Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF INTERIOR LOCKS, EXTERIOR LOCKS AND ACCESS CONTROLS FOR THE CITY OF PEMBROKE PINES CHARTER SCHOOL CAMPUSES FROM GERELCOM, INC. IN THE AMOUNT NOT TO EXCEED $2,590,882.88 WHICH INCLUDES A 2.5% OWNER'S CONTINGENCY IN THE AMOUNT OF $60,534.65, A 3% PERMIT ALLOWANCE IN THE AMOUNT OF $72,641.58, AND A 1.5% FEE TO PROVIDE A PAYMENT & PERFORMANCE BOND IN THE AMOUNT OF $36,320.79, UTILIZING PRICING ESTABLISHED BY THE GENERAL SERVICES ADMINISTRATION (GSA) RFQ # 1379381, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is regarding "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states, "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states, “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from the competitive procurement process.”
- 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. The General Services Administration (GSA) is an independent agency of the United States government established in 1949 to help manage and support the basic functioning of federal agencies.
2. The GSA has established various “GSA Schedules” (also referred to as Multiple Award Schedules (MAS) and Federal Supply Schedules), which are long-term government wide contracts with commercial firms providing federal, state, and local government buyers access to more than 11 million commercial supplies (products) and services at volume discount pricing.
3. The City worked with Felix Peguero-Luna, the U.S. General Services Administration (GSA) Customer Service Director (CSD), assigned to South Florida, to explore the option of utilizing existing GSA Schedules that had the hardware that the Public Services Department was requesting to be installed at the various school sites.
4. As part of Felix’s role in the Customer and Stakeholder Engagement (CASE) team, he was responsible to provide free acquisition assistance to all Federal and State & Local governments, including the City of Pembroke Pines, and developing long-term relationships to support key customers, and to become a strategic partner in helping customers select the best value solution for their needs.
5. As a result, on July 18, 2019, the General Services Administration (GSA) submitted a competitive bid process on behalf of the City for the purchase and installation of interior locks, exterior locks, and access control at the City of Pembroke Pines Charter School Campus sites.
6. The GSA Request for Quotes (RFQ) #1379381 was issued on GSA’s eBuy online acquisition portal for a period of 30-days, between 7/18/2019 - 8/19/2019. The RFQ included two project facets that were to be completed in conjunction with each other and will be integrated and incorporated into the City’s current ICPAM access control system.
7. Prospective vendors were to provide a separate quote for each facet, Phase I - Exterior Locks and Access Control and Phase II - Interior Locks and Access Control, for the following Charter School sites:
- Academic Village
- West Campus
- Pembroke Pines-FSU Campus
- East Campus
- Central Campus
8. Phase I pertained to the federally funded project outlined (access controls to exterior doors) within the City’s 2018 School Violence Prevention Program (SVPP) application, 2018 SVPP Grant Award #2018SVWX0008. Phase I’s scope of work sought quotes to provide locking mechanisms and door access controls for a total (233) exterior doors across the five campus sites.
9. The only vendor who submitted a quote in response to RFQ # 1379381 was Electronic Technologies Corporation, USA, GSA contract #GS-07F-0326T, through Gerelcom Inc. Felix Peguero-Luna, GSA Customer Service Director, confirmed that the Electronic Technologies Corporation, USA has a Schedule 84, therefore The City of Pembroke Pines is authorized to use this vendor under the Cooperative Purchasing program.
10. Felix Peguero-Luna, GSA Customer Service Director, stated that in total 38 GSA vendors were notified via their eBuy system, however ten (10) GSA contractors declined to provide a quote, stating one of the following comments:
- This system that was specified is an integrator related job. We are not integrators. We do sell access control, but we are not certified integrators. Integrators are responsible to connect the system to a central board and run conduit.
- They do not sell those products, or No Comments
11. The quote submitted by Gerelcom, Inc. included:
Phase I - $872,872.28
Phase II - $1,548,513.59
Total - $2,421,385.87
12. As the project is over $200,000, a Payment and Performance Bond is required to be added for a total cost of $36,320.79, bringing the Gerelcom Inc. total cost to $2,457,706.66.
13. The Public Services Department and Technology Services Department both reviewed and approved the quote submitted by Gerelcom, Inc.
14. The Public Services Department would like to add a 2.5% owner’s contingency in the amount of $60,534.65, and a 3% permit allowance in the amount of $72,641.58.
15. The City has received a grant that will cover some of the expenses of this project. The City received the approval to move forward with this award from the Department of Justice (DOJ) COPS Office which administers the grant.
16. In addition, in FY2019, the schools received grant funds thru the Marjory Stoneman Douglas Safety Act to improve the physical security of school buildings. This grant is titled the Schools Hardening Grant (previously titled as the Educational Facilities Securities Grant). Below are the grant funds to be received:
|
Fiscal Year |
Amount |
|
2019 |
$ 291,500.84 To be spent by 1/31/2021 |
|
2020 |
$ 144,048.37 To be spent by 1/31/2022 |
|
2021* Estimated |
$ 123,256.17 To be spent by 1/31/2023 |
|
Total |
$ 558,805.38 |
17. The Public Services Department would like to begin Phase I immediately after Commission approval.
18. The Phase II starting date and funding source are to be determined.
19. There is $135,909 worth of items included in Phase II that will now have to be moved to Phase I in order to complete and program Phase I (assuming that both phases will not be completed at the same time).
20. The base cost for Phase I is $1,008,781.28. The City has Federal and State grants totaling $1,058,805.38 to be used on Phase I. The total cost for Phase I would be $1,079,395.97 which includes a 2.5% owner's contingency in the amount of $25,219.53, a 3% permit allowance in the amount of $30,263.44, and a 1.5% fee to provide a payment & performance bond in the amount of $15,131.72.
21. The base cost for Phase II is $1,412,604.59. The total cost for Phase II would be $1,511,486.91 which includes a 2.5% owner's contingency in the amount of $35,315.11, a 3% permit allowance in the amount of $42,378.14, and a 1.5% fee to provide a payment & performance bond in the amount of $21,189.07.
22. Request Commission to approve the purchase and installation of interior locks, exterior locks and access controls for the City of Pembroke Pines Charter School Campuses from Gerelcom, Inc. in the amount not to exceed $2,590,882.88, which includes a 2.5% owner's contingency in the amount of $60,534.65, a 3% permit allowance in the amount of $72,641.58, and a 1.5% fee to provide a payment & performance bond in the amount of $36,320.79, utilizing pricing established by the General Services Administration (GSA) RFQ # 1379381, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $2,590,882.88. Project will be split into 2 phases:
Phase I total cost is $1,079,395.97
Phase II total cost is $1,511,486.91
b) Amount budgeted for this item in Account No: Funding for this project will come from the 2018 SVPP Grant Award ($500,000) and FDOE's School Hardening Grant for fiscal year 2019 - fiscal year 2021(estimated at $558,805.38). A budget adjustment will be processed to establish the aforementioned grants.
|
Public Safety Partnership & Comm Policing |
122 |
331222 |
3022 |
|
$500,000 |
|
|
Physical Control System |
122 |
521 |
3022 |
64060 |
|
$500,000 |
|
|
|
|
|
Total: |
$500,000 |
$500,000 |
|
Safety/Security School Bldgs |
170 |
334260 |
5051 |
|
|
3399 |
|
$131,414.73 |
|
|
Safety/Security School Bldgs |
171 |
334260 |
5052 |
|
|
3399 |
|
$ 91,388.75 |
|
|
Safety/Security School Bldgs |
172 |
334260 |
5053 |
|
|
3399 |
|
$144,001.90 |
|
|
Safety/Security School Bldgs |
173 |
334260 |
5061 |
|
|
3399 |
|
$192,000.00 |
|
|
Physical Control System |
170 |
569 |
5051 |
550 |
64060 |
7900 |
643 |
|
$ 48,415.95 |
|
Physical Control System |
170 |
569 |
5051 |
551 |
64060 |
7900 |
643 |
|
$ 41,499.39 |
|
Physical Control System |
170 |
569 |
5051 |
552 |
64060 |
7900 |
643 |
|
$ 41,499.39 |
|
Physical Control System |
171 |
569 |
5052 |
553 |
64060 |
7900 |
643 |
|
$ 44,838.68 |
|
Physical Control System |
171 |
569 |
5052 |
554 |
64060 |
7900 |
643 |
|
$ 46,550.07 |
|
Physical Control System |
172 |
569 |
5053 |
|
64060 |
7900 |
643 |
|
$144,001.90 |
|
Physical Control System |
173 |
569 |
5061 |
|
64060 |
7900 |
643 |
|
$192,000.00 |
|
|
|
|
|
|
|
|
|
$558,805.38 |
$ 558,805.38 |
c) Source of funding for difference, if not fully budgeted:
$20,591 unfunded amount for Phase I to be funded via BA from 1-519-6001-46150 (R&M - Land, Building & Improvement) to 1-519-6001-64060 (Physical Control System sch sites)
The Phase II starting date and funding source to be determined.
d) 5 year projection of the operational cost of the project:
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
|
|
$0 |
$0 |
$0 |
|
Expenditures |
$1,081,125.09 |
$1,509,757.79 |
$27,724 |
$27,724 |
$27,724 |
|
Net Cost |
$1,081,125.09 |
$1,509,757.79 |
$27,724 |
$27,724 |
$27,724 |
e) Detail of additional staff requirements: Not Applicable.