Title
MOTION TO AWARD IFB # PSPW-24-02 "STOREFRONT REPLACEMENTS AT VARIOUS CHARTER SCHOOLS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, DEKORA, LLC, IN THE AMOUNT NOT TO EXCEED $155,936, WHICH INCLUDES AN OWNER'S CONTINGENCY IN THE AMOUNT OF $14,176.
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 February 21, 2024, the City Commission authorized the advertisement of IFB # PSPW-24-02 "Storefront Replacements at Various Charter School Locations", which was advertised on February 27, 2024.
2. The purpose of this solicitation was to seek proposals from qualified firms for the replacement of storefront systems at Pembroke Pines Central Campus, West Campus and Academic Village Charter School locations.
3. On March 26, 2024, the City opened four (4) proposals from the following vendors, listed below in ascending order:
|
Vendor Name |
Total Cost |
|
Kyzen Group, LLC |
$103,000.00 |
|
Dekora LLC |
$141,760.00 |
|
CNPG Group LLC |
$151,260.00 |
|
Juliana Enterprises, Inc. DBA Adal FGC |
$164,000.00 |
4. Pursuant to the bid package, Payment and Performance Bonds were not required if the total awarded contract cost was less than $200,000. As a result, none of the proposers included Payment and Performance Bonds as their proposals were less than $200,000.
5. The Kyzen Group, LLC was the apparent low bidder for this project. As a result, the Procurement Department contacted Kyzen Group, LLC to clarify their pricing and schedule a pre-award meeting with the vendor. The President / C.E.O., Kyle L. O’Brien, clarified with the Procurement Department that they inverted their prices submitted for the Central Campus and West Campus locations; however, the overall total price was correct. However, on April 11, 2024, Mr. O’Brien notified the Procurement Department that they were withdrawing their bid due to other projects they anticipate working on and their increased workload.
6. The second lowest bidder was Dekora LLC, which submitted a bid of $141,760. The Public Services Department has reviewed the bids and has deemed Dekora, LLC to be the most responsive/responsible bidder.
7. In addition, Dekora, LLC has completed the Equal Benefits Certification Form and has utilized the following allowable exemption, “Contractor does not provide benefits to employees' spouses in traditional marriages."
8. The Public Services Department has included an owner’s contingency in the amount of $14,176 for any unforeseen expenses related to this project.
9. Request Commission to award IFB # PSPW-24-02 "Storefront Replacements at Various Charter School Locations” to the most responsive/responsible bidder, Dekora, LLC, in the amount not to exceed $155,936, which includes an owner's contingency in the amount of $14,176.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $155,936, which includes an owner's contingency in the amount of $14,176.
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 Proj)
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.