Fort Walton Beach Council agenda — 03-12-13--regular — reading text

1. 4. After receiving in the bids for ITB 13 -006, the lowest bid received was $ 59, 282. 60. 2. DISCUSSION: 2. 1. On November 8, 2012, the Purchasing Division issued Invitation to Bid ( ITB) No. 13- 006 for the Installation, Construction of Liza Jackson Park Boat Ramp Extension. On December 11, 2012, a total of five ( 5) bid proposals were received. 2. 2. The five ( 5) vendors that submitted bid proposals are as follows: 2. 2. 1. Construct Co., Inc 2. 2. 2. Decks -N -Such Marine 2.2. 3. Devaux Construction, Inc 2. 2. 4. Redfish Marine Construction 2. 2. 5. Shiloh Construction 2. 3. The apparent low bid for ITB No. 13 -006 was Shiloh Construction in the amount of 59,282. 60. 2. 4. The grant amount received did not equal the total amount to construct the boat ramp renovation; therefore, Staff recommends rejecting all bids and resubmitting the grant application requesting additional funding. 2. 5. Staff will resubmit an FBIP application with the full amount requested. The grant deadline is April 4, 2013. 3. FINANCIAL INFORMATION: Page 1 of 2  F- 1 5- 1 3. 1. With the recommendation to reject all proposals, there is no financial impact to the City. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, Paragraph 4. 01. 025 and the Purchasing Policies and Procedures, Staff respectfully requests City Council authorization to reject all bids for ITB No. 13 -006 for the Installation/ Construction of Liza Jackson Park Boat Ramp Extension. ATTACHMENTS: ITB 13 -006 - Bid Tabulation ( PDF) SIGNATURE BLOCK: Jeff Peters Completed 02/ 19/ 2013 12: 23 PM Finance Completed 02/ 19/ 2013 1: 18 PM Carole Jones Completed 02/ 19/ 2013 1: 33 PM City Manager Completed 03/ 06/ 2013 9: 06 PM City Council Pending Page 2 of 2 Pac Pg. 53  zz U 00 F I I 9 C 66' ' oo mm ER V nvd u mm_ _ cc E n FF d$d$ EE ZZ N 3 00 oSZ Em I nn FO I. es'es' nn L a z° z° z r 0 z a 0mY Q O p F 0 0 V 11 zz m vv n3t ti Vo C:F A V m Z c iQ 03 Oz= W e ze a Z O V. ra p U Z F Z Z O N H a G NN zw5 i  15 .2 City Council of Fort Walton Beach RECREATION MEMORANDUM To: Michael D. Beedie, City Manager From: Jeff Peters, Recreational and Cultural Services Director Date: March 12, 2013 Subject: Award RFP 13 - 010 Landing Sound System 1. 1. 1. Currently, the Landing does not have any type of external speaker system. For events, a sound system must be rented or brought in by the event organizer. 1. 2. The Fort Walton Landing hosts many different events throughout the year including: 1. 2. 1. Billy Bowlegs 1. 2. 2. 4th of July 1. 2. 3. Musical Echoes 1. 2. 4. Kid' s Day 1. 2. 5. Earth Day 1. 2. 6. Haunted History Tours 12. 7. Weddings 1. 2. 8. 5K & 1 OK Runs 1. 3. The City is also exploring the possibility of starting new events, such as a Concert in the Park series this Summer. 1. 4. Renting a sound system for any type of an event can range from $ 500 for smaller events up to $ 5, 000 for larger, multi -day events. 2. DISCUSSION: 2. 1. On January 8, 2013, the Purchasing Division issued Request for Proposals ( RFP) 13- 010 for the Fort Walton Landing Sound System. On February 5, 2013, a total of six ( 6) vendors submitted proposals to install the requested sound system. 2. 2. The six (6) vendors that submitted proposals are as follows: 2.2. 1. All Pro Sound of Pensacola, Florida 2. 2. 2. Dial Communications of Tallahassee, Florida 2.2. 3. GSC Systems of Fort Walton Beach, Florida 2. 2. 4. Main Station Music, Inc. DBA MusicMasters of Tallahassee, Florida 2. 2. 5. Pro Sound & Video of Pensacola, Florida Page 1 of  15. 2 2. 2. 6. TSC Productions of Fort Walton Beach, Florida 2. 3. An Evaluation Committee consisting of the Recreation & Cultural Services Director, the Engineering & Utility Services Director, and the Facilities Maintenance Supervisor was formed to rank each proposal based on the evaluation criteria set forth in the REP. 2. 4. Upon initial review and ranking of the proposals, the Evaluation Committee short- listed the top three ( 3) vendors: 2. 4. 1. TSC Productions 2. 4. 2. All Pro Sound 2. 4.3. MusicMasters 2. 5. After viewing presentations from the short- listed vendors, the Evaluation Committee unanimously determined that TSC Productions of Fort Walton Beach, Florida, was the highest ranked vendor. 2.6. The RFP included specifications for a base bid, but each company was allowed to submit alternate proposals to be evaluated. 2. 7. After the evaluation process, it was determined that the best sound system for the Landing was a combination of the base bid, along with additional equipment that the City will purchase to enhance the system. 2. 8. The sound system will allow the City to remotely access the system to alter the sound levels and turn the system on and off. 3. FINANCIAL INFORMATION: 3. 1. The proposed award to TSC Productions is an alternate bid proposal that includes an additional amplifier and different sized speakers, totaling $ 22, 351. 46. 3. 2. It has been determined that additional speakers, network accessible equipment, and input panels for different sound zones need to be purchased to provide the best possible sound experience at the Landing while offering the future expansion of the system. All sound equipment, hardware, cable, installation, and training will not exceed $ 30, 000. 3. 3. As stated in RFP 13 -010, the City will provide the labor and materials for the installation of the conduit for the wiring. An insulated and air conditioned room will need to be constructed inside the storage room at the Landing for the sound control equipment. The materials for the conduit and insulated closet, which will be purchased by the City, will not exceed $ 10, 000. 3. 4. The total cost of the project will not exceed $ 40, 000. If approved, sufficient funding is available in CRA Fund Balance for this project. 4. RECOMMENDATION: 4. 1. Pursuant to City of For Walton Beach Code of Ordinances, Volume 1I, Chapter 4, Section 4. 01, Paragraph 4. 01. 25 and the Purchasing Policies and Procedures, Staff respectfully recommends City Council award of RFP No. 13 -010 for the Fort Walton Landing Sound System to the lowest responsive, responsible bidder, TSC Productions of Fort Walton Beach, Florida, for a not -to- exceed amount of $30, 000. Page 2 of 3 i+ acket,P9•  15. 2 4. 2. Staff also requests City Council authorization for an additional $ 10, 000 to purchase the necessary additional materials required to provide a fully functional sound system at the Fort Walton Landing. ATTACHMENTS: RFP 13 -010 Evaluation Committee Rankings ( XLS) RFP 13 -010 - TSC Productions ( PDF) RFP 13 -010 - All Pro Sound ( PDF) RFP 13 - 010 - All Pro Sound References ( PDF) PDF) RFP 13 - 010 - GSC Security Systems & Control Systems ( RFP 13 - 010 - Dial Communications ( PDF) RFP 13- 010- MusicMastes ( PDF) RFP 13 - 010 - Pro Sound and Video ( PDF) SIGNATURE BLOCK: Jeff Peters Completed 03/ 01/ 2013 1: 42 PM Finance Completed 03/ 04/ 2013 1: 26 PM Carole Jones Completed 03/ 04/ 2013 1: 26 PM City Manager Completed 03/ 06/ 2013 8: 48 PM City Council Pending Page 3