Title
MOTION TO APPROVE A CHANGE ORDER TO THE PURCHASE ORDER WITH GOMEZ & SON FENCE CORP FOR PSPW-21-11-01 "HEALTH PARK METAL BUILDING FENCE" IN AN AMOUNT NOT TO EXCEED $21,986.42, INCREASING THE PURCHASE ORDER TO AN AMOUNT NOT TO EXCEED $182,136.42.
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 CHANGE ORDER. Changes, due to unanticipated conditions or developments, made to an executory contract, which do not substantially alter the character of the work contracted for, and which do not vary so substantially from the original specifications as to constitute a new undertaking. The changes must reasonably and conscientiously be viewed as being in fulfillment of the original scope of the contract rather than as departing therefrom. Further, the changes, when viewed against the background of the work described in the contract and the language used in the specifications, must clearly be directed either to the achievement of a more satisfactory result or the elimination of work not necessary to the satisfactory completion of the contract.
- Section 35.28 of the City's Code of Ordinances is titled "CHANGE ORDERS."
- Section 35.28(B) states that "Notwithstanding the provisions of (A) above, the City Manager is not authorized to approve a change order without authorization of the City Commission where the initial purchase required the City Commission's approval and where the sum of all change orders issued under the contract exceeds 5% of the original contract amount or $25,000.
SUMMARY EXPLANATION AND BACKGROUND:
1. On October 20, 2021, the City Commission approved the request to advertise PSPW-21-11 "Citywide Fencing".
2. On April 20, 2022, the City Commission approved agreements with GD Supplies, LLC, Gomez & Son Fence Corp, Pergola Roof Miami LLC., and TECHGROUPONE, Inc. to participate in a pool of vendors that will be utilized on an as-needed basis. City Departments shall obtain pricing from the pool of contractors for each project as they arise.
3. The Public Services Department requested for the Procurement Department to issue an Invitation to Quote, via the City's Bonfire e-Procurement Platform. On March 16, 2022, ITQ # PSPW-21-11-01 "Health Park Metal Building Fence" was advertised to the pool of vendors to obtain pricing for a fencing project at the Health Park Metal Building, located at 8300 W Cypress Drive, Pembroke Pines, FL 33025.
4. On March 30, 2022, the City opened three (3) proposals from the following vendors:
|
Vendor |
Submittals |
|
Gomez & Son Fence, Corp |
$160,150.00 |
|
Techgroupone, Inc. |
$184,015.21 |
|
Pergola Roof, Miami LLC |
$274,736.00 |
5. As a result of the quotes received, Gomez & Son Fence, Corp was awarded ITQ # PSPW-21-11-01 "Health Park Metal Building Fence". The awarded amount not to exceed of $160,150 was for the base cost of the project. It did not include a contingency amount.
6. Due to site plan changes by the South Broward Drainage District, the City needs to add additional fencing and change the gate configuration. The Contractor will be adding 416 linear feet of fencing at a cost of $30,278.92, and exchanging three 25' chain link gates for two 30' aluminum gates at a cost reduction of $8,292.50. The total change order amount is $21,986.42. The new total PO amount would be $182,136.42.
7. Request the City Commission approve a change order to the Purchase Order with Gomez and Son Fence, Corp for ITQ # PSPW-21-11-01 "Health Park Metal Building Fence" in an amount not to exceed $21,986.42. Increasing the Purchase Order to an amount not to exceed $182,136.42.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $21,986.42
b) Amount budgeted for this item in Account No.: 001-519-6001-663061-0000-000-0000- (Fencing)
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.