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HomeMy WebLinkAboutexhibitTO: FROM: CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Pedro G. Hernandez, P.E. DATE: July 16, 2008 City Manager SUBJECT: Recommendation of Award, GSA Fleet Truck Wash Upgrade Ola O. Aluko REFERENCES: ITB 07-08-016 Director Department of Capital Improvements ENCLOSURES: FILE: Background The Department of Capital Improvements Program received seven (7) bids on May 23, 2008, in response to the above referenced solicitation, which are reflected on the attached Bid Security List. The scope of work for this Project includes the renovation of the existing masonry truck wash facility, demolition of the existing metal building and the construction of a new 2,670 square foot single story masonry expanded truck wash facility, and equipment room Bidders were required to possess a minimum of five (5) years experience, including five (5) separate projects of a similar, size, scope; and complexity, within the past five (5) years. One of these five projects is to include the construction of at least one vehicle fleet wash facility. These requirements are stated on Page 6, Notice to Contractors, of the Invitation to Bid. Findings CIP's comprehensive review of the bidders to ensure responsiveness to the minimum requirements of the bid. Subsequent to receipt of the bids requested additional information from the four (4) lowest bidders concerning the qualifications of each company. In addition, CIP staff visited the site of a project identified by one of the bidders as their one project meeting the requirement for the fleet vehicle wash system. Based on the findings detailed below we have determined that the three lowest bidders, J.R.T. Construction Company, Tran Construction Inc., and Coastland Construction are non-responsive. 1. J.R.T. Construction Company (JRT) was the lowest bidder. In their bid submission they did not dearly identify the project that met the requirement for the fleet vehicle wash system. After several e-mail communications with JRT they identified the project with Miami -Dade County Aviation Department (MDAD), listed in their bid response, which included the construction of a fleet vehicle wash system. In JRT's last correspondence dated June 30, 2008 they stated that after commencing work on the project for MDAD, MDAD deleted the fleet vehicle wash system from the project. In verbal discussion with the City Attorney's Office we confirmed that since the fleet vehicle wash system component of the project was not completed the project would not qualify as meeting the minimum requirement. 2. Tran Construction, Inc. (Tran) was the second lowest bidder and while they provided the minimum five projects in their bid they did not clearly identify the project that met the minimum requirement for the fleet vehicle wash system. After several requests by CIP Tran identified the project they completed at the Bayshore Country Club for the City of Miami Beach as having a fleet vehicle wash system. CIP has made numerous efforts to obtain information on and confirmation of the project from the City of Miami Beach from the individuals identified by Tran as being familiar with the project. This has included numerous telephone calls and e-mails to Tran and the City of Miami Beach's Capital Improvements and Purchasing Departments. Tran also sent request to the City of Miami Beach to provide us information on the Project. We were not provided with any information as a result of the inquiries to the City of Miami Beach. We then visited site identified by Tran and found, as we suspected, that what was installed was a wash down area for golf carts. The "vehicle wash system" is actually hoses used to wash the golf carts at the Bayshore Golf & County Club that includes a gazebo type structure with a concrete pad with a drain tied to a water reclamation system. To ensure we were looking at the correct project we provided Tran with pictures of our site visit and they confirmed that this was in fact the project being referenced. This project is not comparable is size, scope, or complexity. 3. Coastland Construction, Inc. in a letter to CIP dated May 29, 2008 stated that they have not installed a vehicle wash system. 4. C.G. Chase Construction Management, Inc., (Chase) the fourth lowest bidder meets all of the minimum requirements._They identified as part of their bid that they had previously installed a bus wash system for Miami -Dade Transit (MDT). CIP contacted MDT and confirmed that Chase had successfully completed the project for MDT. The project for MDT was similar, in size, scope and complexity and also utilized the same equipment manufacturer that we specified. Recommendation Based on the above we are recommending that Chase be awarded the project. Chase's bid price of $1,018,600 is 2% or $18,600 above our estimated cost of construction of $1,000,000. It is CIP's position that Chase's bid price is fair and reasonable. C Bill Anido, Assistant City Manager Gary Fabrikant, Assistant Director, CIP David Mendez, Assistant Director, CIP Manuel Mejido, Project Manager, CIP Approved Lt,�l�' P rHernandez, P.E.