C2B-Award Contracts Fencing Services For Various City DepartmentsCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts To The Lowest And Best Bidders For Groups 1 Through 22 Pursuant To
Invitation To Bid (ITB) No. 40-11/12 For Fencing Serviced For Various City Departments: Awards Shall Be Based As
Follows: Groups 1,2,3,4,5,7,8,12, 14,16,18 19,20,and 21 To Ronal M. Gibbons, Inc.; And Groups 6,9, 10,11, 13,15,17, and
22 To Artemisa Fence & Ornamental !n The Estimated Annual Amount of $90,000.
nded Outcome Su orted:
eWell-maintained infrastructure
Supporting Data (Surveys, Environmental Scan, etc. N/A
Issue:
I Shall the City Commission approve the award of Contracts?
Item Summary/Recommendation:
The purpose of Invitation to Bid (ITB} No. 40-11/12 was to establish a contract, by means of sealed bids, for the supply of
all labor, materials, tools, and equipment necessary to provide Fencing Services on an as-needed basis from a source(s)
of supply that will provide these services in a timely manner. The contract(s) entered into with the successful bidder(s)
shall have an initial term of three (3) year term, and may be renewed at the sole discretion of the City, through its City
Manager, for two (2) additional one (1) year.
The ITB was issued on July 17, 2012, with an opening date of August 14, 2012. A pre-bid meeting to provide information
to the bidders submitting a response was held on July 24, 2012. The Florida Online Bid System issued bid notices to 59
prospective bidders. In addition, the Procurement Division issued notices to seven (7) prospective bidders, which
resulted in the receipt of three (3) bids.
Successful bidder(s) shall be required to provide fencing services to Public Works, Parks and Recreation, and other City
Departments. Successful bidders shall obtain and pay for all licenses, permits and inspection fees required for this
project and comply with all laws, ordinances, regulations, and building code requirements applicable to the work
contemplated herein. Damages, penalties, and/or fines imposed on the City for the vendor for failure to obtain required
licenses, permits or fines shall be borne by the vendor.
The Review Panel stated after reviewing the bids that they recommended awarding contract to the following vendors, as
the lowest and best responsive bidder:
Ronald M. Gibbons, Inc.;
Artemisa Fence & Ornamentals; and;
Guaranteed Fence Corporation;
APPROVE THE AWARD OF CONTRACTS.
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount Account
blic Works Streets/Street Lighting 011-0840-000342
ublic Works Water 425-0410-000343
ecreation Division 011-0950-000343
reen Space Management 011-0940-000343
iami Beach Golf Club 011-0970-000343
. Normandy Shore Golf Club 011-0975-000343
Financial Impact Summary:
islative Trackin
Assistant Ci
FB JGG __ MAS __
T:\AGENDA\2012\September 12\ITB 40-11-12 Fencing summary.doc
MIAMI BEACH 32
AGENDA ITEM e_:z lf
DATE ~f3~j7_
MIAMI BEACH
of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Bower and Members of the City Commission
FROMo Kathie G. Brooks, Interim City Manager ~~ ~ ·
DATE: September 12, 2012
SUBJECT: REQUEST FOR APPROVAL TO AWARD CONTRACTS TO THE LOWEST AND BEST
BIDDERS FOR GROUPS 1 THROUGH 22, PURSUANT TO INVITATION TO BID (ITB)
NO. 40-11/12, FOR FENCING SERVICES FOR VARIOUS CITY DEPARTMENTS;
AWARDS SHALL BE BASED AS FOLLOWS: GROUPS 1, 2, 3, 4, 5, 7, 8, 12, 14, 16, 18,
19, 20, AND 21 TO RONALD M. GIBBONS, INC.; AND GROUPS 6, 9, 10, 11, 13, 15, 17,
AND 22 TO ARTEMISA FENCE & ORNAMENTAL; FOR A TOTAL ESTIMATED
BUDGETED ANNUAL AMOUNT OF $90,000.
ADMINISTRATION RECOMMENDATION
Approve the award of contracts.
KEY INTENDED OUTCOME SUPPORTED
Ensure Well-Maintained Facilities.
BID AMOUNT AND FUNDING
The estimated annual amounts below are based on regular operational funding availability.
$ 25,000 Property Management Repairs & Maintenance Account No. 520-1720-000342
$ 15,000 Public Works Sewer 425-0420-000343
$ 15,000 Public Works Streets/Street Lighting 011-0840-000342
$ 15,000 Public Works Water 425-041 0-000343
$ 5,000 Recreation Division 011-0950-000343
$ 5,000 Green Space Management 011-0940-000343
$ 5,000 Miami Beach Golf Club 011-0970-000343
$ 5,000 Normandy Shore Golf Club 011-0975-000343
$90,000
These contracts will also be available for emergency circumstances, such as hurricanes,
special projects, and additional funding that may become available and appropriated as part
of the City's Capital Budget or from projects generated by CIP.
ANALYSIS
The purpose of Invitation to Bid (ITB) No. 40-11/12 was to establish a contract, by means of
sealed bids, for the supply of all labor, materials, tools, and equipment necessary to provide
fencing services on an as-needed basis, from a source(s) of supply that will provide these
products in a timely manner. The contract(s) entered into with the successful bidder(s) shall
have an initial term of three (3) years, and may be renewed at the sole discretion of the City,
through its City Manager, for two (2) additional one (1) year.
The contracts will offer more flexible resources to ensure that all operational divisions and
departments fulfill their fencing needs in a timely manner while securing the lowest cost.
33
Commission Memorandum
/TB-40-11112 Fencing Services
September 12, 2012
Page 2 of 13
Successful bidder(s) shall be required to provide fencing services to Public Works, Parks
and Recreation, and other City Departments. The City will issue Purchase Orders to the
selected vendor(s) for the provision of labor, transportation, materials, tools, and equipment
necessary to provide fencing services on an as needed basis throughout the year, as
specified in bid proposal (Groups 1 through 22).
Successful bidders shall obtain and pay for all licenses, permits and inspection fees required
for this project and comply with all laws, ordinances, regulations, and building code
requirements applicable to the work contemplated herein. Damages, penalties, and/or fines
imposed on the City for the vendor for failure to obtain required licenses, permits or fines
shall be borne by the vendor.
Successful bidders must install new fencing, or be able to provide replacement parts, and/or
to repair the existing fencing. Service must be provided from Monday through Friday, from
8:30a.m. until 5:00p.m. on any service, (excluding holidays).
BID PROCESS
The ITS was issued on July 17, 2012, with an opening date of August 14, 2012. A pre-bid
meeting to provide information to the bidders submitting a response was held on July 24,
2012.
The Florida Online Bid System issued bid notices to 59 prospective bidders. In Addition, the
Procurement Division issued notices to seven (7) prospective bidders via mail, e-mail, and
fax transmission, which resulted in the receipt of following three (3) bids:
1. Artemisa Fence & Ornamental
2. Guaranteed Fence Corp.
3. Ronald M. Gibbons, Inc.
On August 20, 2012, the bid submissions were reviewed by the Technical Review Panel
(the Panel) which included the following individuals:
• Martha Torres, Warehouse Supervisor, Public Works Department
• Carlos Da Cruz, Office Associate V, Parks and Recreation Department
• Herman Fung, Property Mgt Contracts Coordinator, Property Maintenance Division
• Thais Vieira, Capital Project Coordinator, CIP Office
On August 30, 2012 the Panel convened again and the following staff members were in
attendance:
• Herman Fung, Property Management Contracts Coordinator, Property Maintenance
Division
• Martha Torres, Public Works Department, Warehouse Supervisor
• Thais Vieira, Capital Project Coordinator, CIP Office
• Kevin Smith,. Parks and Recreation, Director
• Julio Magrisso, Parks and Recreation, Assistant Director
After review of the bids received, the Review Panel recommended awarding contracts to the
following vendors:
34
Commission Memorandum
/TB-40-11 112 Fencing Services
September 12, 2012
Page 3 of 13
• Ronald M. Gibbons, Inc., as Primary
• Artemisa Fence & Ornamentals.; Secondary and:
• Guaranteed Fence Corp.; Tertiary
Bidders were asked to submit fixed unit prices for each group, see attachment "A" for Unit
Price Tabulation. Projects will be awarded to the lowest bidder per group. However, the City
can utilize the second-lowest bidder, if the lowest bidder for any group is unavailable.
Before a project is assigned to a specific company, the user department will provide the
Procurement Division with the job specification in order to anticipate and calculate all fence
materials, posts, and gates required for the completion of the project. Each project will be
awarded to the lowest responsive bidder based on the combination of all materials required.
Property Management Division shall also be responsible for the inspection and verification
of all materials to ensure that they conform to the specifications required on the site.
Th d f II e awar per groups 1s as o ows:
Description Recommended
Group I Galvanized Chain Link Fence Ronald M. Gibbons, Inc.
Group II Vinyl Coated Chain Link Fence Ronald M. Gibbons, Inc.
\,;IIUU!J Ill Chain Link Gates All Galvanized Ronald M. Gibbons, Inc.
Group IV Chain Link Gates All vinyl Coated Ronald M. Gibbons, Inc.
Group V Chain Link Gates All Ronald M. Gibbons, Inc.
Group VI Chain Link Gates All Vinyl Coated Artemisa Fence & Ornamental
Group VII Temporary Chain Link Fence Galvanized Ronald M. Gibbons, Inc
Group VIII Wind Green Black or Green 75% Block Ronald M. Gibbons, Inc.
Group IX Stationary Bollard Posts I Artemisa/Guaranteed
Group X Removable Bollard with Bottom Sleeve I Artemisa Fence & Ornamental
Group XI Core Drilling up to 12" Slab per Hole Cost I Artemisa Fence & Ornamental
Group XII Miscellaneous On Site Welding either Galvaniz onald M. Gibbons, Inc.
Aluminum
Group XIII Fence Removal and Disposal up to 10ft. Artemisa Fence & Ornamental
Group XIV Aluminum Pickett Fence Ronald M. Gibbons, Inc
Group XV Aluminum Swing Gates I Artemisa Fence & Ornamental
\,;II uu1-1 XVI Wood Fences Ronald M. Gibbons, Inc
Group XVII Wood Fence Single or Double Gates Artemisa Fence & Ornamental
Group XVIII Emergency Work Ronald M. Gibbons, Inc
Group XIX Sand Ronald M. Gibbons, Inc.
Group XX Miscellaneous Work Ronald M. Gibbons, Inc.
Group XXI End/Corner Post • Ronald M. Gibbons, Inc.
Group XXII Rental of Portable Self-Standing ] Artemisa Fence & Ornamental
35
Commission Memorandum
/TB-40-11 112 Fencing Services
September 12, 2012
Page 4 of 13
In a letter dated August 22, 2012 Guaranteed Fence Corp. notified the City that they
declined the City's recommendation to provides service only for Group 7, 11, 15 and 17 (
Attachment 3). As a result, the next lowest bidder is being recommended for award as noted
above.
Ronald M. Gibbons. Inc.
Ronald M. Gibbons, Inc. has been in business for 40 years and has successfully completed
projects in residential, commercial, institutional sectors. Ronald M. Gibbon, Inc. was highly
rated on their performance evaluation surveys and comments were provided highlighting the
company's professionalism, responsiveness, and ability to provide fencing services even
under emergency circumstances.
Ronald M. Gibbons, Inc. provides similar services to the following entities:
City of Miami Gardens;
RRC Development Company;
WPBT Channel 2: and
City of Miramar
Artemisa Fence & Ornamental
Artemisa Fence & Ornamental has been in business for over 25 years and has provided
fencing services to the Property Management Division for over one (1) year. The Property
Management Division has indicated that it is satisfied with their quality of work. Artemisa
was highly rated on their performance evaluation surveys and noted as being reliable,
dependable, and responsive while providing prompt service, even in emergency situations.
Artemisa Fence & Ornamental provides similar services to the following entities:
Lennar Homes;
CC Monterra;
Downrite Engineering;
Continental Group; and
City of Miami Beach
INTERIM CITY MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the Interim City Manager
exercised her due diligence and is recommending that the Mayor and the City Commission
authorize the award as follows: Groups 1,2,3,4,5,7,8,12,14,16,18, 19, 20 and 21 to Ronald
M. Gibbons, Inc.; and Groups 6,9, 10,11, 13, 15, 17, and 22 to Artemisa Fence & Ornamental.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission accept the Interim City Manager's recommendation to award contracts to
Groups 1,2,3,4,5,7,8,12,14,16,18,19,20 and 21 to Ronald M. Gibbons, Inc., and Groups
6,9, 10,11, 13, 15, 17,and 22 to Artemisa Fence & Ornamental, for Fencing Services pursuant
to ITB No. 40-11/12, for an estimated budget total annual amount of $90,000.
T:\AGENDA\2042\September 12\Consenl\ITB-40-1 1-12 Fencing
36
CN ....... Attachment A-Unit Price Tabulation GALVANIZED CHAIN LINK FENCE TOTAL GROUP I ARTEMISA FENCE & ORNAMENTAL $11.00 $11.00 $13.00 $13.00 $15.00 $15.00 $19.00 $19.00 $22.00 $22.00 $24.00 $24.00 $6.00 $5.00 $219.00 $9.55 $9.25 $24.00 $23.50 $7.00 $4.25 $7.00 $3.50 $274.00 $196.05
CN 00 Commission Memorandum /TB-40-11112 Fencing SeNices September 12, 2012 Page 6 of 13 TOTAL GROUP II ARTEMISAFE &ORNAMENT $14.00 $14.00 $15.00 $15.00 $17.00 $17.00 $22.00 $22.00 $29.00 $29.00 $30.00 $30.00 $4.50 $4.50 $263.00 5.00 15.20 14.50 $9.00 $3.60 $9.00 $3.60 336.00 $236.20
CN (Q Commission Memorandum ITB-40-11 112 Fencing SeNices September 12, 2012 Page 7 of 13 TOTAL GROUP Ill TOTAL GROUP IV Artemisa stated an erroneous total of $3,140 ARTEMISA FENCE GUARANTEED & ORNAMENTAL FENCE CORP. $250.00 $180.00 $200.00 $180.00 $200.00 $220.00 $200.00 $220.00 $240.00 $400.00 $450.00 $2,490.00 $190.00 $290.00 $390.00 $220.00 $220.00 $290.00 $220.00 $350.00 $400.00 $440.00 $490.00 $3.500.00
~ 0 Commission Memorandum ITB-40-11112 Fencing SeNices September 12, 2012 Page 8 of 13 lllcM4o: ITI=M A.fl· 1 tfxt:f smg1e gate per gate fl'y?() rln11hiP n::~tA nAr n::~tA TOTAL GROUP V I TOTAL GROUP VI! I TOTAL GROUP VIII ! TOTAL GROUP IX I ARTEMISA FENCE & ORNAMENTAL $40.00 $50.00 $60.00 $150.00 $70.00 $75.00 $85.00 $230.00 -$6.00 $10.00 $60.00 $300.00 $150.00 $500.00 $1,026.00 $4.00 $4.00 $4.00 $4.00 $10.00 $10.00 $36.00 $150.00 $250.00 $400.00 GUARANTEED RONALD M. FENCE CORP. GIBBONS, INC. $80.00 $38.00 $90.00 $47.50 $100.00 $57.00 $270.00 $142.50 $3.80 $2.50 $3.80 $3.00 $4.20 $3.60 $4.20 $4.80 $9.00 $8.0Q $9.00 $9.50 $34.00 $31.40
~ ~ Commission Memorandum /TB-40-11112 Fencing SeNices September 12, 2012 Page 9 of 13 ARTEMISA FENC ORNAMENTAL $200.00 $350.00 TOTALGROUPXI $550.00 ~---·--~------r----~--~"" ~"" TOTAL GROUP XI I T.' I GROUP XII: ON SITE Wf:~[?I~§JGALVANIZED OR ALIMINUM ITEM 63: I Include set up cost-hourly rate) FENCE REMOVAL AND DISPOSAL UP TO 10' HIGH ~~~-----~---------------+--------~ Under250'LF perLF 'LF. per LF TOTAL GROUP $35.00 $50.00 $28.50 $35.00 $50.00 $25.00 $40.00 $55.00 $33.00 $40.00 $55.00 $29.50 $45.00 $45.00 er linear foot I I I $0.60 $7.00 $2.00 $240.60 $357.00 $196.00 TOTAL GROUP XIV
~ I 1\) Commission Memorandum /TB-40-11112 Fencing SeNices September 12, 2012 Page 10 of 13 LF I u~ LU 1uu Lr ~1!:11 Lr Uo to 200' LF. oer LF GROUP XVIII: EMERGENCY WORK ITEM 80: J 4' hiah oer LF LF TOTAL GROUP l I TOTAL GROUP XVI I er linear foot TOTAL GROUP XVII I TOTAL GROUP XVIII I ARTEMISA FENCE I G &ORNAMENT $48.00 $50.00 $70.00 $75.00 $80.00 $323.00 $18.00 $16.00 $16.00 $18.00 $18.00 $18.00 $104.00 ~?_Q"~.Q $30.00 $5.00 $55.00 $2.00 $2.00 $3.00 $3.00 $3.00 $3.00 $16.00 $20.00 $15.00 $15.00 $50.00 I $5.00 $5.00 $5.00 $5.00 $5.00 $5.00 $30.00 RONALD GIBBO $46.00 $50.00 $61.00 $75.00 94.00 $66.00 $1.80 $1.80 $2.00 $2.80 $3.00 $3.50 $14.90
~ w Commission Memorandum /TB-40-11112 Fencing Services September 12, 2012 Page 11 of 13 GROUP XIX: SAND FENCE ITEM 86: I 50'LF Dunne Fence (rolls) I I ITEM 87 I sand fence installed onto 4"x4"8" ~ressure treated -«««=r TOTAL GROUP XIX l 1 ··-··· ..... -. J ......... ~·· ....,_, -· TOTAL GROUP XX ARTEMISA FENCE GUARANTEED RONALD M. & ORNAMENTAL FENCE CORP. GIBBONS, INC. $65.00 $75.00 $58.00 $60.00 $75.00 $56.00 $5.50 $5.00 $135.50 $10.00 $10.00 $7.00 $12.00 $10.00 $8.00 $14.00 $15.00 $9.00 $10.00 $15.00 $10.00 $10.00 $15.00 $12.00 $250.00 $250.00 $250.00 $250.00 I $210.00 $250.00 $250.00 $38.00 $50.00 $32.00 $38.00 $50.00 $24.00 $38.00 $50.00 $24.00 $920.00 $965.00 $756.00
~ ~ Commission Memorandum /TB-40-11 112 Fencing Services September 12, 2012 Page 12 of 13 GROUP XXI: END CORNER POST . . -. . -.. _ . 110: 10' ITEM 111; 11' ITEM 112: 12' alvanized TOTAL GROUP GRAND TOTAL (ALL GROUPS TEMISA FENCE I GUARANTEED & ORNAMENTAL FENCE CORP . $30.00 $30.00 $35.00 $30.00 50.00 $40.00 $106.00 $40.00 30.00 $50.00 126.00 $50.00 $50.00 $60.00 $126.00 $45.00 $48.00 $50.00 $50.00 $60.00 $50.00 $60.00 $50.00 $70.00 $848.00 $11.705.10
~ CJ'I Commission Memorandum ITB-40-11 112 Fencing Services September 12, 2012 Page 13 of 13 GROUP XXII RENTAL OF PORTABLE SELF-STANDING Construction Panels 6ft H x 6ft W Per LF Construction Panels with Gate 6ft H x 6ft W Per LF Construction Panel 8ft H x 12ft W Per LF Construction Panel with Gate 8ft H x 12f' ARTEMISAFE & ORNAMENTAL GUARANTEED I RONALD M. CE CORP. GIBBONS, INC. $6.00 $5.00 $36.00 $6.00 $30.00 $36.00 $6.00 $100.00 $36.00 $6.00 $6.00 $6.00 $7.00 $96.00 $7.00 $96.00 $7.00 $96.00 $7.00 $7.00 $7.00 $78.00
August 22, 2012
Shirley L. Thomas
1091 EAST 26 1 H STREET
HIALEAH, FL 33013
0: (786) 318-0880 F: (786) 318-0881
City of Miami Beach Procurement Division
1700 Convention Center Drive,
Miami Beach, FL 3319
0: (305) 673-7000 Ext. 3455
F: (305} 673-4011
RE: ITB-40-11/12 Fencing Services Bid Submission
Dear Ms. Thomas,
We are in receipt of your recommendation for groups 7, 11, 15 & 17 of the above referenced bid and at
this time we respectfully decline said recommendations.
We would like to thank you for your recommendations but at this time we feel it is our responsibility as
a contractor whom has performed work for you on the previous contract to advise the City that
selecting multiple contactors to handle certain aspects could have a negative impact for the City. It has
been our experience that when different contractors mix a scope of work, there are certainties that will
occur. They are as follows:
1. Material and material colors will never match and as such will not be up to the high standards and
quality workmanship that the City of Miami Beach sets forth on all oftheir projects.
2. Another example of conflicts that you are certain to run into would be if a contractor creates what
is to be an opening for a 12'-0" gate and said opening is either too small or too large, this in turn
will create issues that can be easily avoided by awarding the entire contract to one contractor.
We are sure that we can come up with many more conflicts that will occur when breaking up the
contract in the manner that you are choosing but that is not what we are trying to achieve. What we are
trying to bring forth is that as in the previous contract (#12-08/09), Murray Fence, Sunrise Security
46
Agency and Guaranteed Fence were all awarded the contract in the order of !owest bid provided at the
time of procurement. Said contractors were not able to provide quality of work that met
your standards and as such, Guaranteed Fence spent the balance of the previously mentioned contract
fixing all of the work that was not up to the City's high standards. Guaranteed Fence was able to provide
timely and quality workmanship that was required and expected that was not provided by the
contractors whom had the lower bid proposals. Our quality of work can be attested to by the following
people that we have done work with through the years for the City of Miami Beach:
1. Rhonda Gracie (Greenspace Management}
2. Carlos DaCruz (Parks & Recreation)
3. Julio Margrlsso (Greenspace Management)
4. Jose Izquierdo (Property Management)
5. Domingo Macias (Parks & Recreation)
6. Martha Torres (Public Works)
7. Thais Viera (Capital Improvements)
Please consider speaking to these individuals in regards to how this contract and whom this contract is
being awarded to as we feel that the City is about to walk in through the same door as was done in the
previous contract. We have provided competitive pricing and we have concerns the lower pricing
provided could in the future provide financial issues.
In closing, we would also like to state that nowhere in the sollcitation provided at the time of the bid
does It state that the City would be awarding certain items and not the contract in its entirety. We want
to thank you for the opportunity to continue to work with the City of Miami Beach which we hold in the
highest of regards. We wish to remain on your bidder's list as we wish to continue working with you in
the future. Thank you for your time and please feel free to contact us with any questions or comments
you may have.
Respectfully,
Jorge L. Gomez
President
Guaranteed Fence Corp.
47