C2A-Award Contracts Citywide Fire Safety System ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts Per Group As Follows: Groups I And Ill-A-1 Fire And Security, LLC;
Group II-Triangle Fire, Inc.; Groups V And VI -All Fire Services, Inc.; Group VII-Fire Alarm Systems And
Security, Inc.; Group VIII: A-1 Fire And Security, LLC, Advance Fire Security, Inc., All Fire Services, Inc., Fire Alarm
Specialists, Inc dba Fire Alarms And Sprinklers, Fire Alarm Systems And Security, Inc., National Fire Protection,
LLC, Triangle Fire, Inc., And Tri-City Electric Co. Inc., Pursuant To Invitation To Bid (ITB) No. 48-11/12, For
Citywide Fire Safety System Inspection, Testing, Repair And Monitoring Services, In The Annual Estimated Total
Amount Of $61,736.
Key Intended Outcome Supported:
Ensure well maintained facilities.
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Customer Satisfaction Survey indicated that
87.2% of residents, and 85% of businesses rated the appearance and maintenance of the City's public buildings as
excellent or good.
Issue: I Shall the City Commission approve the award of Contracts?
Item Summary/Recommendation:
The purpose of Invitation to Bid (ITB) No. 48-11/12 is to establish a contract, by means of sealed bids, with a
qualified vendor(s), to provide citywide fire safety system inspection, testing, repair and monitoring services, as
specified in the ITB.
The contract shall remain in effect for two (2) years 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.
Bidsync issued bid notices to 30 prospective bidders. The notices resulted in the receipt of eight (8) responsive
bids. An administrative review panel (the "Panel"), comprised of the following City staff members convened on
October 24, 2012 to review and evaluate all responsive bids.
The Panel reviewed all documentation submitted by the bidders, and recommended award to the lowest bidder for
each Group, except for Group VII, Fire Alarms, which was recommended to the second lowest bidder. After further
evaluation, the Administration recommends award to Group VII to the lowest bidder, Fire Alarm Systems and
Security, Inc.
The amount budgeted for these services for Fiscal Year 2012/2013 is $86,912, therefore, the bid amount is
$25,176 below budget. Last year's expenditures in Fire Safety related services was $77,740, which means that an
estimated $16,004 in annual savings may be realized as a result of this bid process.
APPROVE THE AWARD OF CONTRACTS.
Board Recommendation:
Financial Information:
Source of Amount
Funds: 1 $61,736
;fo· 2
3
OBPI Total $61,736
Financial Impact Summary:
q_ty Clerk's Office Legislative Tracking:
[Raul Aguila
Sl
tor
MIAMI BEACH
Account
Property Management Account 520-1720-000325
·~
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AGENDA ITEM _C-_;2._,4 __
DATE 1/-ll{-JL
C9 MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City C
FROM: Kathie G. Brooks, Interim City Manager
DATE: November 14, 2012
SUBJECT: REQUEST FOR APPROVAL TO AWARD CONTRACTS PER GROUP AS
FOLLOWS: GROUPS I AND Ill -A-1 FIRE AND SECURITY, LLC; GROUP II-
TRIANGLE FIRE, INC.; GROUPS V AND VI -ALL FIRE SERVICES, INC.;
GROUP VII-FIRE ALARM SYSTEMS AND SECURITY, INC.; GROUP VIII: A-1
FIRE AND SECURITY, LLC, ADVANCE FIRE SECURITY, INC., ALL FIRE
SERVICES, INC., FIRE ALARM SPECIALISTS, INC. DBA FIRE ALARMS AND
SPRINKLERS, FIRE ALARM SYSTEMS AND SECURITY, INC., NATIONAL FIRE
PROTECTION, LLC, TRIANGLE FIRE, INC., AND TRI-CITY ELECTRIC CO.
INC., PURSUANT TO INVITATION TO BID (ITB) NO. 48-11/12, FOR CITYWIDE
FIRE SAFETY SYSTEM INSPECTION, TESTING, REPAIR AND MONITORING
SERVICES, IN THE ANNUAL ESTIMATED TOTAL AMOUNT OF $61,736.
ADMINISTRATION RECOMMENDATION
Approve the Award of contracts.
KEY INTENDED OUTCOME
Ensure well-maintained facilities.
FUNDING
The amount budgeted for these services for Fiscal Year 2012/2013 is $86,912. Funding in
the amount required will be provided from the following account:
$61,736 Property Management Account 520-1720-000325
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).
Cost Comparison
Last year's expenditures in Fire Safety related services were $77,7 40, which means that an
estimated $16,004 in annual savings may be realized as a result of this bid process.
ANALYSIS
The purpose of Invitation to Bid (ITB) No. 48-11/12 is to establish a contract, by means of
sealed bids, with a qualified vendor(s), to provide citywide fire safety system inspection,
testing, repair and monitoring services, as specified in the ITB. ·
The ITB consists of eight (8) groups as follows: Group 1: Dry Chemical Fire Extinguishers;
Group II: FM200/Halon Fire Control Systems; Group Ill: Hood Suppression Systems; Group
IV: Clean Agent Fire Suppression Systems; Group V: Fire Sprinkler Systems and Fire
Pumps; Group VI: Standpipe Systems; Group VII: Fire Alarm Systems, and Group VIII:
Additional work. Group IV was deleted via Addendum.
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ITB 48-11112-Citywide Fire Safety System
November 14, 2012
Page 2
The contract shall remain in effect for two (2) years 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 PROCESS
Invitation to Bid (ITB) No. 48-11/12, was issued on June 12,2012 with a bid opening date of
July 12, 2012. Four (4) addenda were issued to provide additional information and to
respond to all questions submitted by the prospective bidders, thus extending the bid
opening due date to August 31, 2012. Bidsync issued bid notices to 30 prospective bidders.
The notices resulted in the receipt of eight (8) responsive bids from the following companies:
1. A-1 Fire and Security, LLC
2. Advanced Fire and Security, Inc.
3. All Fire Services, Inc.
4. Fire Alarm Specialists, Inc. dba Fire Alarms and Sprinklers
5. Fire Alarm Systems and Security, Inc.
6. National Fire Protection, LLC
7. Triangle Fire, Inc.
8. Tri-City Electric Co., Inc.
An administrative review panel (the "Panel"), comprised of the following City staff members
convened on October 24, 2012 to review and evaluate all responsive bids.
• Herman Fung, Property Management
• Soni Moore, Fire Department
• Pedro Quintela, Building Department
The Panel reviewed all documentation submitted by the bidders, and recommended award
to the lowest bidder for each Group, except for Group VII, Fire Alarms. The Panel did not
recommend the lowest bidder for Group VII, based on the bid amount difference between
the lowest bidder and the second lowest bidder. The Panel concluded that the lowest bid
amounts could not reflect the work required by the ITB, and therefore should not be
recommended.
Property Management further reviewed the bid amounts for Group VII. Per Property
Management's request, The Procurement Division sent an e-mail to the bidder in question,
Fire Alarm Systems and Security, Inc., to ensure they had a good understanding of the
scope of work required, and to confirm whether their prices did include all that was required
by the ITB.
Fire Alarm Systems and Security affirmed that they fully comply with all the requirements of
the bid package's scope of work. Based on this confirmation, and positive feedback
received from their customers, the Administration recommends award to Fire Alarm Systems
and Security, Inc., the lowest bidder for Group VII.
Attachment A shows tabulated results. The table below shows a summary of the
recommendation for award per Group, and amount bid:
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ITB 48-11112-Citywide Fire Safety System
November 14, 2012
Page 3
The annual amount of $25,000 has been budgeted by Property Management for any repairs
required as a result of deficiencies encountered during the inspections.
This additional work will be accomplished via request for quotes from pre-qualified bidders
under Group VIII.
The panel reviewed all licenses submitted by bidders and found all eight bidders to be in
compliance with licensing requirements for the work to be performed. All companies have
been in business for a minimum of five years, as required by the ITB.
CONCLUSION:
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission award contracts per Group as follows: Groups I and 111-A-1 Fire And Security,
LLC; Group II-Triangle Fire, Inc.; Groups V and VI-All Fire Services, Inc.; Group VII-Fire
Alarm Systems and Security, Inc.; Group VIII: A-1 Fire and Security, LLC, Advance Fire
Security, Inc., All Fire Services, Inc., Fire Alarm Specialists, Inc dba Fire Alarms and
Sprinklers, Fire Alarm Systems and Security, Inc., National Fire Protection, LLC, Triangle
Fire, Inc., and Tri-City Electric Co. Inc., Pursuant to Invitation To Bid (ITB) No. 48-11/12, for
Citywide Fire Safety System Inspection, Testing, Repair and Monitoring Services, in the
annual estimated total amount of $61,736.
T:\AGENDA\2012\11-14-12\ITB 48-11-12 Cityvvide Fire Safety System MEMO.doc
25
~ en ATTACHEMT A-ITB 48-11/12-BID TABULATION CITYWIDE FIRE SAFETY SYSTEMS GROUP I. DRY CHEMICAL FIRE EXTINGUISHERS Item tion Sizes 3 lb. "ABC" Fire 1 2 Fire Alarm 514 1 3 !Inspect and Tag {Annually) 1 ~~tin_~.u~s~.~~. ) 205 ! $?.00 1 $ 1,640.00 -~-$4.95j $1,014.75 J $5.00 J $1,025.00 1 20.00 407.00 6 83.40 165.00 0 1 $ 312.00 42 o I $ 676.00 7 $ 525.00 790 *Additional sizes may be required, to be negotiated if/when needed.
~ ........ ATTACHEMT A-ITB 48-11/12-BID TABULATION CITYWIDE FIRE SAFETY SYSTEMS GROUP II. FM200/HALON FIRE CONTROL SYSTEMS I Item Site Address (HALON) Miami Beach Historic City 10 Hall A. Radio Room (on roof) 1130 Washington Avenue (FM200) Police Department Building A. Computer Room B. Garage (Room P-102) 11 C. Crime Scene Garage' 1100 Washington Avenue (FM200} Miami Beach City Hall A. Computer Room (2nd Floor) 12 B. 5th Floor Radio Room 1700 Convention Center Drive 13 (FM200) Main Radio Site 2310 Pine Tree Drive (FM200} Public Works Water & Sewer Maintenance Yard (Control 14 Room) l 451 Dade Boulevard (FM200} Fire Station No. 2 (2) l 15 bldQ ....... 2310 Pinetree Drive Total Annual Cost: GROUP Ill. HOOD SUPPRESSION SYSTEMS Item Site Address 16 Fire Station No. 1 (2) bldg 1051 Jefferson Avenue 17 Fire Station No. 2 (2) bldQ 2310 Pinetree Drive 18 Fire Station No. 3 5303 Collins Avenue 19 Fire Station No. 4 6880 Indian Creek Drive Total Annu GROUP IV -CLEAN AGENT FIRE SUPPRESSION SYSTEMS -DELETED Triangle Fire Annual Cost """ ------~ $600.00 $1,800.00 $1,200.00 $600.00 $600.00 $600.00 $5,400.00 Fire Alarms
ATTACHEMT A -ITB 48-11/12-BID TABULATION
CITYWIDE FIRE SAFETY SYSTEMS
GROUP V. FIRE SPRINKLER SYSTEMS AND FIRE PUMPS
em
20 Avenue
2
23
1755 Meridian Avenue
451 Dade Boulevard
26 140 MacArthur Causewa
27 1700 Convention Center Drive
32
33
34
35
36
37
38 1 72nd Street
39 an Drive
All Fire
Total Annual Cost: .....................................................•. ~--~~;;_;;;:.;;~=......;:...=:..:.:......~.
28
National
Fire
ATTACHEMT A-ITB 48·11/12 ·BID TABULATION
CITYWIDE FIRE SAFETY SYSTEMS
GROUP VI. STANDPIPE SYSTEMS
Item Site ddress
1701 Meridian Avenue
Street & Collins Avenue
Total Annual Co
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National
All Fire Fire
ATTACHEMT A-ITB 48·11/12-BID TABULATION
CITYWIDE FIRE SAFETY SYSTEMS
GROUP VII. FIRE ALARM SYSTEMS
Item Site Address
*52 1 Jefferson Avenue
2
2300 Pinetree Drive
eet & Collins Avenue
Street & Convention
75 r Dr
451 Dade Boulevard $500.00
Total Annual Cost: $15,500.00
*Locations currently under contract. To be added to the contract at the discretion of the City.
30
Advanced
Fire & Sec
Annual
Cost
$444.00
ATTACHEMT A-ITB 48-11/12-BID TABULATION
CITYWIDE FIRE SAFETY SYSTEMS
GROUP VIII -ADDITIONAL WORK-For other work not included in Groups I through VII, the City will
request quotes for work with cost over $1,000 from all bidders pre-qualified within a particular Group.
The table below shows pre-qualified bidders per Group:
Tri-Cit Electric ~o., ln_~c~. -------------
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