Title
MOTION TO AWARD IFB # RE-25-07 "NEW CHILLER FOR STUDIO 18" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ADVANCED ROOFING INC. DBA ADVANCED AIR SYSTEMS, IN THE AMOUNT NOT TO EXCEED $325,858.75, WHICH INCLUDES A 10% OWNER’S CONTINGENCY IN THE AMOUNT OF $29,225, AND A PAYMENT AND PERFORMANCE BOND IN THE AMOUNT OF $4,383.75.
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 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 $100,000 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 $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
- Section 35.36 of the City's Code of Ordinances is titled "Local Vendor Preference"
- Section 35.36(B) is titled "Process"
- Section 35.36(B)(2) states, “For bid evaluation purposes, vendors that meet the definition of local Broward County vendor, as detailed herein, shall be given a 2.5% evaluation credit. This shall mean that if a local Broward County vendor submits a bid/quote that is within 2.5% of the lowest price submitted by any vendor, the local Broward County vendor shall have an option to submit another bid which is at least 1% lower than the lowest responsive bid/quote. If the local Broward County vendor submits a bid which is at least 1% lower than that lowest responsive bid/quote, then the award will go to the local Broward County vendor. If not, the award will be made to the vendor that submits the lowest responsive bid/quote. If the lowest responsive and responsible bidder is a local Pembroke Pines vendor, the award will be made to that vendor and no other bidders will be given an opportunity to submit additional bids as described herein.”
SUMMARY EXPLANATION AND BACKGROUND:
1. On October 15, 2025, the City Commission authorized the advertisement of IFB # RE-25-19 “New Chiller for Studio 18”, which was advertised on October 21, 2025.
2. The purpose of the solicitation was to seek bids from qualified firms, hereinafter referred to as the Contractor, to install a 40-ton-air-cooled chiller with related mechanical and electrical upgrades at Studio 18, in accordance with the terms, conditions, and specifications contained in this solicitation.
The installation of a new chiller unit, including all necessary mechanical and electrical upgrades, is required to ensure uninterrupted operation and efficiency of Studio 18. The previous chiller is no longer available, as it is located in a building that was recently sold, making this replacement essential to maintain proper building functionality.
3. On December 9, 2025, the City opened proposals from the following six (6) vendors listed in ascending order:
|
Primary |
|
|
|
|
Vendor |
Bid Total |
P&PB |
Cost with P&PB |
|
ADVANCED ROOFING, INC. 2nd Bid |
$292,250.00 |
1.50% |
$296,633.75 |
|
Green Alliance Inc. |
$288,250.00 |
4.00% |
$299,780.00 |
|
ADVANCED ROOFING, INC. |
$300,080.00 |
1.50% |
$304,581.20 |
|
Master Mechanical Services Inc |
$314,623.00 |
2.50% |
$322,488.58 |
|
Con-Mech, Inc |
$347,175.90 |
3.00% |
$357,591.18 |
|
KOLDAIRE, INC. |
$454,893.00 |
2.00% |
$463,990.86 |
|
Johnson Controls, Inc |
$495,671.00 |
4.00% |
$515,497.84 |
|
|
|
|
|
|
Alternate |
|
|
|
|
Johnson Controls, Inc |
$523,576.00 |
4.00% |
$544,519.04 |
Please note that the project cost includes the cost of the Payment and Performance Bonds, as these bonds are purchased by the contractor but reimbursed through the contract price. Therefore, the cost is ultimately borne by the City as part of the overall project cost.
4. The Recreation Department and the Procurement and Sustainability Department reviewed all submittals for the project and determined that Green Alliance was the lowest bidder. However, Advanced Roofing Inc. DBA Advanced Air Systems is registered as a Local Broward County vendor.
5. Per section 35.36 Local Vendor Preference of City’s Code of Ordinance, Advanced Roofing Inc., qualified for Local Vendor Preference, as a Broward County Vendor. Its price was within 2.5% including Payment & Performance Bond of the lowest price submitted. The policy states that “if a local Broward County vendor submits a bid/quote that is within 2.5% of the lowest price submitted by any vendor, the local Broward County vendor shall have an option to submit another bid which is at least 1% lower than the lowest responsive bid/quote. If the local Broward County vendor submits a bid which is a least 1% lower that the lowest responsive bid/quote, then the award will go to the local Broward County vendor.”
The Procurement and Sustainability Department reached out to Advanced Roofing Inc., to offer them the option to submit a second bid that is at least 1% lower than the lowest responsive/responsible bid.
6. Advanced Roofing Inc. accepted the offer and submitted a revised bid totaling $296,633.75 which is at least 1% lower than the lowest bid. Please note that the pricing table above was updated to include Advanced Roofing Inc.’s second bid. In addition to providing a second bid as a local Broward vendor, Advanced Roofing Inc. confirmed they are able to provide all items as specified in the original scope of work.
7. The Recreation Department deemed Advanced Roofing Inc. to be the most responsive/responsible bidder.
8. The final project cost reflects the base bid submitted by Advanced Roofing Inc., 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.
|
Advanced Roofing Inc |
|
|
|
Bid Total |
|
$292,250.00 |
|
Payment & Performance |
1.50% |
$4,383.75 |
|
Contingency |
10.00% |
$29,225.00 |
|
Total |
|
$325,858.75 |
9. Request Commission to award IFB # RE-25-07 "New Chiller for Studio 18" to the most responsive/responsible bidder, Advanced Roofing Inc. DBA Advanced Air Systems, in the amount not to exceed $325,858.75, which includes $4,383.75 payment and performance bond, and a 10% owner’s contingency fee of $29,225.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $325,858.75
b) Amount budgeted for this item in Account No: Funds are budgeted in Account # 001-572-7001-662017-0000-0000-0000 (Building Improvement)
c) Source of funding for difference, if not fully budgeted: Upon approval of this agenda item, a budget adjustment in the amount of $95,859, will be requested from 001-572-7001-663000-0000-000-0000 (Improvements Other Than Bldg) to 001-572-7001-662017-0000-000-0000 (Building Improvement)
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.