The administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida to approve the City Manager’s recommendation pertaining to the bids received, pursuant to Invitation to Bid (ITB) 2017-009-KB for Furnish and Install Variable Frequency Drives, Variable Air Volumes, Dampers, Chilled Water Pipe Insulation, and Controls at Miami Beach Police Department.

The Property Management Department identified the need to enhance the existing HVAC system at MBPD Headquarters.   This project will enhance the existing HVAC system by replacing  the existing Variable Frequency Drives (or VFDs) and Variable Air Volume diffusers (or VAVs) for new equipment as well as replacing the station’s dated pneumatic controls with a new digital building automation system as per design documents prepared by TLC Engineering for Architecture. The project will ensure that the Police Department headquarters HVAC systems are operating for maximum efficiency, and that breakdowns are minimized.

ITB PROCESS

ITB No. 2017-009-KB, was issued on January 13, 2017, with a bid opening date of March 29, 2017.  The Procurement Department issued bid notices to 326 companies utilizing www.publicpurchase.com website and 25 companies via email notification.  Forty-nine (49) prospective bidders accessed the advertised solicitation. Additionally, the Department held two (2) pre-bid meetings and a site visit in an effort to increase vendor participation. The notices resulted in the receipt of one (1) responses from: MRSE LLC, dba Roth Southeast (MRSE). See tabulation sheet (Attachment A).

Because only a sole bid was received, the Administration consulted with both the City's consultant and the requesting department to make sure there were no issues with the competitiveness of the specification. In this case, it has been determined that multiple firms could have bid. However, the complexities of the project, included portions that affect areas throughout the building and the need to keep the building cooled and operational at all times, may have impacted the number of firms interested in bidding.

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 Department verified that the sole bidder, MRSE has met the requirements of the ITB, including:

1. Licensing Requirements: Bidder shall be State of Florida certified and licensed Mechanical Contractor to be considered for award.

    

   MRSE is a State certified as a Mechanical Contractor. State license number is: CMC1250259 and expires on August 31, 2018.

    

   2.   Previous Experience: Bidders must have successfully completed five (5) projects of similar scope and budget within the last ten (10) years. Similar projects shall be interpreted to mean construction of HVAC Mechanical projects.

     

   MRSE submitted five (5) individual references which demonstrate their experience in projects similar in scope and volume to the work indicated in the ITB.

    

   3.   Bidder must have the capability to provide a performance and payment bond for the project. The City reserves the right to require performance and payment bonds from the successful bidder. Bidders shall submit a Letter from an A-rated Financial Class V Surety Company, indicating the company’s bonding capacity, in the amount not less than one hundred percent of the total base bid amount.

    

   The bid response from MRSE was accompanied by a bonding capacity letter from Salter Surety Group dated February 14, 2017. The capacity letter indicated that MRSE has been extended a bonding facility, which has supported individual projects up to $5,000,000.00 and an aggregate work program in the $15,000,000.00 range.  Brown & Brown of Florida is rated A by AM Best.

    

   4.   Financial Stability and Strength: The Bidder must be able to demonstrate a good record of performance and have sufficient financial resources to ensure that they can satisfactorily provide the goods and/or services required herein.

    

   MRSE has a good record of performance and has the financial resources to ensure that they can satisfactorily provide the goods and/or services required in the ITB. Their latest Supplier Qualifier Report from Dun & Bradstreet indicates that they have a Supplier Evaluation Risk (SER) rating of 8 out of 9. The lower the score, the lower the risk.

    

   MRSE has been deemed the sole responsive and responsible bidder(s) meeting all terms, conditions, and specifications of the ITB.  Additionally, MRSE is currently working with the Property Management Department on HVAC equipment installation, parts and services.  The Department has been pleased with their performance and responsiveness to City requests under this contract.

 According to the information provided by the firm, MRSE is a pioneer in the field of Energy Management, MRSE was part of the Roth Brothers network, which were the first to install Energy Management Systems in retail facilities. From the beginning, MRSE has been recognized for excellence, setting industry standards for energy saving automation systems. MRSE identifies the most cost-effective energy conservation measures best suited for your facility. Then, easily integrates them into your existing or new Building Automation Systems, which maximizes your savings by preserving your installed base. Their approach is suited for both new construction and retrofit projects. We pride ourselves on our ingenuity and outstanding customer service and we look forward to addressing these needs in a collaborative manner.

After considering the bid received and the evaluation of staff, pursuant to Invitation to Bid (ITB) 2017-009-KB for Furnish and Install Variable Frequency Drives, Variable Air Volumes, Dampers, Chilled Water Pipe Insulation, and Controls at Miami Beach Police Department, as well as the project costs being below the cost estimates prepared by the City's consultant,  I recommend that the Mayor and City Commission of the City of Miami Beach, Florida, approve the award of a contract to MRSE LLC, dba Roth Southeast; and further authorize the Mayor and City Clerk to execute the contract.