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Home My WebLink AboutMemo - Recommendation of AwardCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Johnny Martinez, P.E. DATE: September 18, 2012 FILE: City Manager FROM: Albert Sosa, P.E. Director Capital Improvements Prog SUBJECT: Recommendation of Award Job Order Contract for Horizontal & Vertical Construction REFERENCES: ITB 11-12-017 ENCLOSURES: Bid Security List, Best and Final letters & bid forms, Acceptance letters Recommendation Based on the findings below, Capital Improvements Program has determined the eight (8) lowest responsive and responsible Bidders; four (4) in the horizontal category; and four (4) in the vertical category, (with one (1) Bidder in both categories), for ITB 11-12-017, Job Order Contracts for Horizontal and Vertical Construction and hereby recommends that contracts be awarded to each of these seven (7) firms. Background Capital Improvements Program (CIP) received thirty three (33) bids on May 11, 2012, in response to the solicitation for the Job Order Contracts for Horizontal and Vertical Projects ("JOC"). Seventeen (17) firms submitted for Horizontal; sixteen firms (16) submitted for Vertical and among these firms, twelve (12) firms submitted for both Contracts, which are reflected on the attached Bid Security List. Minimum Requirements: To be awarded a Contract for vertical construction Bidders shall hold a current active State of Florida Certified General Contractor license or a Certified Building Contractor license. To be awarded a Contract for horizontal construction a bidder shall hold a current active State of Florida Certified General Contractor license or General Engineering Contractor's Certificate of Competency issued by Miami -Dade County's Construction Trades Qualifying Board. The Scopes of Work for the Projects to be awarded under the JOC contracts are as follows: Horizontal Projects Include, but are not limited to: new construction repair, maintenance, and/or reconstruction of underground storm and/or sanitary sewer systems and components such as pump stations, force mains, injection wells and disposal outfalls; rights -of -way and streetscape improvements (roads, sidewalks and swale areas) including, without limitation, street grading, pavement milling, paving, curb and gutter installation, striping, sidewalks, pavers, irrigation systems, supplement lighting and landscaping; and waterway improvements and maintenance. 1 Vertical Projects Include, but are not limited to: new construction, alteration, renovation and rehabilitation of City property and facilities; capital maintenance; expansion of park and recreational facilities, community and day care centers, administrative offices and facilities, fire stations and support facilities, police facilities, other performance venues, marinas, etc. Terms of Award Projects that will be awarded under the JOC Contracts will typically be less than $1,000,000 and may cover a wide variety of projects. Bidders were able to bid on either the horizontal or vertical projects or on both. However, Bidders were required to submit separate Adjustment Factors for Horizontal Work and Vertical Work if they were bidding on both types of Work. The method of award stipulated that Adjustment Factors of the six (6) lowest responsive bidders will be averaged to determine the factor to be paid by the City for all Work under the JOC Contracts. The Bid Form requires that Bidders submit two (2) Adjustment Factors. The Adjustment Factors are applied to the Unit Prices in the Construction Task Catalog® (CTC). Each Bidder shall submit the following Adjustment Factors for Work to be performed: • During Normal Construction Working Hours (as stipulated by City Code) • During Other Than Normal Construction Working Hours Under the terms of the solicitation the City could award up to six (6) contracts for horizontal construction, each with an estimated annual value of $2,000,000, and six (6) contracts for vertical construction, each with an estimated annual value of $2,500,000. The ITB also allows the City to award additional Contracts should CIP determine there is an increased need. CIP will be awarding four (4) Contracts for Horizontal Construction Work and four (4) for Vertical Construction Work and accordingly, has elected to use the averaged Adjustment Factors of the four (4) lowest responsive and responsible bidders on all JOC contracts.. The City reserves the right to pay/award the contracts based on actual bids received, but instead, has chosen to utilize these averaged Adjustment Factor amounts as an alternate' to contracting . at the individual rates offered by each bidder. Findings CIP has completed its review of the bid submittals. In the Horizontal category, the four (4) lowest bidders are in order, as follows: 1. FHP Tectonics Corp. 2. H & J Asphalt, Inc. 3. Metro Express, Inc. 4. Team Contracting The averaged Adjustment Factors will be: 0.8472 for Construction Working Hours and 0.9080 for Other Than Normal Construction Working Hours. In the Vertical category, the four (4) lowest bidders are in order, as follows: 1. FHP Tectonics Corp. 2. Thornton Construction Co., Inc.* 3. Allied Contractors 4. Harbour Construction 2 The averaged Adjustment Factors will be: 0.8464 for Construction Working Hours and 0.8502 for Other Than Normal Construction Working Hours. Each of the above listed Bidders was sent a letter of concurrence on September 11, 2012, and given the opportunity to accept or reject these averaged Adjustment Factors with all Bidders accepting. The City's staff had determined with the vertical submittals, that FHP Tectonics Corp. ("FHP"), is a responsible, non -local bidder; and Thornton Construction Co., Inc., ("Thornton") the fifth lowest bidder had submitted a responsive bid within fifteen percent (15%) of FHP's bid and maintains a local office, as defined in City Code Section 18-73. In accordance with Section 18-85(a) of the City of Miami Code, as amended, any responsible local bidder(s) whohave submitted responsive bids within fifteen percent (15%) of the non -local low bidder are granted the opportunity to submit their Best and Final bid, equal to or lower than the non- local low bidder's original bid amount. Each Bidder was sent a letter and a blank duplicate bid form, dated June 5, 2012, instructing them to complete the bid form and submit it in a sealed, addressed and dated envelope to CIP no later than June 12, 2012 at 5:00 p.m., to comply with the City's request. Both Bidders submitted a Best and Final bid within the seven day period. FHP's was again the lowest bidder with an averaged Factor amount of 0.8252. Thornton's averaged Factor amount was 0.8253, which moved them up to the second lowest responsive and responsible bidder position in the ranking. On July 26, 2012, Chapter 18, Article III of the City of Miami Code, Section 18-89 entitled "Contracts for Public Works and Improvements", was amended and approved at City Commission, establishing both Local Workforce Participation. and Community Small Business Enterprise ("CSBE") requirements for competitively procured contracts. Prior to approval of the recommendation for award, each of the selected lowest responsive and responsible bidders were given the option to accept/reject the Local Work Force and Small Business Participation requirements on work orders of greater than $100,000. Upon approval of this recommendation, CIP will prepare the necessary legislation to have this award brought before the City Commission. Approved b %ALLA 02/ ny Marti -z, P • anager Attachments c: Alice Bravo, P.E., Assistant City Manager/Chief of Infrastructure Jeovanny Rodriguez, P.E., Assistant Director, CIP Pedro Beltran, JOC Program Coordinator, CIP thk5 Date: —-v 2_ 3