Title
MOTION TO REJECT ALL BIDS FOR IFB # RE-24-05 “REPLACEMENT OF WINDOWS AND DOORS TO IMPACT RATED MATERIAL AT VARIOUS CITY PARKS” AND TO AUTHORIZE THE RE-ADVERTISEMENT OF THE SOLICITATION AS IFB # RE-25-03 "REPLACEMENT OF WINDOWS AND DOORS TO IMPACT RATED MATERIAL AT VARIOUS CITY PARKS RE-BID”.
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(F) states, "Rejection of bids. The City Manager and City Commission may reject bids, parts of all bids or all bids for any one or more commodities or services included in the proposed contract when the public interest will be served thereby. The Chief Procurement Officer shall not accept a bid from a contractor who is in default on payment of taxes licenses or other moneys due the city."
SUMMARY EXPLANATION AND BACKGROUND:
1. On January 17th, 2024, the City Commission authorized the advertisement of RE-24-05 “Replacement of Windows and Doors to Impact Rated Material at Various City Parks.”
2. The purpose of the solicitation was for the replacement of exterior windows, pedestrian doors, roll up windows, storefront systems, louvers, and louvers doors as necessary at the various park locations.
3. On April 2, 2024, the City received nine (9) proposals and three (3) alternate bids. While some of the proposals were within budget, various vendors initially quoted prices based on Florida's temporary tax-free program. However, upon award, the vendors were unable to honor the quoted prices as the tax-free program had expired. Efforts were made to explore alternative tax-saving programs through the City; however, the vendors were still unable to maintain the originally quoted amounts established in the bid.
4. As a result, Administration is requesting for the City Commission to reject all bids for IFB # RE-24-05 “Replacement of Windows and Doors to Impact Rated Material at Various City Parks” and to authorize the re-advertisement of the solicitation as IFB # RE-25-03 "Replacement of Windows and Doors to Impact Rated Material at Various City Parks Re-bid".
Financial Impact
FINANCIAL IMPACT DETAIL:
RE-25-03 "Replacement of Windows and Doors to Impact Rated Material at Various City Parks Re-Bid"
Funds are available in account # 001-572-7001-663000-0000-000-0000 (Improvement Other than building).