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Firm Location Total Annual Bid Price Sitecrafters of Florida, Inc. Tampa $404,844 Banker's Maintenance and Inspections, LLC Vero Beach DQ At the bid opening, Banker's Maintenance and Inspections, LLC ("BMI") was determined to be non- responsive to the requirements of the bid for failure to provide a mandatory bid security at bid submittal.Their bid price was not disclosed and their bid disqualified. BMI submitted a timely protest to the disqualification of their bid for failure to provide bid security at the time of bid submittal. The Purchasing Manager reviewed this protest, consulted with the Department and the County Attorney, and denied the protest. The supporting documentation is attached to this agenda item. Analysis: The single responsive bid received was reviewed by SWDD, and the bidder, Sitecrafters of Florida, Inc. ("Sitecrafters"), was determined to be responsible and within the estimated budget. However, some exceptions to the bid specifications were noted in the contractor's bid submittal,which required review. These exceptions included a larger maximum acceptable size of crushed material than detailed in the specifications (specifications called for 1%-inch, and they proposed 1%2-inch). The bidder also noted the weight of all concrete (pre- and post-process) should be based on their belt scales for consistency (rather than just the crushed material, and the new material separated, loaded onto a trailer and weighed on the landfill scale, as specified in the bid documents). Additionally, the bidder required a 3% annual price escalation. After conferring with the Public Works Division regarding the exceptions noted, the SWDD Managing Director,the Assistant Public Works Director and the Purchasing Manager discussed the exceptions with the bidder via telephone to ensure they were clearly understood. The Purchasing Manual states, "if less than two bids are received, the Purchasing Division, on behalf of the Department, may negotiate on the best terms and conditions, prior to recommendation of award." The call was recorded, with the audio available in the Purchasing Division for review. The crushed material size conflict was attested by the bidder to be in line with FDOT requirements, which was confirmed and recommended for acceptance by the Assistant Public Works Director. The bidder explained using belt scales for all billing weights ensures an efficient process because the belt scales are incorporated in their crushing machine. Additionally, having to reload sorted concrete into trailers to be driven across landfill scales for weighing would be time consuming. The use of belt scales was determined to be acceptable to SWDD, as long as periodic calibration tests compared to the quarterly-calibrated landfill scale(or other mutually-agreed method)takes place to confirm accuracy. To address the annual price escalation, staff offered and the bidder accepted the inclusion of an annual Consumer Price Index(CPI) modification,common to many other SWDD agreements. 161