A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO INVITATION TO BID (ITB) NO. 2018-040-JC, FOR HVAC CONTROLS, MAINTENANCE AND REPAIRS, TO AWARD GROUP 1A, REPAIR, REPLACE AND INSTALL, TO MASTER MECHANICAL SERVICES, INC., THE LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS THE PRIMARY CONTRACTOR, AND TO ADVANCED ROOFING INC. D/B/A ADVANCED AIR SYSTEMS, THE SECOND LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS THE SECONDARY CONTRACTOR, AND TO HYVAC MECHANICAL SERVICES, INC., THE THIRD LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS THE TERTIARY CONTRACTOR; TO AWARD GROUP 1B, TESTING ADJUSTING AND BALANCING (TAB), TO ADVANCED ROOFING INC. AND TO COOL-BREEZE AIR CONDITIONING CORPORATION, THE LOWEST RESPONSIVE, RESPONSIBLE TIED BIDDERS FOR THE GROUP, AS CO-PRIMARY CONTRACTORS, TO BE UTILIZED ON A ROTATIONAL BASIS, AND TO HYVAC MECHANICAL SERVICES, INC., THE SECOND LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS SECONDARY CONTRACTOR; TO AWARD GROUP 1C, PREVENTATIVE MAINTENANCE, TO MASTER MECHANICAL SERVICES, INC., THE LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS PRIMARY CONTRACTOR, TO ADVANCED ROOFING INC., THE SECOND LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS SECONDARY CONTRACTOR, AND TO TEMPTROL AIR CONDITIONING, INC., THE THIRD LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS TERTIARY CONTRACTOR; TO AWARD GROUP 2, A/C DUCT CLEANING AND SANITIZING, TO COOL-BREEZE AIR CONDITIONING CORPORATION, THE LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS PRIMARY CONTRACTOR, AND TO TEMPTROL AIR CONDITIONING, INC., THE SECOND LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS SECONDARY CONTRACTOR; TO AWARD GROUP 3, INSULATION, TO THERMAL CONCEPTS, INC., THE LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS PRIMARY CONTRACTOR, TO MASTER MECHANICAL SERVICES, INC., THE SECOND LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS SECONDARY CONTRACTOR, AND TO ADVANCED ROOFING INC., THE THIRD LOWEST RESPONSIVE, RESPONSIBLE BIDDER FOR THE GROUP, AS TERTIARY CONTRACTOR; AND TO AWARD GROUP 5, CONTROLS REPAIRS, TO MRSE LLC D/B/A ROTH SOUTHEAST, THE LOWEST RESPONSIVE, RESPONSIBLE BIDDER, AS PRIMARY CONTRACTOR; AND AUTHORIZING THE CITY MANAGER TO EXECUTE AGREEMENTS WITH THE AWARDED BIDDERS FOR THE AFOREMENTIONED RESPECTIVE GROUPS; AND WITH RESPECT TO GROUP 6, AUTHORIZING THE ADMINISTRATION TO ESTABLISH A POOL OF PRE-QUALIFIED CONTRACTORS WITH ADVANCED ROOFING INC. D/B/A ADVANCED AIR SYSTEMS, COOL- BREEZE AIR CONDITIONING CORPORATION, HYVAC MECHANICAL SERVICES, INC., MASTER MECHANICAL SERVICES, INC., MRSE LLC D/B/A ROTH SOUTHEAST, THERMAL CONCEPTS, INC. AND TEMPTROL AIR CONDITIONING, INC., FOR FUTURE HVAC AND RELATED SERVICES PROJECTS; AND FURTHER AUTHORIZING THE CITY MANAGER TO AWARD FUTURE HVAC AND RELATED SERVICES PROJECTS PURSUANT TO THE POOL OF PRE-QUALIFIED CONTRACTORS FOR PROJECTS WITH A NOT TO EXCEED PROJECT AMOUNT OF $200,000.

The Administration recommends that the Mayor and City Commission approve the City Manager's recommendation pertaining to the bids received, pursuant to ITB 2018-040-JC, HVAC Controls, Maintenance and Repairs.

The City of Miami Beach Property Management Department requires a Heating, Ventilating and Air Conditioning (HVAC) preventative maintenance, controls, and repair services to assure that the City’s HVAC equipment remains efficient and fully functional.  The HVAC equipment is located at multiple sites within the City of Miami Beach, and requires the professional capability to perform services on various HVAC brands and equipment types. Requirements of the scope of work include furnishing all labor, parts, tools, transportation, supervision, installation and equipment necessary for the performance of services under the ITB. The awarded contractor(s) shall be responsible to repair, replace and install HVAC equipment and components, provide routine maintenance, testing, adjusting and balancing (TAB), duct cleaning, insulation, and perform controls repairs of HVAC equipment for various City facilities and related projects.

ITB PROCESS

ITB No. 2018-040-JC was issued on July 31, 2018, with a bid opening date of August 21, 2018. Seven (7) addenda were issued. The Procurement Department issued bid notices to 132 companies utilizing www.publicpurchase.com website.  Forty-seven (47) prospective bidders accessed the advertised solicitation. On August 10, 2018, a voluntary pre-bid meeting was held. A voluntary facilities site visit was conducted on October 10, 2018, and was attended by five (5) firms. These efforts resulted in the receipt of seven (7) responses on November 9, 2018, from the following contractors: Advanced Roofing Inc., D/B/A Advanced Air Systems, Cool Breeze Air Conditioning Corporation, Hyvac Mechanical Services, Inc., Master Mechanical Services, Inc., MRSE LLC D/B/A Roth Southeast,  Temptrol Air Conditioning, Inc., and Thermal Concepts, Inc. See tabulation sheet (Attachment A) for the bid totals.

In order to efficiently service the City's HVAC needs, the Procurement Department has verified that the lowest responsive, responsible bids for each group are as follows:

For Group 1a: Repair, Replace and Install, to Master Mechanical Services, Inc., the lowest responsive bidder, as primary contractor; Advanced Roofing Inc., D/B/A Advanced Air Systems, as secondary contractor; and Hyvac Mechanical Services, Inc., as tertiary contractor; and,

For Group 1b: Testing, Adjusting and Balancing (TAB), to Advanced Roofing Inc., and Cool Breeze Air Conditioning Corporation, to both serve as co-primary contractors, to be utilized on a rotational basis; and Hyvac Mechanical Services, Inc, as secondary contractor; and,

For Group 1c: Preventative Maintenance, to Master Mechanical Services, Inc., the lowest responsive bidder, as primary contractor; Advanced Roofing Inc., as secondary contractor; and Temptrol Air Conditioning, Inc., as tertiary contractor; and,

For Group 2: A/C Duct Cleaning and Sanitizing, to Cool Breeze Air Conditioning Corporation, the lowest responsive bidder, as primary contractor; and Temptrol Air Conditioning, Inc., as secondary contractor; and,

For Group 3: Insulation, to Thermal Concepts, Inc., the lowest responsive bidder, as primary contractor; Master Mechanical Services, Inc., as secondary contractor; and Advanced Roofing Inc., as tertiary contractor; and,

For Group 4: Rentals, no award recommendation will be made for this group; and,

For Group 5: Controls Repairs, to MRSE LLC D/B/A Roth Southeast, the lowest responsive bidder, as primary contractor; and, 

For Group 6: Pool of Pre-Qualified Contractors, all bidders have been deemed responsive and responsible.

A copy of each proposal, with each firm's information, is available upon request.

After considering the bids received and staff’s recommendation, pursuant to ITB 2018-040-JC, I recommend that the Mayor and City Commission of the City of Miami Beach, Florida, approve the award of contracts to the following firms for each respective services group:

For Group 1a: Repair, Replace and Install, to Master Mechanical Services, Inc., the lowest responsive bidder, as primary contractor; Advanced Roofing Inc., D/B/A Advanced Air Systems, as secondary contractor; and Hyvac Mechanical Services, Inc., as tertiary contractor; and,

For Group 1b: Testing, Adjusting and Balancing (TAB), to Advanced Roofing Inc., and Cool Breeze Air Conditioning Corporation, to both serve as co-primary contractors, to be utilized on a rotational basis; and Hyvac Mechanical Services, Inc, as secondary contractor; and,

For Group 1c: Preventative Maintenance, to Master Mechanical Services, Inc., the lowest responsive bidder, as primary contractor; Advanced Roofing Inc., as secondary contractor; and Temptrol Air Conditioning, Inc., as tertiary contractor; and,

For Group 2: A/C Duct Cleaning and Sanitizing, to Cool Breeze Air Conditioning Corporation, the lowest responsive bidder, as primary contractor; and Temptrol Air Conditioning, Inc., as secondary contractor; and,

For Group 3: Insulation, to Thermal Concepts, Inc., the lowest responsive bidder, as primary contractor; Master Mechanical Services, Inc., as secondary contractor; and Advanced Roofing Inc., as tertiary contractor; and,

For Group 4: Rentals, no award recommendation will be made for this group; and,

For Group 5: Controls Repairs, to MRSE LLC D/B/A Roth Southeast, the lowest responsive bidder, as primary contractor; and, 

For Group 6: Pool of Pre-Qualified Contractors, to all responsive bidders who elected to participate in a pool of pre-qualified contractors for HVAC and related services projects, in future pricing competition, on an as needed basis. In the cases where the City needs to engage the pool of pre-qualified contractors for HVAC and related services projects, the requesting department shall invite the seven (7) pre-qualified bidders and request pricing for each project. The lowest, responsive, responsible pre-qualified contractor shall be selected and issued a purchase order in an amount not to exceed $200,000 for each project; and, in the rare case when the lowest bidder is not selected, the reasons shall be documented, and the approval of the City Manager shall be required;

and further authorize the City Manager and City Clerk to execute a contract with each of the preceding contractors in accordance with the award recommendation.