Item Coversheet

Resolutions - C7  H




COMMISSION MEMORANDUM

TO:Honorable Mayor and Members of the City Commission 
FROM:Jimmy L. Morales, City Manager 
DATE:December  12, 2018
 



SUBJECT: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. 2018-240-ZD TO FURNISH AND INSTALL FIRE ALARM SYSTEMS REPLACEMENTS, TO AWARD BID LOCATIONS 1, 2, 3, 4, 5, 7, 8, AND 9 TO FIRE ALARM SYSTEMS AND SECURITY, INC. AND BID LOCATION 6 TO METRO DADE SECURITY SYSTEM, INC, THE LOWEST RESPONSIVE RESPONSIBLE BIDDERS FOR EACH GROUP, RESPECTIVELY; AND AUTHORIZING THE CITY MANAGER TO EXECUTE AGREEMENTS WITH FIRE ALARM SYSTEMS AND SECURITY, INC. AND METRO DADE SECURITY SYSTEM, INC. FOR THE AWARDED ITEMS; AND AUTHORIZING THE ADMINISTRATION TO ESTABLISH A POOL OF PRE-QUALIFIED BIDDERS WITH FIRE ALARM SYSTEMS AND SECURITY, INC., METRO DADE SECURITY SYSTEM, INC. AND ELECTRONIC SECURITY & LOW VOLTAGE SOLUTIONS LLC FOR FUTURE FIRE ALARM SYSTEMS REPLACEMENT PROJECTS; AND FURTHER AUTHORIZING THE CITY MANAGER TO AWARD FUTURE FIRE ALARM SYSTEMS REPLACEMENT PROJECTS PURSUANT TO THE POOL OF PREQUALIFIED CONTRACTORS FOR PROJECTS WITH A NOT TO EXCEED PROJECT AMOUNT OF $200,000.

RECOMMENDATION

Adopt the Resolution. 

ANALYSIS

Fire alarm systems are required by law and are an important part of assuring the safety of the residents, visitors and employees that utilize these facilities. Currently, the fire alarm systems at the following locations are in dire need of replacement: parking garages located on 13th Street, 42nd Street and 7th Street, the Fire Station No. 2 and 3, the Fleet/Sanitation building, the Historic City Hall, Police Athletic League (PAL) building, the Police Headquarter and adjacent parking garage.

 

After years of construction of these buildings, significant retrofit activity is often required to maintain these buildings to current safety and efficiency standards. Of prime concern to the City are the life safety systems within these buildings which now require attention, and typically some degree of upgrade or replacement of the fire alarm system. Existing fire alarm systems may require replacement for several reasons, including: increased failure rates of system components; inability of manufacturers to provide replacement parts (particularly microprocessors and power supplies); failure of the system to meet owner/occupants current needs; and the lack of trained service personnel with adequate knowledge and understanding of older model fire alarm systems. Therefore, the City sought to establish contracts to furnish and install fire alarm systems in the aforementioned locations.

 

Additionally, through this ITB, the City sought to establish a pool of pre-qualified contractors in an effort to expedite the replacement of fire alarm systems as the need arises.

 

ITB PROCESS

ITB No. 2018-240-ZD was issued on October 1, 2018 with a bid opening date of November 13, 2018.  Six (6) addenda were issued. The Procurement Department issued bid notices to 218 companies utilizing www.publicpurchase.com website and 175 via email notification.  Sixty-three (63) prospective bidders accessed the advertised solicitation. The notices resulted in the receipt of four (4) responses from: Fire Alarm Systems and Security Inc, Electronic Security & Low Voltage Solutions LLC, Metro Dade Security Systems, Inc. and ABAR Technology Group Corp.

 

The bid submitted by ABAR Technology Group Corp fail to meet the requirements established in Section 400, entitled “Bid Submittal Requirements and Format.” Said Section requires that proposers submit bids in an opaque, sealed envelope or container on or before the due date established for the receipt of bids. It also specifically states that bids received electronically, either through email or facsimile, are not acceptable and will be rejected. ABAR Technology Group Corp sent its bid via email and was therefore deemed nonresponsive.

 

The ITB stated that the lowest responsive, responsible bidder meeting all terms, conditions, and specifications of the ITB will be recommended for award. In its due diligence, the Procurement and Property Management Departments verified that the lowest responsive bid submitted by Fire Alarm Systems and Security Inc. and Metro Dade Security Systems, Inc., met the requirements of the ITB, including licensure and bonding capacity.

 

Accordingly, Fire Alarm Systems and Security Inc. has been deemed the lowest responsive and responsible bidder for the parking garages located on 13th Street, 42nd Street and 7th Street, the Fire Station No. 2 and 3, the Historic City Hall, Police Athletic League (PAL) building, the Police Headquarter and adjacent parking garage and met all terms, conditions, and specifications of the ITB. Further, Metro Dade Security Systems, Inc. was deemed the lowest responsive and responsible bidder for the Fleet/Sanitation building and met all terms, conditions, and specifications of the ITB. See Attachment A: Bid Tabulation. Below is a summary of the firms.

 

Fire Alarm Systems and Security Inc. is certified as an Alarm System Contractor I through the State of Florida, Division of Business and Professional Regulations and has an active status as a Florida corporation.  Fire Alarm Systems and Security Inc. has previously contracted with the City of Miami Beach for fire alarm systems monitoring services via ITB 48-11/12 and again in ITB 2016-050-MT. Additionally, Fire Alarm Systems and Security Inc. has received satisfactory feedback from projects similar in scope. The evaluations included its experience and qualifications, ability to manage project costs, maintain project schedule and overall customer satisfaction.

 

Metro Dade Security Systems, Inc. is certified as an Alarm System Contractor I through the State of Florida, Division of Business and Professional Regulations and has an active status as a Florida corporation. Metro Dade Security Systems, Inc. is also an awarded vendor for Miami Dade County Contract No. 6694-4/11-4 for services to fire alarm systems. Additionally, Metro Dade Security Systems, Inc. has received satisfactory feedback from projects similar in scope. The evaluations included its experience and qualifications, ability to manage project costs, maintain project schedule and overall customer satisfaction.

 

For the prequalification pool portion of the ITB, the bids received from Fire Alarm Systems and Security Inc., Electronic Security & Low Voltage Solutions LLC and Metro Dade Security Systems, Inc. indicated that they wish to be pre-qualified to participate in future pricing competition on an as needed basis. All three firms have been deemed to be qualified per the ITB requirements. In the cases where the City needs to replace or repair a fire alarm system, the requesting department shall invite the three (3) pre-qualified bidders and request pricing for each project. It is recommended that the City Manager, in order to expedite these fire alarm replacements, be authorized to award future projects to the lowest responsive contractor for projects with a project amount not to exceed $200,000.

CONCLUSION

After considering the bids received and the evaluation of staff, pursuant to ITB 2018-240-ZD, I recommend that the Mayor and City Commission of the City of Miami Beach, Florida, approve the Resolution, pursuant to Invitation to Bid (ITB) No. 2018-240-ZD to furnish and install fire alarm systems replacements, to award Bid Locations 1, 2, 3, 4, 5, 7, 8, and 9 to Fire Alarm Systems and Security, Inc. and Bid Location 6 to Metro Dade Security Systems, the lowest responsive responsible bidders for each group, respectively; and authorizing the City manager to execute agreements with Fire Alarm Systems And Security, Inc. and Metro Dade Security Systems, Inc. for the awarded items; and, further, to establish a pool of pre-qualified bidders for future fire alarm systems replacement projects; and delegating to the City Manager the authority to award future fire alarm systems replacement projects pursuant to the prequalified pool of contractors for projects with a not to exceed project amount of $200,000.

KEY INTENDED OUTCOMES SUPPORTED
Build And Maintain Priority Infrastructure With Full Accountability

FINANCIAL INFORMATION

Expenditures will be based on previously approved funding.
Legislative Tracking
Property Management/Procurement

ATTACHMENTS:
Description
Attachment A
Resolution