Item C06
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
March 19. 2003
Division:
Public Works
Bulk Item: Yes -X- No
Department: Facilities Maintenance - Corrections
AGENDA ITEM WORDING: Approval to reject all bids and re-advertise for Refrigeration
Replacement at the Monroe County Detention Facility on Stock Island.
ITEM BACKGROUND: Three (3) bids were received at the bid opening held on February 25,2003.
The two lowest bidders did not comply with the bid specifications, and the high bid is substantially
above what was estimated and budgeted to complete this work. (See attached memorandum from the
County Attorney's office.)
PREVIOUS RELEVANT BOCC ACTION: Funding was approved in the FY2003 adopted budget
to replace this equipment which is corroding and beyond economical repair.
CONTRACT/AGREEMENT CHANGES: n1a
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: approx. $600 to re-advertise
BUDGETED: Yes ---1L- No
COST TO COUNTY: same
SOURCE OF FUNDS: ad valorem
REVENUE PRODUCING: Yes No --1L
AMOUNT PER MONTH
YEAR
APPROVED BY: County Atty.
OMB~~~sk
( ,
Dent Pierce
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included x
To Follow_
Not Required
DISPOSITION:
AGENDA ITEM #
Cfo
Revised 2/27/01
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. MEMORANDUM
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DATE:
MARCH 3, 2003
. TO:
FROM:
RE:
DENT PIERCE, PUBLIC WORKS DIVISION DIRECTO~
BOB STONE, MIDDLE KEY OPERATIONS DIRECTORV(
REFRIGERATION REPLACEMENT, MCDC
Attached is an OpIniOn provided by Ms. Suzanne Hutton rega.rding the
Bids that were received for Refrigeration Replacement at the Monroe
County Detention Center. Ms. Hutton determined that the two lowest
Bidders were materially out of compliance with the bid specification
and should not be considered. The highest bidder's (Weathertrol) bid
amount is substantially above what was budgeted for this project with
additional funding not being identified.
With these issues in mind, I am of the opinion and would recommend
that it would be in the County's best interest to reject all bids and
again re.bid this project.
If there are any questions of if more information is desired, please do not
hesitate to contact this office.
~-~~-~~~~ I~:~~~M
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. OUNTY 0 MONROE
~fVWEST ~LOAIDA3304D
(3D5)~l"'.'e'l
BOARD OF COUNTY COMMISSIONERS
MAYOR [)ixie M. Spehar. District 1
Moyor Pro Tern. Murray c_ Nelsoll. District 5
~orgt Neugent, District 2
ChClrles 'Sonny. McCoy, DistricT 3
David P. Qice, District 4
Office of the County Attorney
PO !lox 1026
Key West, FL 33041.1026
305/292.3470 . Phone
305/292-3516 . Fox
.....
. "
MEMORANDUM
TO: Bob Stone
Middle Keys Operations Director
FROM: Suzanne A. Hutton ~
Assistant County Attorney
DATE: March 4, 2003
SUBJECT: Refrigeration Replacement, MCDC
You have requested that I review three bids opened by the Pw-chasing Office on February 25,
2003 for compliance of each bidder to the bid requirements. It is my understanding from our
previous conversation that you are concerned about one or more of the bidders having
disqualified themselves.
The three bidders are Prime Mechanical Services, Inc., Weathertrol Maintenance COIp., and
Miller Mechanical, Inc. The bid specifications are for refrigeration replacement at the Monroe
County Detention Center, 5501 College Road, and were issued July, 2002. The instructions to
bidders include a requirement under Section I, Paragraph 1.03B, that each bid be accompanied
by. a bid security in an amount equal to five percent of the bid price either in the form of a
certified check or in a bond from a surety company. This is a requirement of Monroe County
Code ~2-541(I)(1) and is mandatory. Accordingly, Miller Mechanical, Inc., which provided no
bid bond, disqualified itself from consideration_ T note that in the company's president's cover
letter to Ms. Cherry that he recognizes the omission of this item would preclude him from
receiving the award of the bid. Therefore, otli'er than considering his February 2151 request for
confirmation, which was too late for an addendum to go out, for pUIposes of evaluating the other
bids, no further consideration needs to be given to Miller Mechanical, Inc.
Prime Mechanical Services, Inc. as well as Weathenrol Maintenance Corp. provided,
respectively, the required cashier's check and bid bond. However, Prime Mechanical Services,
Inc., according to what I received, did not provide any of the information required by Section 1,
Paragraph 1.03A, written evidence as to prior successful contractual and technical experience,
t-".~
Bob Stone
March 4, 2003
Page 2
references, description and volume of current commitments. Weathertrol at least shows us that
they are certified to actually perfonn the contractual services as required by state law, have
considerable related experience in South Florida, and references regarding the quality of work. 1
can't teU that there's anything in the packet showing their current commitment, but their package
more completely addresses the bid specifications. Further, the endorsements indicate that even
with the large volume of business apparently conducted by Weathertol, their clientele are
satisfied with their promptness and quality of work.
You raised one other question in our conversation and that was about Weathertrol's seal on the
bid doc. Please be advised that while State statute authorizes properly incorporated entities to
have corporate seals, they are not required to do so. Therefore, the absence of a corporate seal
on a document is not critical.
Finally, with respect to the request for clarification by the disqualified corporation not providing
a bid bond Or certified check, some of the items mentioned are perhaps appropriate for
consideration in executing the contract, specifically Section 2.09-2, and S. I would suggest that
before the contract is entered, there be some discussion with the Building Department as to the
propriety of a mechanical (NC) contractor perfonning the wiring that is required according to
the specifications. However, that is a matter to be addressed at the contract phase and not the
award phase.
The only other question I had concerning this bid was the status of the corporate entities, which I
satisfied by pulling the information off the Internet. J am returning to you both the bids and the
documents that 1 obtained from the Internet.
To summarize. it is my opinion that Miller Mechanical and Prime Mechanical Services both are
too substantially removed from compliance with the bid specifications to be further considered.
The only area of noncompliance. arguably, with respect to Weathertrol is the provision of
information about current commitment. However, they do have a partial list of service contract
customers and sufficient information available from clientele, including the Metro West
Detention Center Facility of Miami-Dade Corrections and Rehabilitation Dept. Accordingly, to
the extent that the partial list is perhaps not current as required by the bid specifications, it is
sufficienlly compliant that acceptance of their bid would be pennissible if the BOCC specitically
waived a technicality with respect to the incom,leteness of the list of current customers.
If you have any question, please feel free to call.
Enclosure
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UIV1$IOn ot Corporations
Page I of2
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PRIME MECHANICAL SERVICES, INC.
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PRINCIPAL ADDRESS
1854 NW 21 ST.
POMPANO BEACH FL 33069
Changed 08/07/2000
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MAILING ADDRESS
1854 NW 21 ST.
POMPANO BEACH FL 33069
Changed 08/0712000
Document Number
K05340
FEI Number
650022830
Date Filed
12107/1987
State
FL
Status
ACTIVE
Effective Date
NONE
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~~PHY. FRANCIS
1854 NW, 21ST STREET
~MPANOBBACHFL33~9
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GRADY, SHAWN [J
64111 S.W. 15TH STRBET
POMP^NO BEACH PI. 33068
MURPHY. FRANCIS
9S00N.W. ISTH STRBET PC
CORAL SPR.INGS FL 33071
COHEN. JACKIE P S
S300 WASHINGTON ST., APT 110222
Officer/Director Detail
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WEA THERTROL MAINTENANCE CORP
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PRINCIPAL ADDRESS
7250NE 4 AVE
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MIAMI FL 33138 US
Changed 05/01/1996
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MAILING ADDRESS
7250 NE 4 AVE
MIAMI FL 33138 US
Changed 05/01/1996
Document Number
344355
FEI Number
591262109
Date Filed
04/10/1969
State
FL
Status
ACTIVE
Effective Date
NONE
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