C2C-Award Contract HVAC Equipment Installation Parts And ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award A Contract To Pursuant To Invitation To Bid (ITB) No. 2014-066 For HVAC
E ui ment, Installation, Parts and Services.
Key Intended Outcome Supported:
Ensure Well-Maintained Facilities.
Supporting Data {Surveys, Environmental Scan, etc.): N/A
Issue:
I Shall the City Commission approve the award of Contract?
Item Summary/Recommendation:
The purpose of this item is to approve contracts to provide HVAC Equipment, Installation, Parts and Services at
various facilities located within the City of Miami Beach pursuant to ITS. 2014-066. This item is necessary to
expedite HVAC repairs and installations as necessary on all City facilities. The City has immediate need of firms
and contractors, who are authorized by the manufacturers to sell equipment, perform installation and provide
service. The successful Bidder shall furnish air conditioning repair services, including parts, labor, materials,
equipment and supervision for all the air conditioning units
Forty (40) vendors were notified of the solicitation, with ten (10) vendors downloading the solicitation. Five (5)
responses were received in response to the solicitation.
After review of responses received, it is recommended that the following responsive, responsible bidders be
awarded the contract(s). For Groups 1-6, 8, 10, 13, 16-21, 23: Master Mechanical Services, Inc. as the sole vendor.
For Groups 7, 9, 11, 12, 14, 15: Comfort Tech as the sole vendor. Finally, for Group 22: MRSE, LLC d/b/a Roth
Southeast as the sole vendor.
RECOMMENDATION
It is recommended that Master Mechanical Services, Inc. be awarded Groups 1-6, 8, 10, 13, 16-21, 23; that
Comfort Tech be awarded Groups 7, 9, 11, 12, 14, 15; and MRSE, LLC d/bla Roth Southeast be awarded Group 22.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount Account
Funds:~ 1 $115,000 Property Department Account No. 520-1720-000342 fo· Total $115,000
Financial Impact Summary: The annual cost associated with HVAC Equipment, Installation, Parts and Services to
funds availability approved through the annual budgeting process. Account information and availability of funds shall be
verified and approved for each request prior to procuring the services. The funding and accounts noted above are the FY
2014 budget amounts approved by Commission.
Clerk's Office Le islative Trackin
MIAMI BEACH
64
AGENDA ITEM _C_~_C __
DATE 3-5"-/l(
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members
FROM: Jimmy L. Morales, City Manager
DATE: March 5, 2014
SUBJECT: REQUEST FOR APPROVAL TO AWA D A CONTRACT PURSUANT TO INVITATION
TO BID (ITB} NO. 2014-066 FOR HVAC EQUIPMENT, INSTALLATION, PARTS AND
SERVICES
ADMINISTRATION RECOMMENDATION
Approve the award of the contract.
KEY INTENDED OUTCOME
Ensure Well-Maintained Facilities.
FUNDING
The annual cost associated with HVAC Equipment, Installation, Parts and Services is
subject to funds availability approved through the annual budgeting process. Account
information and availability offunds shall be verified and approved for each request prior to
procuring the services. The funding and accounts noted below are the FY 2014 budget
amounts approved by Commission.
$115,000 Property Department Account No. 520-1720-000342
Should additional funding be required due to increased need of services, it will be subject to
the review and approval of the Office of Budget and Performance Improvement (OBPI).
BACKGROUND INFORMATION
The purpose of Invitation to Bid (ITB) No. 2014-066 is to establish a contract, by means of
sealed bids, with a qualified firm(s) to provide HVAC Equipment, Installation, Parts and
Services at various facilities located within the City of Miami Beach pursuant to ITB. 2014-
066. This item is necessary in order to reduce the cost and time of advertising, shorten the
response time and improve the efficiency and clarity in the production of the contracts for
HVAC services Citywide. The City has immediate need of firms and contractors, who are
authorized by the manufacturers to sell equipment, perform installation and provide service.
The successful Bidder shall furnish air conditioning repair services, including parts, labor,
materials, equipment and supervision for all the air conditioning units. These services are
needed for regular maintenance and emergency situations.
65
Commission Memorandum
ITB 2014·066 HVAC Repair and Services
March 5, 2014
Page 12
The ITB also requested bidders to submit, for each manufacturer group for which bidder
submits a bid, documentation from the manufacturer that bidder is authorized to sell parts,
install and provide service. The City may award up to three vendors (primary, secondary,
tertiary), as available, by line item, by group or in its entirety. The City will endeavor to utilize
vendors in order of award. However, the City may utilize other vendors in the event that: 1) a
contract vendor is not or is unable to be in compliance with any contract or delivery
requirement; 2) it is in the best interest of the City to do so regardless of reason.
The contract(s) entered into with the successful bidder(s) shall remain in effect for two (2)
years. The price offered by the Bidder in its Bid Proposal shall remain firm and fixed during
the initial two (2) year term. The City, through its City Manager, shall have the option to
renew this contract for an additional three (3) one·year periods on a year-to-year basis.
During the renewal term, the City may consider an adjustment to price based on changes in
the applicable CPI·U index.
ITB PROCESS
ITB No. 2014-066, was issued on December 6, 2013, with a bid opening date of January 9,
2014. Three (3) addenda were issued to answer to questions submitted by prospective
bidders. The Department of Procurement Management issued bid notices to twenty (20)
firms utilizing the Public Group and ten (1 0) prospective bidders accessed the advertised
solicitation. Additionally, twenty (20) firms were notified of the ITB through the Florida
Purchasing Group website. Finally, the Department of Procurement Management sent the
ITB document to additional firms not registered with the Public Group.
The notices resulted in the receipt of five (5) responsive and responsible bids from Airmatic
Controls, Comfort Tech, Master Mechanical, MRSE, LLC d/b/s Roth Southeast and
Premiere Air Conditioning & Refrigeration.
The ITB stated that the lowest responsive, responsible bidder meeting all terms, conditions,
and specifications of the ITB will be recommended for award. Veterans and local
preferences were considered during the tabulation of the bids received. Local preference
was not applied to any of the bidders.
The Bid Price form was categorized by manufacturers resulting in twenty-three (23) groups.
The manufacturers on the bid price form included: Baber Coleman, Bard, Bristol
Compressors, Carrier Equipment, Climate Master, Coleman, Copeland Compressors,
Evapco, Friedrich, Florida Heat Pump Equipment, Goodman, Janitrol, Johnstone Supply,
Lenox, Mitsubishi, Rheem Equipment, Trane Equipment, York Equipment, Ice 0 Matic, Delta
Controls, Direct Digital Controls, Explorer Controls, and Johnson Controls.
With regards to HVAC equipment, installation, parts and service the bids received from three
(3) different vendors were deemed the lowest "responsive" to the bid requirements. Those
vendors are: Comfort Tech Air Conditioning & Refrigeration, Master Mechanical Services,
Inc., and MRSE, LLC (d/b/a Roth Southeast). All of the responsive vendors provided the
necessary manufacturer's letter authorizing service and selling of parts and equipment.
66
Commission Memorandum
ITB 2014-066 HVAC Repair and Services
March 5, 2014
Page 13
The Department of Procurement Management verified the following:
• Minimum Requirements
1. Licensure I Certification. Miami-Dade County Air Conditioning Mechanical
Journeyman license or Journeyman General Mechanical license, and
EPA 608 Technical Program Certification. Current licenses must be
provided with bid, and no personnel shall service City facilities without
said licenses.
Comfort Tech Air Conditioning & Refrigeration, Master Mechanical
Services, Inc., and MRSE, LLC (d/b/a Roth Southeast) submitted the
required licenses.
2 Similar Experience. Bidder shall demonstrate previous experience in
regards to the requirements of this solicitation for a period of no less than
three (3) years in providing these services to at least one government
agency in the Tri-County area (Miami-Dade, Broward, Palm Beach).
Comfort Tech Air Conditioning & Refrigeration received very positive
feedback from Miami-Dade County Corrections, Turner Construction
Company, and Pirtle Construction Company.
Master Mechanical Services, Inc. received excellent references from
Miami-Dade College, Caristo Construction, and Monroe County.
MRSE, LLC (d/b/a Roth Southeast) received great feedback from Florida
Atlantic University, Amersco, and also has successfully provided services
for the City of Miami Beach.
3 Manufacturer Authorization. Bidder shall submit, for each manufacturer
group for which bidder submits a bid, documentation from the
manufacturer that bidder is authorized to sell parts, install and provide
service.
All three (3) vendors provided the manufacturer's letter of authorization for
the groups they are being recommended for award.
67
Commission Memorandum
ITB 2014-066 HVAC Repair and Services
March 5, 2014
Page 14
• Past Performance
Comfort Tech, located in Hialeah Gardens, Florida; has provided HVAC services and
products for 17 years with over ten ( 1 0) years of service in South Florida.
Specifically, they have successfully completed projects with Jackson Memorial
Master Mechanical Services, Inc., located in Miami, Florida; has been servicing
South Florida for over 20 years and has 33 years in the HVAC industry. Their
technicians hold EPA certifications and have also received additional training in
Refrigerant Transition and Recovery and other technical certifications.
MRSE, LLC (d/b/a Roth Southeast), located in Davie, Florida; has three (3) years of
HVAC service under its current name and in the past ten (10) years has operated
under the name of Thermal Concepts. They are members of Energy Star and are
Authorized Building Control Specialist (ABCS) for the state of Florida.
Pricing submitted by all vendors is included in Appendix A.
Based on the above, it is recommended that the following responsive, responsible bidders
be awarded the contract(s). It is recommended that Master Mechanical Services, Inc. be
awarded Groups 1-6, 8, 10, 13, 16-21,23: that Comfort Tech be awarded Groups 7, 9, 11,
12, 14, 15: and MRSE, LLC d/b/a Roth Southeast be awarded Group 22.
CITY MANAGER'S REVIEW
After considering the review and recommendation of City staff, the City Manager exercised
his due dillgence and is recommending to the Mayor and the City Commission to award a
contract to Master Mechanical Services, Inc, Comfort Tech Air Conditioning & Refrigeration,
and MRSE, LLC d/b/a Roth Southeast as previously indicated.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission award a contract pursuant to Invitation to Bid {ITB) No. 2014-066 for HVAC
Equipment, Installation, Parts and Services to Master Mechanical Services, Inc, Comfort
Tech Air Conditioning & Refrigeration, and MRSE, LLC d/b/a Roth Southeast in the amount
of $115,000.
68
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