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2009-236-1182 - Graybar Electric Company City of Miami Gardens Agenda Cover Memo Council Meeting Date: December 9, 2009 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No Funding Source: Capital Projects Fund Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: ITB#0910024 X Sponsor Name Dr. Danny O. Crew, City Manager Department: Capital Improvement Division Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT WITH GRAYBAR ELECTRIC COMPANY, INC. TO FURNISH AND INSTALL THE DATA CENTER AND RELATED EQUIPMENT FOR THE MIAMI GARDENS COMMUNITY CENTER, IN AN AMOUNT NOT TO EXCEED ONE HUNDRED AND FIVE THOUSAND, NINE HUNDRED AND EIGHTY DOLLARS AND 26/100 CENTS ($105,980.26); PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: Current Situation City staff, in conjunction with CPZ Architects, developed plans and specifications for the installation of the “Data Center” for the Miami Gardens Community Center. The Data Center for the Community Center will include self contained computer racks for the computer server, intrusion alarm system, card access system, camera monitoring system and the telephone system. The racks will include a fire suppression system and an air conditioning system that will be independent from the building’s fire sprinkler and air conditioning systems for protection for all of the electronics that will be contained within the racks. ITEM J-20) CONSENT AGENDA RESOLUTION Agreement w/Graybar Electric Company 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 A broadcast notice was sent out on November 10, 2009 to 594 suppliers; twenty four (24) bid packages were requested. The bids were opened on November 24, 2009. One (1) bid was received and publicly read at that time. The bid was: Graybar Electric Company, Inc., Miami, FL $105,980.26 The Capital Improvement Division, Procurement Division and Information Technology Division evaluated the bid for compliance with the specifications and the ability of the companies to perform the work.A reference check of the apparent low bidder, Graybar Electric Company, Inc. was performed by Ronald McKenzie, IT Director, to ascertain that the equipment specified in Graybar’s proposal was in compliance and would meet all of our requirements. Mr. McKenzie found the equipment acceptable to meet our needs. A copy of the proposal document and submittal are available for review at the office of the assistant to the Mayor and Council. The attached resolution requests that City Council approve the proposal submitted by Graybar Electric Company, Inc. to furnish and install the Data Center and related equipment for the Miami Gardens Community Center in an amount not to exceed $105,980.26. Proposed Action: It is recommended that City Council approve the attached resolution authorizing the City Manager to negotiate and execute a contract with Graybar Electric Company, Inc. to furnish and install the Data Center and related equipment for the Miami Gardens Community Center in an amount not to exceed $105,980.26. Attachment: Attachment A – Bid Tabulation City of Miami Gardens 1515 N.W. 167th Street: Bldg. 5 Suite 200 Miami Gardens, Florida 33169 Tabulation Sheet ITB# 09-10-024 “Data Center” Graybar Electric Company, Inc. Medley, FL Furnish Complete Data Center in accord with Terms and conditions contained herein. Make and Model Bid: APC Infrastructure Solution# ISX649007-016 $111,578.95 Deduct to provide 12 KW cooling module and 2000 cfm backup fans in lieu of 20 KW system ($9473.69) each ($9473.69) TOTAL Add for Three Monitored Power Strips $329.00 each $987.00 TOTAL Add for Three Monitored Power Strips with individual circuit control $569.00 each $1788.00 TOTAL Labor $1,100.00 per hour $1100.00 TOTAL TOTAL $105,980.26 OPTIONS: Annual Maintenance Plan Modular Integrated Solutions (years 2-5) $5515.00 annually Annual Maintenance Plan Liebert AC (years 2-5) $3620.00 annually Annual Maintenance Plan Fike Fire Suppression System (years 2-5) $1060.00 annually Manufacturer Discount for additional Parts/items/Service 15% This is only a tabulation of prices submitted and is not an indication of award or responsiveness.