As part of the Town's 2015-2025 Strategic Plan, the Town aspired to achieve universal environmental sustainability in public and private environments. Town staff has adopted an initiative to improve the efficiency and ecology of Town facilities to accomplish more sustainable infrastructure. Several improvements planned for the Mary Collins Community Center (“MCCC”) are aimed at advancing our goal of becoming a more environmentally sustainable Town. Last fiscal year, the Town replaced the air conditioning units and replaced the roof of the MCCC.
The MCCC was built in 1996 and is in need of extensive repairs. For this fiscal year, monies are budgeted from the Capital Projects Fund to replace the existing windows and doors with impact resistant materials, which will help lower the wind policy for the building and in turn, better prepare the facility during hurricane season.
The Town issued Invitation to Bid (“ITB”) 2018-11 for the Mary Collins Community Center Windows and Door Replacement Project on December 13, 2017. The ITB was posted to DemandStar, Public Purchase, and posted in the Government Center Lobby. To qualify for award, prospective Bidders were required to:
- Possess a minimum of three (3) years of experience installing windows and doors;
- Provide verifiable client references demonstrating successful completion of at least three (3) similar installing projects with a total project amount of $20,000 or more performed within the last (3) years; and
- Possess one of the following licenses issued by the State of Florida or Miami-Dade County: (1) a General Contractor license; (2) a Building Contractor license; or (3) a Specialty Contractor license for Glass and Glazing
On the date of the bid opening, December 28, 2017, we received two (2) bids from the following Bidders:
- Caliste Construction, LLC (“Caliste”) - $44,400.00
- Hartzell Construction, Inc. (“Hartzell”) - $50,738.00
Procurement performed a due diligence review of the bids for responsiveness and found that Caliste Construction, the lowest bidder, submitted a non-responsive bid. Many aspects of the bid were missing, used incorrect forms, or were not executed properly. Due to some missing elements, it was unclear from the bid whether Caliste met the minimum qualifications for award. Because the bid contained material defects, it was deemed non-responsive.
The review of Hartzell's bid did not reveal any material defects in the bid or in Hartzell's qualifications. Hartzell has been in business for 17 years, is licensed to do the work, and provided references for three similar projects completed in the last three years. Procurement did not find any issues with Hartzell's licenses or litigation history.
Based on Procurement's review of the bid submittals, we have determined that Hartzell Construction is the lowest responsive and responsible bidder and their bid prices are fair and reasonable. As such, it is recommended that the Town Council authorize the Town Manager to award a contract in the amount of $56,000.00 to Hartzell Construction.