C2A-Award Contracts Preventive Maintenance-Repair Services For Emergency GeneratCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award Contracts Pursuant To Invitation To Bid No. 64 11/12, For Preventive Maintenance
And Repair Services for Emergency Generators, To All Power Generators, Inc., As The Primary Vendor And TAW
Power Systems, Inc., As The Secondary Vendor, In The Estimated Annual Amount Of $31,000.
Key Intended Outcome Supported:
Ensure well-maintained facilities.
Supporting Data (Surveys, Environmental Scan. etc.):
N/A
Item Summary/Recommendation:
The purpose of Invitation to Bid (ITB) No. 64 11/12 was to establish a contract, by means of sealed bids, with a
qualified vendor(s), to provide for Preventive Maintenance and Repair Services for Emergency Generators.
This contract shall remain in effect for two (2) years from the date of contract execution by the Mayor and City Clerk.
This contract may be renewed, atthe sole discretion ofthe City, through its City Manager, for three (3) additional one
( 1) year options.
ITB No. 64 11/12 was issued on September 14, 2012, with a bid opening date of October 16, 2012. A pre-bid
conference was held on September 26, 2012, and three (3) addendums were issued to provide additional information
and respond to all questions submitted by the prospective bidders.
Fifty-eight (58) bid notices were issued, fifty-three (53) though the Bid Net system and another five (5) through the
Procurement Division. Seven (7) vendors downloaded the bid documents. Four (4) bids were received from: All
Power Generators, TAW Power Systems, Inc., Atlantic Tower Services, and Pantropic Power Inc.
Administration is recommending award to one primary and one alternate bidder (in the event that primary is unable to
perform) as follows: All Power Generators, as the primary lowest responsive bidder, and to TAW Power Systems,
Inc., as the alternate second lowest responsive bidder.
APPROVE THE AWARD OF THE CONTRACT.
Financial Information:
Source of Amount
Funds: 1 I $1o.aoo
E£J 2 1 $21 ,ooo
3
OBPI Total $31,000
Financial Impact Summary:
s Office Le islative Trackin
Alex Denis, Ext. 7 490
ment Director Assistant
FB __ _ JG __
23
Account
520-1720-000342 Emergency Generator
Contract Maintenance.
520-1720-000325 Emergency Ge
Repairs & Maintenance
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~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Mattie Herrera Bower and Members of the City Commission
FROM: Kathie G. Brooks, Interim City Manager ·
DATE: December 12, 2012
SUBJECT: REQUEST FOR APPROVAL TO AWARD CONTRACTS PURSUANT TO
INVITATION TO BID NO. 64 ... 11/12, FOR PREVENTIVE MAINTENANCE AND
REPAIR SERVICES FOR EMERGENCY GENERATORS, TO ALL POWER
GENERATORS, INC., AS THE PRIMARY VENDOR, AND TAW POWER
SYSTEMS, INC., AS THE SECONDARY VENDOR, IN AN ESTIMATED ANNUAL
AMOUNT OF $31,000.
ADMINISTRATION RECOMMENDATION
Approve the award of the contract.
KEY INTENDED OUTCOME
Ensure well-maintained facilities.
FUNDING
Emergency Generator Contract Maintenance-520-1720-000325-$21,000
Emergency Generator Repairs & Maintenance-520-1720-000342-$10,000
ITB PROCESS
Due to the aggregated expenditures estimates for generator maintenance and repairs
exceeding $25,000 for the fiscal year, the Procurement Division requested and received
specifications and a scope of work from Property Maintenance in order to establish a term
contract with fix pricing. In the past these services were procured via a small purchase
process.
The Procurement Division issued an Invitation to Bid No. 64 11/12 in order to establish a
term contract for Preventive Maintenance and Repair Services for Emergency Generators.
ITB No. 64 11/12 was issued on September 14, 2012, with a bid opening date of October 16,
2012. A pre-bid conference was held on September 26, 2012, and three {3) addendums
were issued to provide additional information and respond to all questions submitted by the
prospective bidders.
Fifty-eight (58) bid notices were issued, fifty-three (53) though the BidNet system and
another five (5) through the Procurement Division. Seven (7) vendors downloaded the bid
documents. Four (4) bids were received from:
• All Power Generators
24
Commission Memorandum
ITB 64 11112 Preventive Maintenance & Repair Services for Emergency Generators
December 12, 2012
Page 12
• TAW Power Systems, Inc.
• Atlantic Tower Services (ATS)
• Pantropic Power, Inc.
The ITB stipulated that award of this contract may be presented to the lowest and best
bidders, as defined in General Conditions 1.36. Award may be made to a primary and an
alternate bidder, in the event that the primary bidder was unable to perform in accordance
with the terms and conditions of the contract.
Prices were submitted for quarterly maintenance services for all citywide generators to
determine the annual amount, at firm, fix rates. Please refer to Appendix "A" for tabulated
results.
EVALUATION PROCESS
The Technical Review Panel (the "Panel") consisting of the following City staff members met
on November 20, 2012, to review the bids received:
Herman Fung, Property Contract Coordinator
Ramon Duarte, Maintenance & Operations Superintendent
The Panel concurred with the recommendation of the Procurement Division based on the
lowest responsive bid received to award to All Power Generators, as the primary vendor, and
to TAW Power Systems, Inc., the second lowest responsive bidder, as the secondary
vendor.
All Power Generators has been in business since 2001, and they possess an electrical
license and their technicians are certified in the City's equipment. The performance
evaluations received for All Power Generators were all eight (8) or greater. Their reference
consisted of both public and private sector entities.
CITY MANAGER'S REVIEW
After considering the review and recommendation of City staff, the Interim City Manager
exercised her due diligence and is recommending to the Mayor and the City Commission to
award the contracts to All Power Generators, as the primary vendor, and to TAW Power
Systems, Inc., as the second lowest responsive bidder, as the secondary vendor.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission award contracts pursuant to Invitation to Bid (IT B) No. 64 11/12, for Preventive
Maintenance and Repair Services for Emergency Generators, to All Power Generators, as
the primary vendor, and TAW Power Systems, Inc., as the secondary vendor, in the
estimated annual of amount of $31 ,000.
T:\AGENDA\2012\12-12-12\Preventive Maintenance & Repair Service for Emergency Generators-Memo.doc
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~ en LOCATION A. FIRE STATION 1051 Jefferson Ave 2300 Pinetree Dr. 5303 Collins Ave 6880 Indian Creek Dr B. POLICE DEPT. 1100 Washington Ave 1100 Washington Ave Prepared by: Lourdes Rodriguez TABULATION OF BIDS ITB 6411/12 PREVENTIVE MAINTENANCE REPAIR SERVICES FOR EMERGENCY GENERATORS Taw Power Systems, Atlantic Tower Services All Power Generators Inc. (ATS) Pantropic Power, Inc. TYPE OF EXTENDED EXTENDED EXTENDED EXTENDED SERVICE UOM UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT Minor 3 $100.00 $300.00 $129.60 $388.80 $270.00 $810.00 $270.00 $810.00 Major 1 $400.00 $400.00 $421.20 $421.20 $690.00 $690.00 $542.00 $542.00 Minor 2 $100.00 $200.00 $154.80 $309.60 $270.00 $540.00 $270.00 $540.00 Major 2 $250.00 $500.00 $503.10 $1,006.20 $690.00 $1,380.00 $895.00 $1,790.00 Load Bank Test 1 $500.00 $500.00 $1,170.00 $1,170.00 $1,320.00 $1,320.00 $1,600.00 $1,600.00 Minor 3 $100.00 $300.00 $129.60 $388.80 $270.00 $810.00 $240.00 $720.00 Major 1 $380.00 $380.00 $421.20 $421.20 $690.00 $690.00 $550.00 $550.00 Minor 3 $100.00 $300.00 $126.00 $378.00 $90.00 $270.00 $240.00 $720.00 Major 1 $375.00 $375.00 $409.50 $409.50 $308.00 $308.00 $542.00 $542.00 Minor 2 $100.00 $200.00 $154.80 $309.60 $180.00 $360.00 $270.00 $540.00 Major 2 $670.00 $1,340.00 $503.10 $1,006.20 $630.00 $1,260.00 $1,053.00 $2,106.00 Load Bank Test 1 $500.00 $500.00 $1,530.00 $1,530.00 $1,320.00 $1,320.00 $1,900.00 $1,900.00 Minor 2 $100.00 $200.00 $154.80 $309.60 $180.00 $360.00 $270.00 $540.00 Major 2 $670.00 $1,340.00 $503.10 $1,006.20 $630.00 $1,260.00 $1,053.00 $2,106.00 Load Bank Test 1 $500.00 $500.00 $1,530.00 $1,530.00 $1,320.00 $1,320.00 $1,900.00 $1,900.00 ----'····· APPENDIX "A" Date: November 13, 2012
~ ........ LOCATION C. PROPERTY MAINT. City Hall, 1700 Convention Center Drive D. BASS MUSEUM 2100 Park Avenue E. PARKING GARAGE 42nd Street Garage 17th Street Garage 17th Street Garage 16th Street Garage 16th Street Garage ····································-·· Prepared by: Lourdes Rodriguez TYPE OF SERVICE Minor Major Minor Major Minor Major Minor Major Minor Major Minor Major Minor Major --------------TABULATION OF BIDS ITB 6411/12 PREVENTIVE MAINTENANCE REPAIR SERVICES FOR EMERGENCY GENERATORS Taw Power Systems, Atlantic Tower Services All Power Generators Inc. (ATS) Pantropic Power, Inc. EXTENDED EXTENDED EXTENDED EXTENDED UOM UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT 3 $100.00 $300.00 $140.40 $421.20 $180.00 $540.00 $270.00 $810.00 1 $440.00 $440.00 $456.30 $456.30 $450.00 $450.00 $840.00 $840.00 3 $100.00 $300.00 $140.40 $421.20 $270.00 $810.00 $270.00 $810.00 1 $475.00 $475.00 $456.30 $456.30 $810.00 $810.00 $895.00 $895.00 3 $100.00 $300.00 $118.80 $356.40 $180.00 $540.00 $210.00 $630.00 1 $200.00 $200.00 $386.10 $386.10 $436.00 $436.00 $420.00 $420.00 3 $100.00 $300.00 $126.00 $378.00 $180.00 $540.00 $210.00 $630.00 1 $200.00 $200.00 $409.50 $409.50 $436.00 $436.00 $420.00 $420.00 3 $100.00 $300.00 $129.60 $388.80 $180.00 $540.00 $240.00 $720.00 1 $375.00 $375.00 $421.20 $421.20 $436.00 $436.00 $720.00 $720.00 3 $100.00 $300.00 $129.60 $388.80 $180.00 $540.00 $270.00 $810.00 1 $375.00 $375.00 $421.20 $421.20 $504.00 $504.00 $625.00 $625.00 3 $100.00 $300.00 $129.60 $388.80 $180.00 $540.00 $270.00 $810.00 1 $375.00 $375.00 $421.20 $421.20 $504.00 $504.00 $625.00 $625.00 ~~---· APPENDIX "A" Date: November 13, 2012
~ 00 LOCATION F. PUBLIC WORKS 2300 Pinetree Drive, Maintenance Facility 2300 Pinetree Drive, Water Pump Station TOTAL -~ Prepared by: Lourdes Rodriguez TYPE OF SERVICE Minor Major Load Bank Test Minor Major Load Bank Test TABULATION OF BIDS ITB 6411/12 PREVENTIVE MAINTENANCE REPAIR SERVICES FOR EMERGENCY GENERATORS Taw Power Systems, Atlantic Tower Services All Power Generators Inc. (ATS) Pantropic Power, Inc. EXTENDED EXTENDED EXTENDED EXTENDED UOM UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT 2 $100.00 $200.00 $129.60 $259.20 $270.00 $540.00 $320.00 $640.00 2 $350.00 $700.00 $421.20 $842.40 $690.00 $1,380.00 $728.00 $1,456.00 1 $600.00 $600.00 $990.00 $990.00 $1,320.00 $1,320.00 $1,200.00 $1,200.00 2 $100.00 $200.00 $154.80 $309.60 $270.00 $540.00 $270.00 $540.00 2 $525.00 $1,050.00 $503.10 $1,006.20 $690.00 $1,380.00 $895.00 $1,790.00 1 $600.00 $600.00 $1,170.00 $1,170.00 $1,320.00 $1,320.00 $1,600.00 $1,600.00 $15,225.00 $20,877.30 $26,804.00 $33,897.00 ~-~ APPENDIX "A" Date: November 13, 2012
~ c,g LOCATION ADDITIONAL OPTIONS: Furnish and install an Emergency Standby Generator (equal load or better), if the City's unit cannot be repaired within eight (8) hours from contractor's receipt of emergency call. Standby generators shall be delivered with a full tank of fuel and a 50' Cable. Standby Generator 60 KVA 0-8 hours 8-16 hours 16-24 hours per week Standby Generator 100 KVA 0-8 hours 8-16 hours 16-24 hours per week Standby Generator 500 KVA 0-8 hours 8-16 hours 16-24 hours per week SO' Cable Delivery/Pickup Cost '---Prepared by: Lourdes Rodriguez TYPE OF SERVICE TABULATION OF BIDS ITB 6411/12 PREVENTIVE MAINTENANCE REPAIR SERVICES FOR EMERGENCY GENERATORS Taw Power Systems, Atlantic Tower Services All Power Generators Inc. (ATS) Pantropic Power, Inc. EXTENDED EXTENDED EXTENDED EXTENDED UOM UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT $350.00 $190.00 $0.00 $302.00 $450.00 $285.00 $0.00 $453.00 $550.00 $380.00 $0.00 $605.00 $1,800.00 $565.00 $1,222.00 $1,408.00 $400.00 $270.00 $0.00 $412.00 $500.00 $405.00 $0.00 $618.00 $600.00 $540.00 $0.00 $825.00 $2,100.00 $810.00 $1,982.00 $1,694.00 $1,075.00 $1,830.00 $0.00 $1,210.00 $1,350.00 $2,745.00 $0.00 $1,815.00 $1,900.00 $3,660.00 $0.00 $2,420.00 $5,500.00 $2,445.00 $3,718.00 $4,840.00 $35.00 $12.00 $61.00 $65.00 $350.00 $250.00 $720.00 $100.00 APPENDIX "A" Date: November 13, 2012
w 0 TABULATION OF BIDS ITB 6411/12 PREVENTIVE MAINTENANCE REPAIR SERVICES FOR EMERGENCY GENERATORS Taw Power Systems, All Power Generators Inc. {ATS) TYPE OF I I EXTENDED EXTENDED EXTENDED lOCATION I SERVICE UOM UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE Work not covered under maintenance agreement. At the City's sole discretion, additional services other than those specified in this solicitation, and to include Intervening Repair Calls and Emegency Repairs may be requested and will only be authorized by the contract administrator or his designee. Hourly labor Rate 1: ~(Straight time non-specified repairs, between the hours of 8:00 a.m. to 5 p.m., Monday thru Friday, rate is to include labor and travel, parts not included) Per Hour Rate' I I I sso.ool I $9s.ool I sso.ool Hourly labor Rate II: (Overtime non-specified repairs, before 8:00 a.m. or after 5 p.m., or weekends or holidays, rate is to include labor and travel, parts not included) Per Hour Rate I I I I $7s.ool I $142.sol I $9o.ool Prepared by: Lourdes Rodriguez APPENDIX "A" I $250.00 I $350.00 Date: November 13, 2012