Title
MOTION TO AWARD IFB # PSPW-25-10 "ACADEMIC VILLAGE COOLING TOWER" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, CON-MECH INC., IN THE AMOUNT NOT TO EXCEED $551,060.16, WHICH INCLUDES $14,629.92 FOR THE PAYMENT AND PERFORMANCE BOND, AND A 10% OWNER’S CONTINGENCY FEE OF $48,766.39.
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 an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 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. On June 18, 2025, the City Commission authorized the advertisement of IFB # PSPW-25-10 “Academic Village Cooling Tower,” which was advertised on July 17, 2025.
2. The purpose of the solicitation was to seek bids from qualified contractors to furnish all labor, equipment, and materials for the demolition and installation of a new cooling tower at the Pembroke Pines Charter High School Academic Village Campus, in accordance with the terms, conditions, and specifications contained in this solicitation. Cooling towers play a critical role in the HVAC system by removing heat from the building and maintaining efficient system operation. Their proper function is essential to ensure continuous cooling across the campus and prevent disruptions to the HVAC infrastructure.
The Pembroke Pines Academic Village campus cooling towers have reached the end of their useful life due to corrosion and aging components, impacting performance and reliability. Replacing them with modern stainless-steel units will enhance efficiency, ensure safety, and provide dependable service for decades with proper maintenance.
3. On September 2, 2025, the City opened six (6) bids from the following vendors:
|
Vendor |
Primary |
Alternative |
|
Con-Mech, Inc |
$487,663.85 |
N/A |
|
Carrier Corporation |
$502,959.00 |
$502,959.00 |
|
Coltec Engineering, Inc. |
$567,500.00 |
N/A |
|
JCR Mechanical Contractor |
$622,400.00 |
N/A |
|
RGEN Enterprises LLC |
$630,000.00 |
$630,000.00 |
|
Blizzard Air Conditioning |
$687,450.00 |
$687,450.00 |
4. The Public Services Department reviewed the proposals and deemed Con-Mech, Inc, to be the most responsive/responsible bidder.
5. The final project cost reflects the base bid submitted by Con-Mech, the cost for the vendor to provide the required payment and performance bond and a 10% owner’s contingency as outlined in the breakdown below.
|
Con-Mech, Inc |
|
|
|
Bid Total |
|
$487,663.85 |
|
Payment & Performance |
3% |
$14,629.92 |
|
Contingency |
10% |
$48,766.39 |
|
Total |
|
$551,060.16 |
6. In accordance with the City’s procurement requirements, Con-Mech, Inc., submitted a complete Equal Benefits Ordinance Compliance Form and affirmed that the firm is currently in full compliance with the provisions of the City’s Equal Benefits Ordinance.
7. Request Commission to award IFB # PSPW-25-10 "Academic Village Cooling Tower" to the most responsive/responsible bidder, Con-Mech, Inc, in the amount not to exceed $551,060.16, which includes $14,629.92 for the payment and performance bond, and a 10% owner’s contingency fee of $48,766.39.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $551,060.16
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-519-6001-546155-0000-000-0000 (R&M Land Bldg. - SCH Major Project)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project Not Applicable.
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? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.