Electronically Signed Electrical Services Agreement Template Made Easy

Signed electronically auto repair contract template

okay great all right stephanie would you mute yourself for me please all right good morning everyone and happy thursday happy new year um c'est la vie 2020 and we are in 2021 and hoping that this brings everyone much joy and um just a more positive year so happy to call the january 7th 2021 all right i'm having a little trouble hearing you guys but um i'm going to keep moving and then if we if we have issues i'll let you guys know all right so i'd like to call the january 7th 2021 awards meeting to order we do have a quorum with steven depp joe arfano steve tooten and wayne young and i see alan mcelroy has also joined us so we have a full five person committee ogc is represented by julie davis and budget is represented by stephanie neeley do we have any public comment before we get started is there anyone in the room that would like to speak on behalf of the public all right hearing none um lynn do we have any public comment via email no we do not okay great uh what about anyone on the phone that has dialed in okay all right on today's regular agenda we have items one through five and seven through ten we have deferred item number six all of the items have been reviewed by procurement and budget and are ready for the awards committee review we will go through and review each award individually and then i will roll call or actually ask for a motion to approve in a second and then we'll roll call through the committee to get individual approvals so we will start with the uh meeting minutes which is our first award and meeting minutes from december 17 2020. does anybody have questions or comments on that um uh no just a reminder how long meeting that was uh i'll make a motion to approve the december 17th 2020 notes can we get it perfect all right we'll roll call through the committee starting with steve tooten steven dapps allen mcelroy joe arfano approved and wayne young approved all right our award number two is a request for um proposal and this was for our water treatment program for chilled water plants this is to provide a chemically or acid-based water treatment program to keep the jea chilled water plants in full operation and at top efficiency we received two bids on the or two proposals on this uh one bid was received after the noon cut-off time and was not accepted and then additionally during the bid process one company was acquired by one of the other bidders and so it definitely shortened our our pool of participation and then just historically we've had low participation on on this due to the specialized nature of the work and just few capable providers this project had been been out before and each time jea again had the low participation the evaluators determined that now co company llc was the most qualified to perform the work and the award amount is 684 564.75 and this is a five-year period with two one-year renewal options and the json goal was optional on this one do you guys have any questions or comments on award number two all right can i get a motion to approve award number two all right i heard allen with a motion to approve can i get a second the ones on the phone are coming in much more clear so they're they're winning out all right we'll roll call through the committee starting with alan mcelroy joe arfano approved steven dads approved steve tooten and wayne young approved thank you all right award number three this is a bid for our scada field services for jea's water waste water the scope of work is to provide labor materials and services necessary to perform what we call scada which is supervisory control and data acquisition services for jea this includes radio supply cable connection testing scada system continuity testing providing radio poles towers antennas and other equipment to complete upgrades repairs and installations as well as additional related activities we received two bids and the other potential bidders stated that with the amount of work on this project it was more than their staffing levels could support so a advantage electric inc is the lowest responsive and responsible bidder in the amount of four hundred and fifty thousand and this is for a five year period with two one year optional renewals our json goal was optional just as a note you'll notice that our award amount is a lot lower than the amounts that were submitted with the bid and we have chosen to award towards the budget we will use the bid workbook line items when for billing purposes but we are going to limit right now the amount per the budget that we have and then we will come back to the committee if needed to do any increases that might pop up and i'll just note real quick and then open it up for the business to add to that if they if they feel necessary that when we compare the pricing for this current contract um to our previous contract j expects to realize the savings of about 30 000 over the five-year term and i'll ask that the business has anything to add about the amounts um you know that were in the bid workbook versus what we have decided to award hey danny this is joe perez hey joe okay um jenny seems like you might be reading from a older version of the award um yeah the budget amount is 950 000. it's correct on the screen um and the savings are also uh higher we had another look at budgets and we you know corrected the amount so uh that's just different from the very first drop that we shared okay thank you yes i take notes as i review them so when they get updated just give y'all just give me a heads up um okay so the award amount then i apologize for missing that is 950. um and so it looks like our savings is going to be about 64 000 over the five-year term but can you guys comment a little bit more on the the bid workbook amounts and the estimated totals versus what the the awardee will get and have they agreed to hold the pricing with the reduced quantities that we're expecting or how did that come about uh this is bro this is brian wagner go ahead george okay uh this is bro this is brian wagner we we put the workbook together with a schedule of hourly rates and individual equipment costs and then also examples of work so what we wound up doing was as an example at a new lift station where we would we would pay the contractor to come in and put up the antenna install the cabling install the radio and get it all up and working we had that in the workbook which encompassed all the labor and parts that were going to be necessary but then we also had the labor and the parts as separate light items so we wound up double and triple billing ourselves in the workbook so the workbook became a it's really a catalog of equipment and prices that that the awardee agreed to and that's that's how we wound up with 3.9 million dollars because it it's just everything uh but in reality the examples of work are more representative of what this contract is going to be paying for okay so as long as the bid workbook has line items that we can point to when they build and there's nothing that's going to be a surprise i think i'm comfortable with that i'll ask the committee if they have any questions or comments jenny this is wayne i do have a general question and this is in reference to the term low participation now this was re-advertised um could you define what low participation uh actually means is it in terms of a relative number of uh bidders we receive or is it zero bidders that's a great question so it is based off of a number we've come up with where we feel that we get solid competition which is three bidders at least what that allows us to do clearly if you just have one there's no room for negotiations if we were to do an itn or really get a good feeling for the market two gives us a little bit more information but three kind of gives us that round number of you know we've we've hit the market our spec looks good we've got at least three people that can bid on it and so when we get less than three we always reach back out to the bidders list and and ask them why so that we can better understand if there's something different that we needed to do before we bring it to the awards committee in this case it was just um volume of work and so that's why i i was asking that question about them thinking is it was it them thinking that you know they were going to get more work or was it clear i guess there's another question on the workbook that those were types of examples not necessarily something they would get awarded can the business or joe answer that for us sure jenny this is joe we did follow up with the vendor and you know let them know that we will be awarding to a budgetary number and not the total bid that they put and they agree to hold the pricing but do you feel that when we reached out to the other bidders that the larger amount of work on the workbook led them to not want to bid um it's hard to say jenny it's it's it's possible but you know that's the best information that we had at the time that we went out to the street okay okay so is it accurate to state that this is just the future and i think in the past i've seen this and it just didn't dawn on me um if we do have uh say three or more that participate in the preview meeting and uh say they're four and uh three of the four decide not to submit a bid but only one submits a bid that fulfills our uh criteria for participation and it would not be deemed and that situation has low participation no we will we will look at low participation after we receive the bid so when we you can see here too if you look we did receive no bid so you you have to make a judgment call too when you open not knowing if if their packet has a no bid or actually has a bid inside and so when we were making the decision here it looked like we had four bids that when we opened it we only had two so then we went back out to the two that no bid asked them why um and then the other the other piece of this uh was i think it it talks about um one of the other no this was the other one okay so this was the bidder's list and and we did get responses from everybody but looks like we only got two bids on this um my concern was that you know possibly the over statement or overestimates on the forecast for the labor and the materials might have caused the other two not to bid so i was just curious if we had any more information on that okay i got it thank you does anybody have any other questions i mean i'm comfortable with the two bids received but you know that is something you know we need to be mindful of when you're putting these good workbooks out you know we can't we need to be careful about how we're asking for the the amounts for them to enter in because they could look inflated and i certainly don't want to reduce competition because of that and if if this is something that you know the committee wants us to dig into a little bit more we certainly can you guys have the ability to either approve or defer depending on your your preference um hey jenny uh this is joe perez again i'll i'll say this in regards to the low participation the bit workbook had a number of different items and it was a very wide-ranging uh set of uh unit pricing that was uh put in front of them so the feedback that we got and uh you know the david king and brian were there uh in the previous meetings was mostly due to all the different things that we had so it's not so much about the quantities that we had listed but the number of different line items so that represents a very large set of services that not everybody could uh could provide so just to clarify on that okay that's helpful that's helpful so really we're looking at the unit prices for the materials that inflated a lot of the bid workbook price it's important sorry additionally in our first uh pre-bid we were using an rbl it was a very general communications rbl a number of folks attended that first pre-bid where this was kind of outside their scope as well so we had vendors potentially looking at this that were more in a cellular support kind of world and while this is you know wireless communication it's not cellular so that also kind of reduced the number of potential bitters as well okay thank you that's also helpful does any of the other committee members have questions this is alan i appreciate david and joe and brian giving the explanation good good job okay can i get a motion to approve award number three wait young motion to approve thanks wayne st thanks steve i will do a roll call through the committee to approve award number three starting with wayne young approved steve tooten stephen dapps approved alan mcelroy and joe arfano approved great thank you all right award number four this was a bid for a capital project for fifth street west emerson road to milson avenue this is for new force maine so construction services to install approximately 1600 feet of 20-inch sewer force main the main purpose of this project is to provide additional capacity to to dual 12-inch force mains along the project corridor we had good competition here we received five bids um and one no-bid with petty coach schmidt civil contractors inc as the lowest responsive and responsible bidder the award amount is nine million four thousand and one hundred and fifty two dollars and we are expecting this to be completed in november of twenty twenty two the j sub goal is 10 which they committed to and met and the award amount is is quite a bit lower 28 lower than our budget estimate and the majority of the lower costs are associated with the material labor and installation items those line items compared to our 100 estimate design prepared by the engineer so i will pause and ask if any there's any questions or comments on award number four [Music] okay can i get a motion to approve award number four hey jenny i'm sorry jenny um this one did not have an endorsement okay did we know that lynn i got an email this morning saying that i was going to sign off on it hai is going to sign up on it yes okay yeah so hi johnny this is joe cruz um we have been checking with budgets on this one the trend is being approved by the business and we were debating whether to defer um but the last indication that we got from lori was that i could uh still approve this one um the project came in on their budget under the estimated budget uh so i think it's it's a matter of getting that uh trend in in the uh in the capital budget uh spreadsheet that's correct we um did not receive as of shortly before the meeting there was no indication from high that he had approved the trend okay is there anyone from the water wastewater side that's spoken to high about approving this do we know if he's good at proving this nobody is there a time frame on this joe that we're concerned about um hi jenny um i'm not not aware uh of any um whether this project is time-sensitive and i don't know if that's this on the call uh i can speak more to that i no this isn't time sensitive okay beth do you know where where high stands on this have you i know you've got the award right i know the trend is in the approval process um i know i saw where we were communicating between myself was communicating with joe and laurie whitmer and budgets and that she communicated i was um i did not speak with high or get high as approval i made the assumption that uh another entity was gonna reach out so it's we have not spoken to high on budget approval for this one or i have not okay he did approve the actual award um so i'm comfortable if the committee is comfortable approving really what happens is we just get high signature for the budget line item the signature on the the actual award approval since they have not signed off and if that if he's uncomfortable doing that then we will um julie do you do you have any preference how we would handle that if for some reason i was uncomfortable just bring it back or or just wait to sign it until the budget is approved and have budget sign it yeah i think from a legal perspective um he's approved the award so it's really you know how i think the committee's discretion whether they want to follow you know the budget approval processes that ja has in place for awards coming for the committee or um you know make the assumption in this case but if there isn't a timeline you know time deadline there you could always extend it i mean deferred to next week if there's no time for i think it's up to you jenny this is i think i know there's a motion to approve on the floor but i think we need if i think julie mentions it well we need to follow our procurement processes and and we can defer this till next week if we have to okay and just to clarify this is part of the process if budget were to not have what they need and the vp or the the gm or the chief is comfortable they'll sign in their place this has happened you know quite a bit before but not you know not as often as um as we would you know we don't want it to happen often so it has happened before i guess is the point for the committee to understand but agree if there's no rush then i think we defer it and bring it next week yes joe arpano jenny um if there's no rush i'd prefer to have the internal approvals prior to proceeding so so i would like to rescind my motion to approve i agree with jeff okay so let's make a note we will defer this award and bring that once budget has signed off on it okay all right so number four has been deferred i will move on to a board number five this is a renewal this is for communication tower site lease and it's a formal request to renew the existing foresight lease agreements between jea and formerly known as sba towers llc and now known as sba communications corporation the communications connectivity is required at the hogan road site for the first coast radio system automated meter reading the scada d.a which is distribution automation and the scada wwls which is the wastewater lift station systems this agreement initially was initiated in 2001 as a sole source with the tower owner and was for the first coast radio build the original award amount uh was about 160 2 000. and you can see we've had previous change orders since then bringing this back to the committee um every five years to renew the lease so this is another renewal in the amount of about 500 well it is 500 and 500 634.81 and then a note would be that coj also reimburses us for this and the amount that they will reimburse us on this is 374 and seventy two dollars and four cents and so that brings our new not to exceed uh with this new um contract renewal of five years to one million three hundred fifty five thousand seven hundred seventy three dollars and seventy five cents so we do have a one five year renewal option and this will come back to the committee in five years to approve that renewal option and then just in curiosity we were um talking with the business about this and it just should be noted that jas approached the city of jacksonville about the possibility of a co-build to replace um this site tower that we currently have under lease so they're looking at strategic options on what to do instead of continuing to have to lease these because it's not we need this we need these services but they also have in the contract they can increase our lease amount by three percent each each year so you can see it's slowly trending upward um but we're in a holding pattern right now but those discussions are happening with with coj and i will pause and ask the committee if you guys have any questions jenny what you mentioned a number for the not to exceed go ahead sorry stephen i just want to make sure it sounded like you you had mentioned a different number did you say one million five hundred and eighteen i'm looking for all right yeah no it looks like that one had been um updated since i made my yeah okay what's showing in the awards is actually correct you think i would learn by now not to do my notes too early as things just are very fluid try to be prepared so you're right so the new not succeed amount is uh one million five hundred eighteen thousand two hundred seventy three dollars and seventy five cents okay thank you so the award amount is 500. go ahead soon correct so i'd like to uh propose a motion to approve great can we get a motion okay great i'll roll call through the committee starting with steven datz approve this girl i'm still having trouble reconciling the total number here jenny okay before we vote on this i'd like confirmation of that not to exceed but that number does not appear to be unless i'm doing something wrong here so we would add the 500 the award amount which is five hundred six thirty four eighty one and then we would add that to our original award amount which is 162 five oh i missed i'm sorry and then you would add it all the change orders into that as well but let me let me just double check that one you sure that was not i'm reconciling now i did not see that original award amount so okay i'm just gonna double check while we're talking about it yeah i just did the math yeah that's correct danny okay great okay all right so we'll call through the committee no no this is the time to do it uh we'll roll call through the committee and i think we've got stephen and alan i was on allen so alan got it yeah second okay and then roll call was starting with stephen dutts approved alan mcelroy approved joe arfano approved steve tooten approved and wayne young approved all right we deferred award number six we are going to award number seven which was an invitation for bid this is for the repair installation and testing of fire alarm and sprinkler systems the scope of this contract is to secure the services of a licensed and qualified contractor which will provide procurement installation inspection testing and maintenance of the fire alarm sprinkler and clean agent systems at various ja facilities and properties the work performed by this contractor consists of all the labor supervision the tools electronic parts wiring software hardware and equipment ja received three bids here agent fire llc is the awardee in the amount of two million four hundred and eight thousand and it's a five-year contract with a one year optional renewal i'll note similar to the the ones we brought um at the in december jta and jpa participated in the bid process and their forecasted spin was aggregated with jeas for the five-year multi-agent bid when we compare the agent fire llc labor rates to our current contract we are seeing a three percent decrease and the rates are fixed throughout the term of the contract so we're seeing a pretty significant decrease through the five years which is positive do you guys have any questions or comments on award number seven steve took motion to approve thanks steve you get a second thanks wayne we'll roll call through the committee to approve award number seven steve tooten wayne young approved steven dapps approved and joe arfano approved all right award number eight an invitation to negotiate this is jea vacuum truck procurement acquisition this is to purchase two vacuum trucks and the purchase is planned and budgeted for replacement of jea's fleet water assets so this is a water replacement and have been approved as part of the fy21 fleet capital procurement plan they received two responses and the best and final offer submitted was the environmental uh products group and the award amount is seven hundred forty seven thousand eight uh four hundred and eighty eight dollars you're making me second guess my award amounts i'm double checking as we go all right so when comparing the past price with the the winning supplier we're looking at about a six percent increase based off of our just our current market conditions but as a result of the itnja was able to realize um a basso savings of about nine thousand a little over nine thousand dollars which means if we hadn't asked for about those we would have paid an additional nine thousand dollars so even though the the price is going up we did have a cost avoidance of savings there do you guys have any questions or comments um jenny on that third paragraph this is steven that's i i think uh for clarity modify the first sentence to reference the total pricing because uh coincidentally the vacuum truck and the total price are both 6.21 so just add the word total into that okay got it blend you do you see what he's referring to great all right any other questions or comments great overall call through the committee starting with alan mcelroy joe arfano all right award number nine is an invitation to negotiate this is also for fleet uh jea heavy duty vehicles this is to purchase 11 heavy duty vehicles and we've got the different classes written out there's four different classes here this purchase is planned and budgeted for the walk it's water replacement so two units will be replaced in water and nine units will be replaced in electric we received five responses here and after the best and final offer um the orlando freightliner and next trend truck services jacksonville were deemed our lowest cost responsible and responsive respondent for three heavy-duty vehicle groupings is that a typo since there were four groupings above kenny i'd have to look back at it all right i don't have the document in front of me i'd have to re-read through this but well scroll down for me lynn let's go to the backup i want to see how the bid workbook is set up i believe there's only three groupings okay that might just be there is okay so that was just a typo all right so let's fix that first paragraph since there were only three groupings and make sure those numbers are correct all right when we um when we so the award amount for the orlando freightliner is one million one hundred thirty one thousand seven hundred and sixty two dollars and the next tran truck center of jacksonville is 396 507 and when we look at our current pricing this is about 1.6 higher just due to our market conditions and again um as a result of the itnja was able to realize a baffle savings of almost 9 000 there do you guys have any comments or questions on award number nine stephen that's motion to approve thanks steven can i get a second joe or clown a second great well we'll call through the committee starting with stephen debts joe arfano approved steve tooten approved wayne young approved and alan mcelroy thank you our last award award number 10 is an invitation to negotiate as well for fleet and this is jea aerial duty vehicle procurement acquisition the scope of work is to purchase 16 aerial duty vehicles this is planned for uh enter or the electric replacement so all 16 units are electric replacement assets and we received four responses with uh altec industries inc and versailles southwest llc as our low lowest cost responsible respondents and this is for um the seven different groupings that we have let's see versa lift uh southwest llc award amount is one million nine hundred and one dollar or one thousand seven excuse me one million nine hundred and one thousand one hundred and seventy six dollars and then the all tech industries award amount is one million six hundred thirty two thousand two hundred and thirty dollars when we are looking at the pricing we are seeing uh that some of these we when we are comparing we can compare the ones we bid and that was groupings two three four and six we're seeing a new pricing of about 2.25 percent lower than our market value currently the other ones we don't have comparable pricing too is that correct kenny uh yes that's correct yeah there's a few of them that uh there are new products that we haven't bought before so we couldn't we couldn't compare them okay all right can i ask the committee for any questions or comments all right can we get a motion to approve award number 10. [Music] joe arpana mcroy most incorporated okay alan alan's got the motion do i have a second one stephen all right stephen all right we'll roll call through the committee allen [Music] [Music] all right we were kind of rusty sorry guys it's been a while since we've had an awards committee meeting um but the entire agenda has been approved for january 7th 2021 and is there any other business to come before the awards committee before we adjourn but jenny i think it wasn't approved there was one item i think that you deferred correct we did you're right thank you julie okay the rustiness continues on for this meeting so we deferred uh item number four so the rest of them have been approved that we reviewed today we also deferred number six but that was stated in the beginning so one two three and five seven eight nine and ten have been approved and we will see you guys next week um heather will be filling in for me next week and i heard she did a fabulous job um at the beginning of december and it only took her like 25 minutes so now we have a competition to see how fast we can get through these but she's winning so anyways you guys have a great thursday and we will adjourn and see the committee next week have a great day thank you thank you thank you