Interoffice Memorandum
DATE: August 11, 2025
TO: Mayor Jerry L. Demings and County Commissioners
FROM: Carrie Mathes, FNIGP, CFCM, NIGP-CPP, CPPO, C.P.M., Manager II, Procurement Division
CONTACT: Sara Flynn-Kramer, Manager II, Capital Projects Division
PHONE: 407-836-0048
SUBJECT: Award of Invitation for Bids Y25-755-GV Courthouse Complex Mechanical & Fire Protection Upgrades Phase 1C
ACTION REQUESTED:
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Approval to award Invitations for Bids Y25-755-GV, Courthouse Complex Mechanical & Fire Protection Upgrades Phase 1C, to the sole responsive and responsible bidder, Harper Limbach LLC, in the total contract award amount of $3,735,000.
In the event the bidder recommended above fails to achieve timely compliance with pre-award deliverables, as defined in the Invitation for Bids, including, but not limited to, participation sub-contract agreements, State Division of Corporations registration, E-verify, insurance and bonds, further request authorization for this project to be re-bid. ([Administrative Services Department Capital Projects Division] Procurement Division)
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PROCUREMENT:
Work under this contract consists of providing repairs to the existing smoke control system: replace existing smoke control dampers and damper position switches and replace existing interface relays between the fire alarm system and the Building Automation System (BAS). These relays provide indication of alarm initiation location to the BAS. Work also includes correcting all smoke control programming within the BAS system to return the system to its originally installed design configuration as completed when the building was initially built. The system will be tested to confirm functionality at the completion of all work and ensure compliance with the special inspector's requirements for confirming the proper operation of the automatic mode.
FUNDING:
Funding is available in account number: 1023-043-1755-3810.
APPROVALS:
The Capital Projects Division concurs with this recommendation.
REMARKS:
One bid was received in response to the Invitation for Bids (IFB) and evaluated for responsiveness, responsibility, and price reasonableness. As Harper Limbach, LLC was the sole bidder, negotiations were held, resulting in a reduction to the bid in the amount of $100,050. The bid is considered reasonable based on negotiations and current market factors.
To ensure an open and competitive process, the IFB was posted on the County’s e-procurement platform, reaching 1,775 subscribed vendors. A query of known sources that declined to compete on this project resulted in the following findings:
Allstate Power: Have a lot of projects. They could not bid for this project.
Beryl Project Engineering: They could not provide the service required; they provide inspection and Structural Engineering.
Cor3 Mechanical: Did not respond to the inquiry.
Potential Electric: They don’t have the proper manpower for work at night.
Air mechanical: Relies too much on subs, also rather stay away from smoke control system projects based on past history of having a hard time closing the project out.
Sauer Mechanical: Could not put a bid for it, could not fit it into their schedule.
S.A. Casey: Did not respond to the inquiry.
References provided were satisfactory for this type of work, and Harper Limbach LLC has been determined to be responsible based on similar projects. Therefore award is recommended to Harper Limbach LLC.
The bid tabulation is as follows:
Bidder Negotiated Bid Total
Harper Limbach LLC $3,735,000