M E M O R A N D U M
To: Honorable Mayor and Town Council
From: Rafael G. Casals, Town Manager
Date: October 19, 2016
Re: Award of Request for Qualifications (RFQ) #16-01:
General Contractor Services
REQUEST
title
A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, SELECTING CEEPCO CONTRACTING, LLC TO PROVIDE GENERAL CONTRACTOR SERVICES; AUTHORIZING THE TOWN MANAGER TO NEGOTIATE AND ENTER INTO A GENERAL CONTRACTOR SERVICES AGREEMENT; AND PROVIDING FOR AN EFFECTIVE DATE.
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BACKGROUND AND ANALYSIS
The Town Council adopted Resolution #16-34, authorizing staff to issue a Request for Qualifications (RFQ #16-01), to identify the best available, pre-qualified licensed contractors to provide General Contractor Services to the Town Center Building and nine (9) Town Parks. (Attachment “A”). The selected contractor will provide the Town Center Building and/or any of the nine (9) Town Parks general contractor services on an as-needed basis, as outlined in RFQ #16-01.
This RFQ was advertised on July 12, 2016 in the Daily Business Review (Attachment “B”). A “Mandatory” pre-bid meeting was held on August 2, 2016, at Town Hall, Council Chambers. In attendance there were ten (10) individuals, representing ten (10) potential bidders (Attachment “C”). The RFQ was due on August 30, 2016 at 2:00 PM, at which time the Town received three (3) sealed proposals (Attachment “D”).
A Selection Committee was established by the Town Manager, which included the Public Works Director, Parks & Recreation Director, and Administrative Services Director (Attachment “E”). Individual Committee members performed preliminary screenings and reviewed each of the three (3) bid submittals. The evaluation criterion for the Selection Committee was established by RFQ # 16-01.
Each Committee member awarded points in each scoring category, outlined in the RFQ. Based on the Committee’s short list rankings, all three (3) firms were selected to perform Oral Presentations on September 28, 2016, at Town Hall.
Each of the selected short-list firms, were allowed thirty (30) minutes to complete their firms oral presentations, before the Town’s Selection Committee.
Following the oral presentations, the members of the Selection Committee scored each firm’s presentation individually, consistent with the requirements set forth in the RFQ. Thereafter, the presentation and proposal scores were calculated to determine the highest ranked firm (Attachment “F”).
The firm receiving the highest total ranking (presentation (25%) and proposal (75%) from the Selection Committee was CEEPCO Contracting, LLC (Attachment “G”).
The Selection Committee’s “final” rankings and total scores from the presentation is as follows:
FIRM TOTAL POINTS
1. CEEPCO Contracting LLC 89.33
2. State Contracting & Engineering Corporation (SCEC) 88
3. Overholt Construction Corporation 75.5
The selected firm’s submittal package is attached hereto for your review (Attachment “H”).
RECOMMENDATION
We recommend approval of the attached Resolution containing the Selection Committee’s recommendations and authorization for the Town Manager or his designee to negotiate a General Contractor Services Agreement with CEEPCO Contracting, LLC.
ATTACHMENTS
Ø Attachment A - RFQ # 16-01 General Contractor Services
Ø Attachment B - Daily Business Review Advertisement
Ø Attachment C - Mandatory Pre-Bid Meeting Sign-in Sheet
Ø Attachment D - Submitted Proposals
Ø Attachment E - Selection Committee Appointment Memorandum
Ø Attachment F - Selection Committee Proposal Review & Short-Listing Memorandum
Ø Attachment G - Selection Committee’s Recommendation Memorandum
Ø Attachment H - CEEPCO Contracting, LLC. Bid Submittal