R2B-Award Contract FEMA Impact Window Replacement ProjectCOMMISSION ITEM SUMMARY
Condensed Title:
Request for Approval to Award a Contract, Pursuant to Invitation to Bid (ITB) No. 013-2013TC, for the
FEMA Impact Window Replacement Project; Authorizing the Mayor and City Clerk to Execute an
Agreement with Sunryse Construction Services, Inc.; in the Amount of $1,012,451.41, for the
Construction of the Project, Plus Approve a Project Contingency of 10% for a Not-to-Exceed Grand
Total of $1, 113,696.55; Further Authorizing the Administration to Engage in Value Engineering to
Further Reduce the Cost and Time for Completion of Said Project.
Key Intended Outcome Supported:
Ensure well-maintained facilities
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Customer Satisfaction Survey
indicated that 79% of businesses rated recently completed capital improvement projects as "excellent"
or "good."
Issue:
I Shall the City Commission award the contract?
Item Summary/Recommendation:
The windows and glass doors at the facilities located at 555 17 1r Street (555 Building), 1701 Meridian
Avenue (777 Building), the 21 51 Street Community Center located at 2100 Washington Avenue, and
Fleet ManagemenUSanitation buildings located at 140 MacArthur Causeway are not impact-resistant
and are aging, and in some cases, leaking during rain events causing humidity and other issues. The
federally-funded grant agreement received by the City will provide the opportunity to retrofit the windows
and doors at these facilities. As a result, current windows and glass doors will be removed and replaced
with impact-resistant windows and glass doors. This project is extremely time-sensitive in that the City's
FEMA grant agreement expires on August 17, 2013, and all work must be completed by then if an
extension is not granted.
Invitation to Bid (ITB) 013-2013TC was issued on March 15, 2013, with an opening date of April 24,
2013. The Public Group and Bidnet issued bid notices to 50 and 192 prospective bidders respectively
of which 24 prospective bidders accessed the advertised solicitation. In addition, 47 vendors were
notified via email. The pH~-bid conference was held on March 25, 2013, which included a walkthrough of
all four facilities that day for bidders to inspect each of the facilities. On April 3, 2013, as requested by
bidders, a second walkthrough was conducted. Three (3) bids were received from: The Window Guys of
South Florida, Inc.; Sunryse Construction Services, Inc.; Miami Beach Restoration d/b/a Miami Beach
Storm Protection.
After the review of bids received, staff determined, after consulting with the City attorney's office, that
The Window Guys of Florida, Inc., the lowest bidder at $904,864.74, was nonresponsive for failing to
fully complete the bid form, as required in the ITB. Accordingly, staff recommends that Sunryse
Construction Services, Inc., Florida, the second-lowest bidder at $1 ,012,451.41, a responsive and
responsible bidder, be considered for award.
After considering the review and recommendation of City staff, the City Manager exercised his due
diligence and carefully considered the specifics of this ITB process. As a result, the City Manager
recommends to the Mayor and City Commission to award the construction contract to Sunryse
Construction Services, Inc. as the lowest and best responsive bidder and authorize the Administration to
engage in value engineering to further reduce the cost and time for completion of said project.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount
Fund~:.,.." 1 . $671,582.00
di~~ 2.. $442,114.55 ~~ Total · $1,113,696 .. 55
l-h•a1 "'a' Impact Summary: N/A
MIAMI BEACH
Account :.
~-"------
Fund 303 -Grant Funded Caeital Projects
Fund 125-Capital Renewal and Replacement
l
315
AGENDA ITEM Rc?. B_
DATE _5¥_..;..~--'-(:......:>"-
it:\ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, vvww.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Memters of the Ci
"\ J~.,_-~
FROM: Jimmy L. Morales, City Manager
DATE: May 8, 2013 \\
SUBJECT: REQUEST FOR APPROVAL TO\J AWARD A CONTRACT, PURSUANT TO
INVITATION TO BID NO. 013-2013TC, FOR THE FEMA IMPACT WINDOW
REPLACEMENT PROJECT; AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE AN AGREEMENT WITH SUNRYSE CONSTRUCTION SERVICES, INC.;
IN THE AMOUNT OF $1,012,451.41, FOR THE CONSTRUCTION OF THE
PROJECT, PLUS APPROVE A PROJECT CONTINGENCY OF 10% FOR A NOT-
TO-EXCEED GRAND TOTAL OF $1,113,696.55; FURTHER AUTHORIZING THE
ADMINISTRATION TO ENGAGE IN VALUE ENGINEERING TO FURTHER REDUCE
THE COST AND TIME FOR COMPLETION OF SAID PROJECT.
ADMINISTRATION RECOMMENDATION
Approve the award of contract.
KEY INTENDED OUTCOME SUPPORTED
Ensure well maintained facilities and ensure quality and timely delivery of capital projects.
FUNDING
$671 ,582.00 Fund 303-Grant Funded Capital Projects
$442, 114.55 Fund 125 -Capital Renewal and Replacement
$1,113,696.55 Total
BACKGROUND
The windows and glass doors at the facilities located at 555 17th Street (555 Building), 1701
Meridian Avenue (777 Building), the 21st Street Community Center located at 2100 Washington
Avenue, and Fleet Management/Sanitation buildings located at 140 MacArthur Causeway are
not impact-resistant and are aging, and in some cases, leaking during rain events causing
humidity issues. The federally-funded subgrant agreement has provided the City with the
opportunity to retrofit the windows and doors at these facilities. As a result, current windows
and glass doors will be removed and replaced with impact-resistant windows and glass doors.
This project is extremely time-sensitive in that the City's FEMA grant agreement expires on
August 17, 2013, and all work must be completed by then if an extension is not granted.
SCOPE OF SERVICES
The Contractor shall provide all labor, materials, equipment, supplies, insurance, fuels, permits,
retirement of utilities, and any other items necessary to complete the existing conditions
assessment, removal of existing windows and doors, and the design and installation of new
impact resistant windows and doors at the locations noted above.
316
Commission Memorandum -/TB 060-2013TC-Sunset Harbour Pump Stations Retrofit
May 8, 2013
Page 2
ITB PROCESS
Invitation to Bid (ITB) 013-2013TC was issued on March 15, 2013, with an opening date of April
24, 2013. The pre-bid conference was held on March 25, 2013, which included a walkthrough
of all four facilities that day for bidders to inspect each of the facilities. On April 3, 2013, at the
request of the bidders, a second walkthrough was conducted for bidders to conduct further
inspections, measurements, and selective demolitions.
The Public Group and Bidnet issued bid notices to 50 and 192 prospective bidders respectively
of which 20 and 4 accessed the advertised solicitation respectively. In addition, 47 vendors
were notified via email. Bids were received from:
• Miami Beach Restoration d/b/a Miami Beach Storm Protection
• Sunryse Construction Services, Inc.
• The Window Guys of Florida, Inc.
The Window Guys of Florida, Inc., the lowest bidder at $904,864.74, was deemed
nonresponsive for failing to fully complete the unit prices and quantities, as instructed in the unit
price breakdown form. Also, Miami Beach Restoration d/b/a Miami Beach Storm Protection, the
highest bidder at $1,176,339.03, was deemed nonresponsive for failing to provide material
information (e.g. proof of licenses and work experience, etc.) that was requested by the
Procurement Division. As a result, Sunryse Construction Services, Inc., Florida, the second-
lowest bidder at $1 ,012,451.41, was the only bidder deemed responsive.
CITY MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the City Manager exercised his
due diligence and carefully considered the specifics of this ITB process. As a result, the City
Manager recommends to the Mayor and City Commission to award the construction contract to
Sunryse Construction Services, Inc. as the lowest and best responsive bidder and authorize the
Administration to engage in value engineering to further reduce the cost and time for completion
of said project.
CONCLUSION
The Administration recommends the award of the contract to Sunryse Construction Services,
Inc., the lowest and best responsive bidder, pursuant to Invitation to Bid (ITB) 013-2013TC, for
the FEMA Impact Window Replacement Project, in the amount of $1,012,451.41; plus approve
a project contingency of 10% for a not-to-exceed grand total of $1, 113,696.55; further
authorizing the Administration to engage in value engineering to further reduce the cost and
time for completion of said project.
JLM/JG~AD
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