Title
MOTION TO APPROVE THE FINDINGS AND RECOMMENDATION OF THE EVALUATION COMMITTEE AND TO AWARD CONTRACTS FOR RFP # PD-24-01 "SCHOOL CROSSING GUARDS" TO THE BUTLER GROUP OF SOUTH FLORIDA, LLC. D/B/A NEXTAFF AS THE PRIMARY CONTRACTOR, THE KEMP GROUP, LLC. AS THE SECONDARY CONTRACTOR, AND CROSSING GUARD SERVICES, LLC. AS THE TERTIARY CONTRACTOR, IN AN ESTIMATED ANNUAL AMOUNT OF $1,030,617, FOR AN INITIAL THREE (3) YEAR PERIOD.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines a Request for Proposals as “A written solicitation for competitive sealed proposals with the title, date and hour of the public opening designated. A request for proposals shall include, but is not limited to, general information, functional or general specifications, a statement of work, proposal instruction and evaluation criteria. All requests for proposals shall state the relative importance of price and any other evaluation criteria. The city may engage in competitive negotiations with responsible proposers determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offer.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states, "All sealed competitive solicitations as defined in §35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The Kemp Group, LLC. is the City’s current provider of school crossing guard services. The agreement with Kemp Group is for an initial three period which is expiring on June 30, 2024 and allowed for additional one-year renewal terms. Throughout the term of the agreement, the City has approved four increases to the cover increases due to minimum wage adjustments due to changes in law and also for cost-of-living increases. In lieu of renewing the agreement, Administration determined that it would be best to go out to bid for these services.
2. On March 20, 2024, the City Commission authorized the advertisement of RFP # PD-24-01 “School Crossing Guards”, which was advertised on March 26, 2024.
3. The purpose of this solicitation was to find qualified firms to provide the requested School Crossing Guard Services in a manner that ensures the highest level of safety at each location where services are provided and to award a primary, secondary, and tertiary vendor to ensure that the City has full coverage during the term of the contract.
4. On April 16, 2024, the City opened three (3) proposals from the following vendor(s), listed in order ascending order of their proposed annual cost:
|
Vendor |
Annual Cost |
|
The Butler Group of South Florida, LLC |
$933,108.75 |
|
Crossing Guard Services, LLC |
$934,264.80 |
|
The Kemp Group, LLC |
$1,030,617.00 |
5. On June 4, 2024, the City convened an evaluation committee to evaluate the qualifications of the proposers based on the weighted criteria provided for in the bid documents and listed below:
|
Criteria |
Points |
|
Project Cost |
25 points |
|
Experience and Ability |
25 points |
|
Previous Experience / References Form |
15 points |
|
Firm’s Understanding and Approach to the Work |
30 points |
|
Local Vendor/Veteran (VOSB) Preference |
5 points |
|
Total Points |
100 points |
6. At the June 4, 2024, meeting, the evaluation committee ranked the vendors as shown below:
|
Rank |
Vendor |
|
1 |
The Butler Group of South Florida, LLC |
|
2 |
The Kemp Group, LLC |
|
3 |
Crossing Guard Services, LLC |
7. Based on the scoring results, the evaluation committee unanimously approved a motion to recommend the City Commission to award RFP# PD-24-01 “School Crossing Guards” to The Butler Group of South Florida as the primary, The Kemp Group, LLC as the secondary, and Crossing Guard Services, LLC as the tertiary.
8. The Butler Group of South Florida, The Kemp Group, LLC, and Crossing Guard Services, LLC have also completed the Equal Benefits Certification Form and have all stated that the "Contractor currently complies with the requirements of this section."
9. Request Commission to approve the findings and recommendation of the evaluation committee and to award contracts for RFP # PD-24-01 "School Crossing Guards" to The Butler Group of South Florida, LLC. d/b/a Nextaff as the primary contractor, The Kemp Group, LLC. as the secondary contractor, and Crossing Guard Services, LLC. as the tertiary contractor, in an estimated annual amount of $1,030,617, for an initial three (3) year period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $933,108.75 for the initial estimated annual amount utilizing the primary contractor, The Butler Group of South Florida. This agenda item is to award a primary, secondary and tertiary contractor to provide school crossing guard services. The secondary vendor, The Kemp Group, has the highest initial estimated annual amount totaling $1,030,617. However, the secondary and tertiary vendors would only be utilized in the event that the primary contractor cannot provide the requested services. Note - The total estimated cost may fluctuate as it is based on the estimated number of locations that need school crossing guards, which fluctuates from time to time depending on various factors, including changes in the student population, surrounding communities, traffic patterns, safety concerns, etc.
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-521-3001-534990-0000-000-0000 (Other Svc.)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: The contracts are for an initial three year period from July 1, 2024 through June 30, 2027, and may be renewed for three additional one-year periods. The amounts below show the estimated annual cost with the secondary vendor which has the highest estimated annual amount when compared to the other two vendors.
|
|
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0 |
$0 |
$0 |
$0 |
$0 |
|
Expenditures |
$1,030,617 |
$1,030,617 |
$1,030,617 |
$0 |
$0 |
|
Net Cost |
$1,030,617 |
$1,030,617 |
$1,030,617 |
$0 |
$0 |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Yes, please see attached feasibility analysis.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Based on the attached analysis, we anticipate a savings of approximately $844,465 to $941,973 for the initial year by out-sourcing these services in-lieu of utilizing in-house labor.