwide. Sunbelt
services government accounts on every level from federal, state, county, cities and school boards.
Currently they hold contracts with Miami-Dade County, School Boards of Broward and Dade, St.
Lucie County. Sun belt has been a vendor of the City for the past several years, providing highly
satisfactory service to the City.
United Rentals {North America). Inc. was founded in 1997, and operates a network of 900 rental
locations in 48 states and 1 0 Canadian provinces. United Rentals offeres over 600 different types
of rentals to customers that include construction and industrial companies, utilities, municipalities
and other government agencies, and independent contractors.
COST COMPARISON
The ITB listed those items most commonly requested. Not all items are needed on a given year.
Miami-Dade County has a contract No. 8446-5/17, which is a pre-qualification of bidders, with no
set pricing. Every time a department needs a rental, they send out a request for quotes. Pricing is
determined upon availability and is different each time. The latest rates paid for equipment rented
by the City, utilizing Miami-Dade County Contract, compared to the rates submitted by Bidders are
shown below:
Description Current Rates Paid Rates per ITB 29-11/12
26' Scissor Lift $195.00/Day $135.00/Day
Mobilization Charge $150.00 $125.00
Silent Trash Pump 6" $264.00/Day $225.00/Day
Mobilization Charge $400.00 $250.00
2.5 to 3 Ton Drum Roller $165.00/Day $100
Mobilization Charge $198.00 $250.00
CITY MANAGER'S REVIEW
After considering the review and recommendation of City staff, the City Manager exercised his due
diligence and recommends award to Equipment tools and Solutions, Inc. for those line items were
the company was lower, to allow for additional cost savings, in addition to the Panel's
recommended bidders, Hertz Equipment Rentals Corporation, United Rentals (North America),
Inc., Sunbelt Rentals, Inc.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission award contracts to Equipment and Tools Solutions, Inc., Hertz Equipment Rentals
Corporation, United Rentals (North America), Inc., Sun belt Rentals, Inc., pursuant to Invitation to
Bid (ITB) No. 29-11/12, for the rental of construction equipment, in the annual estimated amount of
$20,000 for Fiscal Year 2011/2012, and $70,000 annually for subsequent fiscal years.
T:\AGENDA\2012\6-6-12\ITB 29-11-12 Rental of Construction Equipment MEMO.doc
43
ITB 29-11/12-RENTAL OF CONSTRUCTION EQUIPMENT
BID TABULATION
Item Equipment ETS Hertz
1 Front Loader $595.00 $379.00
2 2.5 Ton Drum Roller $325.00 $100.00
3 25 Ton Boom Crane with Operator No Bid No Bid
3a 50 Ton Boom Crane with Operator No Bid No Bid
47 Silent Trash Pump 6" No Bid $249.00
5 Silent Trash Pump 8" No Bid $447.00
6 Silent Trash Pump 10" No Bid $510.00
7 Pick up Truck F150% Ton or equal No Bid $105.00
8 Trailer 7-9 Ton (Backhoe Trailer) No Bid No Bid
Skid Loader Bobcat S130 Rubber
9 Tire or equal $245.00 $141.00
Back Hoe John Deere 310 Size 4WD
10 or equal $365.00 $171.00
11 Air compressor Towable 185 CFM $65.00 $55.00
12 Portable Lighting Tower with Trailer $60.00 $55.00
Forklift (Aprox. 3,000 lbs) lifting
13 capacity, straight mast $125.00 $101.00
High Lift (various sizes) Provide
14 description below:
14.1 40 ft Straight Boom $345.00 No Bid
14.2 40 ft Articulating Boom No Bid $145.00
14.3 45 ft Articulating Boom No Bid No Bid
14.4 60 ft Straight Boom $395.00 No Bid
14.5 60 ft Articulating Boom No Bid $269.00
14.6 80 ft StraightBoom No Bid $374.00
14.7 80 ft Articulating Boom No Bid No Bid
14.8 120 ft Straight Boom No Bid $781.00
14.9 19' Electric Scissor Lift $195.00 No Bid
14.10 20' Electric Scissor Lift $195.00 No Bid
14.11 26' Electric Scissor Lift $195.00 No Bid
Mobilization Charge Included $200.00
Environmental Fee
44
DAILY RATE
Xylem dba
Sun belt United Godwin
Rentals Rentals Pumps
$475.00 595.00 No Bid
$220.00 199.00 No Bid
No Bid No Bid No Bid
No Bid No Bid No Bid
$225.00 No Bid $267.00
$325.00 No Bid $379.00
$325.00 No Bid $450.00
No Bid No Bid No Bid
No Bid No Bid No Bid
$200.00 179.00 No Bid
$230.00 $252.00 No Bid
$79.00 $91.00 No Bid
$79.00 $77.00 No Bid
$125.00 $157.00 No Bid
$225.00 $242.00 No Bid
No Bid No Bid No Bid
$235.00 $242.00 No Bid
$365.00 $324.00 No Bid
$365.00 No Bid No Bid
$455.00 No Bid No Bid
$455.00 No Bid No Bid
No Bid No Bid No Bid
No Bid $115.00 No Bid
;
No Bid No Bid No Bid
No Bid $135.00 No Bid
$150.00 $250.00 $400.00
1-4% 0.0048%
ITB 29-11112 -RENTAL OF CONSTRUCTION EQUIPMENT
BID TABULATION
WEEKLY RATE
Sun belt United
Item Equipment ETS Hertz Rentals Rentals
1 Front Loader $1,595.00 $1,075.00 $1,220.00 $1,446.00
2 2.5 Ton Drum Roller $745.00 $485.00 $605.00 $708.00
3 25 Ton Boom Crane with Operator No Bid No Bid No Bid No Bid
3a 50 Ton Boom Crane with Operator No Bid No Bid No Bid No Bid
47 Silent Trash Pump 6" No Bid $745.00 $625.00 No Bid
5 Silent Trash Pump 8" No Bid $1,309.00 $825.00 No Bid
6 Silent Trash Pump 10" No Bid $3,384.00 $825.00 No Bid
7 Pick up Truck F150 'h Ton or equal No Bid $376.00 No Bid No Bid
8 Trailer 7-9 Ton (Backhoe Trailer) No Bid No Bid No Bid No Bid
Skid Loader Bobcat S130 Rubber
9 Tire or equal $545.00 $313.00 $475.00 $442.00
Back Hoe John Deere 310 Size 4WD
10 or equal $615.00 $433.00 $595.00 $631.00
11 Air compressor Towable 185 CFM $275.00 $125.00 $179.00 $221.00
12 Portable Lighting Tower with Trailer $245.00 $155.00 $179.00 $186.00
Forklift (Aprox. 3,000 lbs) lifting
13 capacity, straight mast $375.00 $333.00 $375.00 $453.00
High Lift (various sizes) Provide
14 description below:
14.1 40 ft Straight Boom $695.00 No Bid $555.00 $605.00
14.2 40 ft Articulating Boom No Bid $430.00 No Bid No Bid
14.3 45 ft Articulating Boom No Bid No Bid $565.00 $605.00
14.4 60 ft Straight Boom $715.00 No Bid $735.00 $810.00
14.5 60 ft Articulating Boom No Bid $593.00 $735.00 No Bid
14.6 80 ft StraightBoom No Bid $1,001.00 $1,195.00 No Bid
14.7 80 ft Articulating Boom No Bid No Bid $1,195.00 No Bid
14.8 120ft Straight Boom No Bid $2,962.00 No Bid No Bid
14.9 19' Electric Scissor Lift $245.00 No Bid No Bid $175.00
-14.10 20' Electric Scissor Lift $250.00 No Bid No Bid No Bid
14.11 26' Electric Scissor Lift $350.00 No Bid No Bid $250.00
Mobilization Charge Included $200.00 $150.00 $250.00
Environmental Fee 1-4%
45
Xylem dba
godwing
Pumps
No Bid
No Bid
No Bid
No Bid
$800.00
$1,110.00
$1,350.00
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
$400.00
ITB 29-11/12-RENTAL OF CONSTRUCTION EQUIPMENT
BID TABULATION
MONTHLY RATE
Sun belt United
Item Equipment ETS Hertz Rentals Rentals
1 Front Loader $3,475.00 $3,300.00 $3,451.00 $3,286.00
2 2.5 Ton Drum Roller $1,545.00 $960.00 $1,350.00 $1,198.00
3 25 Ton Boom Crane with Operator No Bid No Bid No Bid No Bid
3a 50 Ton Boom Crane with Operator No Bid No Bid No Bid No Bid
47 Silent Trash Pump 6" No Bid $2,234.00 $1,800.00 No Bid
5 Silent Trash Pump 8" No Bid $3,565.00 $2,200.00 No Bid
6 SilentTrash Pump 10" No Bid $10,151.00 $2,200.00 No Bid
7 Pick up Truck F150% Ton or equal No Bid $675.00 No Bid No Bid
8 Trailer 7-9 Ton (Backhoe Trailer) No Bid No Bid No Bid No Bid
Skid Loader Bobcat S130 Rubber
9 Tire or equal $1,275.00 $750.00 $1,050.00 $1,106.00
Back Hoe John Deere 310 Size 4WD
10 or equal $1,495.00 $1,389.00 $1,300.00 $1,351.00
11 Air compressor Towable 185 CFM $445.00 $389.00 $419.00 $556.00
12 Portable Lighting Tower with Trailer $495.00 $349.00 $419.00 $462.00
Forklift (Aprox. 3,000 lbs) lifting
13 capacity, straight mast $770.00 $709.00 $909.00 $1,052.00
High Lift (various sizes) Provide
14 description below:
14.1 40 ft Straight Boom $1,049.00 No Bid $1,075.00 $1,295.00
14.2 40 ft Articulating Boom No Bid $1,384.00 No Bid No Bid
14.3 45 ft Articulating Boom No Bid No Bid $1,095.00 $1,295.00
14.4 60 ft Straight Boom $1,795.00 No Bid $1,555.00 $1,838.00
14.5 60 ft Articulating Boom No Bid $1,999.00 $1,555.00 No Bid
14.6 80 ft StraightBoom No Bid $3,280.00 $3,195.00 No Bid
14.7 80 ft Articulating Boom No Bid No Bid $3,195.00 No Bid
14.8 120ft Straight Boom No Bid $5,638.00 No Bid No Bid
14.9 19' Electric Scissor Lift $340.00 No Bid No Bid $385.00
14.10 20' Electric Scissor Lift $340.00 No Bid No Bid No Bid
14.11 26' Electric Scissor Lift $545.00 No Bid No Bid $550.00
Mobilization Charge Included $200.00 $150.00 $250.00
Environmental Fee 1-4%
46
Xylem dba
godwing
Pumps
No Bid
No Bid
No Bid
No Bid
2,400.00
3,330.00
4,050.00
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
No Bid
$ 400.00