C2H-Award Contract Maintenance Of Street Lighting On State RoadsCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award A Contract To Under Power Corporation, Pursuant To Invitation To
Bid (ITB) No. 44-11/12, For Maintenance Of Street Lighting On State Roads Within The Miami Beach
City Limits, At The Rate Of $7.95 Per Light, Per Month, In The Total Annual Amount Of $77,464.80;
And $0.50 Per Wi-Fi Node, Per Month, For A Total Annual Amount Of $510.00.
Key Intended Outcome Supported:
Maintain City's Infrastructure.
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Customer Satisfaction Survey
indicated that 87% of CMB street and landscape lighting assessed in good condition.
Issue:
Shall the City Commission Approve The Award of Contract?
Item Summary/Recommendation:
On June 8, 2012, Invitation to Bid (ITB) No. 44-11/12 was issued with an opening date of June 29,
2012. A Pre-bid conference to provide information to prospective bidders was held on June 19, 2012.
BidNet issued bid notices to 158 prospective bidders. Additionally, the Procurement Division notified
seven {7) local contractors, via e-mail, which resulted in the receipt of four (4) bids from the following
vendors: American Lighting and Stabilization, Inc.; Enterprise Electrical Contracting, Inc.; Horsepower
Electric, Inc.; and Under Power Corporation.
An administrative review of the bidders' qualifications, experience, capability, and performance
evaluations was conducted.
Based on the analysis of the four (4) bids received, Mr. Mike Alvarez and Mr. Melvin Sarria (the Panel)
recommended the lowest and best bidder, Under Power, based on price, experience, a nd past
performance in working with the City over the past five (5) years. The Panel also agreed that Under
Power's response time has been excellent.
By awarding the contract to the lowest total bid, the City will realize a total annual cost savings of
$21,608.88 from the current contract.
Therefore, the Administration concludes that it would be in the best interest of the City to recommend
the lowest and best bidder, Under Power.
The Administration recommends Approving the Award.
Advisory Board Recommendation:
Financial Information:
Source of Amount
Funds: 1 $31,593.52
I 1E_ I 2
OBPI Total $31,593.52
Financial Impact Summary: N/A
City Clerk's Office Legislative Tracking:
Raul Aguila, for Procurement Director
Si n-Offs:
Department Director
RA FB
MIAMI BEACH
Account
General Fund for Public Works-Streets, Contract
Maintenance Account No. 011-0840-000325
Total remaining for FY 2011/2012
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AGENDA ITEM ---=C=---;2._/f_,___
DATE 7-/J-/l..-
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
Kathie G. Brooks, Interim City Manager ~~ ~~ •
July 18,2012 /
REQUEST FOR APPROVAL TO AWARD A CONTRACT TO UNDERPOWER
CORPORATION, PURSUANT TO INVITATION TO BID (ITB) NO. 44-11/12,
FOR THE MAINTENANCE OF STREET LIGHTING ON STATE ROADS
WITHIN THE MIAMI BEACH CITY LIMITS, AT THE RATE OF $7.95 PER
LIGHT, PER MONTH, IN THE TOTAL ANNUAL AMOUNT OF $77,464.80;
AND $0.50 PER WIFI NODE, PER MONTH, FOR A TOTAL ANNUAL
AMOUNT OF $510.00.
ADMINISTRATION RECOMMENDATION
Approve the Award of the contract.
KEY INTENDED OUTCOME
Maintain City's Infrastructure.
FUNDING
Funding will be provided from the following account for remainder of Fiscal Year
2011/2012:
$31,593.52 General Fund for Public Works-Streets, Contract Maintenance
Account No. 011-0840-000325
For subsequent Fiscal Years, commencing October 1, 2012, the estimated annual cost
of $77,974.80 associated with the maintenance of street lighting will be subject to funds
availability approved through the budgeting process.
ANALYSIS
The purpose of this bid is to establish a contract, by means of sealed bids, for qualified
vendor(s) for the supply of all labor, materials, tools, and equipment necessary to provide
service, repair, and maintain the State Roadway Street Lighting System located within the
limits of Miami Beach, consisting of 812 lighting fixtures and 85 Wi-Fi nodes for power at the
pole and photocell located on the light pole and/or pole arm, on an as needed basis. This
contract shall remain in effect for a term of one (1) yea,r and may be renewed at the sole
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Commission Memo
ITS 44-11/10 Maintenance of Street Lighting on State Roads within the Miami Beach City Limits
July 18, 2012
discretion of the City, through its City Manager, for three (3) additional one (1) year terms.
BACKGROUND
The Mayor and City Commission, at its April 11, 2007 meeting, approved and authorized the
Mayor and City Clerk to execute a State Highway Lighting, Maintenance, and Compensation
Agreement between the City and the Florida Department of Transportation for the street
light maintenance services for FOOT-owned lighting systems on Miami Beach.
The aforementioned authorization was based on the Administration's recommendation that
the City of Miami Beach take over the maintenance of FOOT owned lighting systems within
the City of Miami Beach to provide sufficient mounting assets for the deployment of the
City's Wi-Fi system.
The FOOT Lighting Systems are located along the following roads:
Abbott Avenue-72nd Street to Indian Creek Drive;
Alton Road -5th Street to 63rd Street;
Collins Avenue-5th Street to 61st and 72nd Street to 87th Terrace;
5th Street -Alton Road to Ocean Drive;
41st Street-Alton Road to Collins Avenue;
63rd Street-Alton Road to Collins Avenue;
71st Street-West of North Bay Causeway to Rue Notre Dame;
Harding Avenue -72nd Street to 87th Terrace;
Indian Creek Drive-26th Street to 44th Street and 59th Street to 71st Street;
Normandy Drive -Rue Notre Dame to West of North Bay Causeway; and
MacArthur Causeway -Alton Road to West City Limits.
The City agreed to be responsible for energy costs, replacement or system upgrades,
location of underground electrical conduits, response to citizen reports of street light
malfunctions, and all other maintenance activities, including emergency responses.
At its June 6, 2007 meeting, the Mayor and City Commission adopted Resolution No. 2007-
26567(the Resolution) which approved and authorized, pursuant to Section 2-367 (e) of the
Miami Beach City Code, a waiver of the competitive bidding process, by 5/7ths vote, a two-
year maintenance and service agreement with Under Power Corporation, at the rate of
$10.22 per light, per month.
The maintenance and service rate of $10.22 per light, per month, was a fixed cost for year
one, and additional years were subject to the Consumer Price Index for Miami and Fort
Lauderdale, which has not been exercised to date. Invoices for January and February
2012 reflected additional expenses due to repairs to light poles as a result of an accident
and theft. The average monthly cost has been $8,298.64 for the maintenance of 812 street
light poles.
The contract with Under Power Corporation expired on May 31, 2012. At its June 6, 2012
meeting, the Mayor and City Commission approved a month to month extension of the
contract under the same terms and conditions, until a new maintenance agreement would
be awarded via a bidding process.
2
83
Commission Memo
ITB 44-11/10 Maintenance of Street Lighting on State Roads within the Miami Beach City Limits
July 18, 2012
ITB PROCESS
On June 8, 2012, Invitation to Bid (ITB) No. 44-11/12 was issued, with an opening date of
June 29, 2012. A Pre-bid Conference to provide information to prospective bidders was
held on June 19, 2012. BidNet issued bid notices to 158 prospective bidders. Additionally,
the Procurement division notified seven (7) local contractors via e-mail, which resulted in the
receipt of four (4) bids from the following vendors:
• American Lighting and Stabilization, Inc.;
• Enterprise Electrical Contracting, Inc.;
• Horsepower Electric, Inc.; and
• Under Power Corporation (Under Power).
In determining the lowest and best bidder, the City utilized the "Best Value" Procurement
process to select a contractor with the experience and qualifications; the ability; capability,
and capacity; and proven past successful performance for the maintenance and repair of
street lighting.
An administrative review of the bidders' qualifications, experience, capability, and
performance evaluations was conducted by the following individuals:
• Mike Alvarez, Infrastructure (Operations) Director, Public Works; and
• Marvin Sarria, Electrician Supervisor, Public Works.
Based on the analysis of the four (4) bids received, Mr. Mike Alvarez and Mr. Melvin Sarria
(the Panel) recommended the lowest and best bidder, Under Power, based on price,
experience, and past performance. The Panel also noted that Under Power's response time
has been excellent.
The enclosed schedule provides the bid tabulation results for ITB No. 44-11/12. (see
Appendix A)
It should be noted that three (3) of the four (4) bidders' (including Under Power's) Bid Forms
contained minor irregularities, in that the bidder incorrectly interpreted the method by which
certain line items were to be filled out. Using Under Power's Bid Form as an example, under
the line item pricing for the Wi-Fi Nodes component, the line item for "Total Annual Amount
(12 months)" reflects the Unit Price (per node/per month) multiplied by the total number of
Wi-Fi nodes (85), but not multiplied by 12 months. Notwithstanding the preceding, the
Administration considers that, should the City Commission wish to move forward with the
recommended award, it has the discretion, as expressly provided in the ITB, to waive this
minor irregularity. Section 1.3 of the ITB, entitled "Price Quoted", provides that "In case of
discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern."
(See ITB at pg. 6, also attached as Appendix B hereto).
UNDER POWER
Under Power has been providing street lighting maintenance and repair services to the City
since 2007. It has contracts with the City of Aventura, City of Miami, City of Doral, and the
Florida Department of Transportation.
3
84
Commission Memo
ITB 44-11/10 Maintenance of Street Lighting on State Roads within the Miami Beach City Limits
July 18, 2012
By awarding the contract to the lowest total bid, the City will realize a total annual cost
savings of $21,608.88 from the current contract.
Therefore, the Administration concludes that it would be in the best interest of the City to
recommend the lowest bidder, Under Power.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission Award a contract to Under Power Corporation, pursuant to Invitation to Bid
(ITB) No. 44-11/12, for the Maintenance of Street Lighting on State Roads within the Miami
Beach City Limits, at the rate of $7.95 per light, per month, in the total annual amount of
$77,464.80; and $0.50 per Wi-Fi node, per month, for a total annual amount of $510.00.
JGG/FHB/JJF/RWS
T:\AGENDA\2012\7-18-12\ITB-44-11-12 Maintenance of Street Lighting on State Roads within the Miami Beach
City limits-MEMO.docx
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co en WI-ANODES Repairs and maintenance of 85 WI-FI nodes at a per node, per month unit price for WI-FI nodes located within the Oty limits of Miami Beach to Include labor and equipment. I $ Total Annual Amount (12 months) I $ UNDERGROUND SERVICES 1 Kepalr to unaergrouna aamages as aescnoea 1n section 3.8. Labor cost per hour-based on three (3) man crew $ Backhoe $ Jackhammer $ Compressor $ PER UNEAR FOOT Directional Boring (including conduit) $ 2-inch conduit schedule 40 $ #6 Electrical Wires $ Pull Boxes $ Trenching $ APPENDIX A Unit Price Unit Price per hour per hour 249.99 $ 275.00 29.99 $ 20.00 0.99 $ 10.00 9.99 $ 10.00 Unit Price Unit Price Pl!f linear foot per linear foot 19.99 $ 15.00 0.99 $ 1.00 1.99 $ 6.00 109.99 $ 700.00 9.99 $ 15.00 4.50 I $ 1,500.00 882.50 I $ 11,000.00 Unit Price Unit Price per hour per hour $ 155.00 $ 275.00 $ 65.00 $ 25.00 $ -$ 1.00 $ -$ 1.00 Unit Price Unit Price per llnear foot per linear foot $ 14.00 $ 18.00 $ 0.55 $ 18.00 $ 0.50 $ 2.00 $ 150.00 $ 250.00 $ 12.00 $ 100.00 *The Unit Price and Total Annual Amounts above reflect the Bid Form pricing received by each bidder. Pursuant to section 1.3 of the ITB, entitled "Prices Quoted"; "In £ase of disaepancy in computing the amount of the bid, the UNIT PRICE quoted wlil govern."
Appendix B
MAINTENANCE OF STREET LIGHTING ON STATE ROADS
WITHIN THE MIAMI BEACH CITY LIMITS
ITB # 44-11/12
1.0 GENERAL CONDITIONS
1.1 SEALED BIDS:
An original, five (5) copies, and one (1) CD of the complete bid, must be returned in
order for the bid to be considered for award. All bids are subject to the conditions
specified in these General Conditions, and on the attached Special Conditions,
Specifications, and Bid Form.
The completed bid must be submitted in a sealed envelope clearly marked with the Bid Title
to the City of Miami Beach Procurement Division, 3rd floor, 1700 Convention Center Drive,
Miami Beach, Florida 33139. Facsimile, electronic, ore-mailed bids will not be
accepted.
1.2 EXECUTION OF BID:
The bid must contain a manual signature of an authorized representative in the space
provided on the Bid Form. Failure to properly sign the bid shall invalidate same, and it
shall NOT be considered for award. All bids must be completed in pen and ink or
typewritten. No erasures are permitted. If a correction is necessary, draw a single line
through the entered figure and enter the corrected figure above it. Corrections must be
initialed by the person signing the bid. Any illegible entries, pencil bids, or corrections
not initialed will NOT be tabulated. The original bid conditions and specifications
CANNOT be changed or altered in any way. Altered bids will NOT be considered.
Clarification of bids submitted shall be in letter form, signed by bidders and attached to
the bid.
1.4 TAXES:
The City of Miami Beach is exempt from all Federal Excise and State taxes.
1.5 MISTAKES:
Bidders are expected to examine the specifications, delivery schedules, bid prices and
extensions, and all instructions pertaining to supplies and services. Failure to do so will
be at the bidder's risk.
1.6 CONDITION AND PACKAGING:
It is understood and agreed that any item offered or shipped as a result of this bid shall
be the latest new and current model offered (most current production model at the time
of this bid). All containers shall be suitable for storage or shipment, and all prices shall
include standard commercial packaging.
1.7 UNDERWRITERS' LABORATORIES:
Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies
shall be U.L. listed or re-examination listing where such has been established by U.L. for
the item(s) offered and furnished.
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