Title
HVAC Renovation for the Traffic Management Center (B)
This item is to award the competitive bid contract to Shine and Company, Inc. for the renovation of the existing HVAC system and the installation of a Data Center UPS system to allow uninterruptible power for the critical operation of the Traffic Management Center.
Explanation
The Traffic Management Center doubles as the Emergency Operations Center for Public Works, therefore it is important to have an immediate transfer of power from the backup generator to the Emergency Operations Center. The current system is not fast enough to meet the system requirements.
To remedy the problem, Public Works issued an invitation to bid for renovations to the existing HVAC system and the installation of a Data Center UPS system.
Two bidders responded but the low bidder, Climate Control, requested to withdraw its bid prior to award because the electrical subcontractor did not provide the UPS system as specified in the bid documents. The City's purchasing policy permits a withdrawal of bids "by reason of a nonjudgmental mistake . . . but only to the extent it is not contrary to the interest of the City or the fair treatment of other bidders." The mistake was a nonjudgmental error. Public Works has verified the second low bidder, Shine and Company, Inc., is a responsible and responsive bidder. Therefore, withdrawal of the bid should be permitted and the City should award the bid to the second low bidder, Shine and Company, Inc.
Fiscal Note
Funding for this project in the amount of $132,000 is available in various Traffic Management Center funding sources.
Recommendation
The City Commission: 1) permit withdrawal of Climate Control's bid; and 2) award the bid to Shine and Company, Inc. for the HVAC Renovation for the Traffic Management Center; and 3) authorize the City Manager to execute the contract and any necessary documents, subject to approval by the City Attorney as to form and legality.