Title
MOTION TO AWARD IFB # FI-24-01 "FIRE DEPARTMENT'S FUEL TANK REPLACEMENT" FOR THE GENERATOR FOR FIRE STATION #101 & THE 911 COMMUNICATIONS DISPATCH CENTER TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, GUARDIAN FUELING TECHNOLOGIES, LLC., FOR AN AMOUNT NOT TO EXCEED $53,404.16 WHICH INCLUDES AN OWNER'S CONTINGENCY IN THE AMOUNT OF $4,854.92.
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 35.19(E) is titled "Bid opening procedure."
- Section 35.19(E)(5) states "The city reserves the right to waive any irregularities in the bids, as determined by the Chief Procurement Officer and approved by the City Manager."
- 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 January 17, 2024, the City Commission authorized the advertisement of IFB# FI-24-01 "Fire Department's Fuel Tank Replacement", which was advertised on January 23, 2024.
2. The purpose of this solicitation was to seek proposals from qualified firms to retire one (1) existing above ground Fuel Storage Tank and underground piping and furnish and install one (1) new above ground Fireguard Fuel Storage Tank and above ground piping for the emergency generator that services Fire Station 101 and Dispatch Center located at 6057 SW 198 Terrace, Pembroke Pines, FL. 33332.
3. The fuel tank services the generator which provides emergency power to both the Fire Station #101 and 911 Communications Dispatch Center.
4. The existing fuel tank is 22 years old and is being replaced due to leaks within the interstitial space. The tank has been repaired several times since it was originally installed, and it is no longer cost effective to continue to repair it.
5. On February 20, 2024, the City opened three (3) proposals, from the following vendors listed in ascending order:
|
Guardian Fueling Technologies LLC |
$48,549.24 |
|
Gulfstream Petroleum Services Inc. |
$71,600.00 |
|
Lutz Petroleum Equipment Installations, Inc. |
$73,700.00 |
6. Guardian Fueling Technologies, LLC. submitted a Non-Collusive Affidavit, however it was not on the City’s standard form. In addition, Guardian Fueling Technologies, LLC. did not submit their references with their bid at the time of bid submittal. After the bid opening, the references and the correct Non-Collusive Affidavit were submitted to the Procurement Department. Per §35.19(E)(5) of the City's Code of Ordinances, the Procurement Director waived the irregularities and accepted the references and correct Non-Collusive Affidavit.
7. The Fire Department has reviewed the bids and has deemed Guardian Fueling Technologies to be the most responsive/responsible bidder.
8. The Public Services and Fire Department have included an owner’s contingency in the amount of $4,854.92 for any unforeseen expenses related to this project.
9. In addition, Guardian Fueling Technologies, LLC. has completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
10. Request City Commission to award IFB # FI-24-01 "Fire Department's Fuel Tank Replacement" to the most responsive/responsible bidder, Guardian Fueling Technologies, LLC for an amount not to exceed $53,404.16, which includes an owner's contingency in the amount of $4,854.92.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $53,404.16, which includes an owner's contingency in the amount of $4,854.92.
b) Amount budgeted for this item in Account No: $11,000 will come from account # 001-529-4003-546150-0000-000-0000-00911 (R&M Land Building) for the Dispatch Center and the remaining funds will come from account # 001-529-4003-546150-0000-000-0000 (R&M Land Building) for Fire Station 101.
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.