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11.B.2. BID AWARD #8045 - HURRICANE SHUTTERS FOR VARIOUS EMERGENCY SERVICES STATIONS The Board reviewed a Memorandum of April 15, 1998: TO: Honorable Board of County Commissioners THROUGH: Jim Chandler, County Administrator THROUGH: H. T. Dean, Director, Department of General Serviiy THROUGH: Fran Boynton Powell, Purchasing Manager FROM: Doug Wright, Director, Emergency Services DATE: April 15, 1998 SUBJECT: Bid Award IRC #8045 - Hurricane Shutters For Emergency Services Stations 1,3,4,7,8; Authorization To Purchase Hurricane Shutters For Stations 2,5,6,9, and Med 1 With Balance Of Allocated Funds At the present time, only one of the eleven Emergency Services Stations in the County is protected by hurricane shutters. Only Station #10 in Fellsmere has shutters and they were included in the renovation plans of the station by the architect. In the current year budget, funds in the amount of $15,400 were allocated from the Optional One Cern Sales Tax to purchase shutters for five of the stations. The amount allocated was based on estimates obtained from vendors at the time. In February, bid specifications were mailed to seventeen (17) vendors and were advertised as required by the Purchasing Manual. On March 4, 1998, bids from ten (10) vendors were received and opened. The bids for the shutters ranged from $6,104 to $13,720 and were as noted on the attached spreadsheet. Folding Shutter Company submitted the lowest bid of $6,104 using 20 gauge galvanized steel. The 20 gauge galvanized steel exceeds the minimum specification requirement of .040 aluminum. Clearshield of Indian River County, Inc., submitted the second lowest bid of $6,673 using .050 aluminum. This also exceeds the minimum specification requirement of .040 aluminum. The difference between the lowest bidder and second lowest bidder is $569. After review of all submitted bids, staff recommends the bid be awarded to Clearshield of Indian River County, Inc., in the amount of $6,673 for the .050 aluminum shutter. This shutter exceeds the minimum specification and meets 1997 Standard Building Code as well as the Dade County Code requirements for window protection. This recommendation is predicated on the fact that the aluminum is lightweight, making for an easier installation, removal and storage. The apparent low bidder is offering a 20 gauge steel shutter and although it is galvanized steel, it would eventually be subject to corrosion and the actual weight makes for a more difficult set up, removal, and storage. Funds in the amount of $15,400 were prior approved for the purchase of the shutters from account number 315-220-572-041.25 - Optional Sales Tax - Building Operations - Building Alterations. If the Board approves the staff recommendation and awards the bid in the amount of $6,673, the balance remaining would be $8,727. Staff submits that the remaining funds would be sufficient to provide hurricane shutters for the remaining Emergency Services Stations which are Stations #2,5,6,9 and Med 1. This would preclude having to budget for the shutters in the future and enable the project to be completed while the contractor is already on site. April 28, 1998 73