Title
MOTION TO AWARD IFB # PSPW-23-16 "PROVIDE AND INSTALL NEW METAL CANOPY AT WEST CAMPUS CARLINE AREA" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, DAN ENTERPRISES TEAM, LLC, IN THE AMOUNT NOT TO EXCEED $330,510.30, WHICH INCLUDES AN OWNER'S CONTINGENCY IN THE AMOUNT OF $15,738.59.
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 # PSPW-23-16 "Provide and Install New Metal Canopy at West Campus Carline Area", which was advertised on January 23, 2024.
2. The purpose of this solicitation was to seek proposals from qualified firms to remove a vinyl green canopy and install a new metal canopy at West Campus Charter Middle and Elementary School.
3. On February 20, 2024, the City opened three (3) proposals from the following vendors, listed below in ascending order:
|
|
Lump Sum |
Cost for |
Total Cost |
|
Vendor |
Cost |
P&P Bond |
|
|
Dan Enterprises Team LLC |
$309,771.71 |
$5,000.00 |
$314,771.71 |
|
Alasur Interior Corp |
$330,000.00 |
$9,900.00 |
$339,900.00 |
|
Techgroupone, Inc. |
$380,050.25 |
$9,744.88 |
$389,795.13 |
4. The Public Services Department has reviewed the bids and has deemed Dan Enterprises Team, LLC to be the most responsive/responsible bidder.
5. In addition, Dan Enterprises Team, LLC has also completed the Equal Benefits Certification Form and used the allowable exemption which states that the "Contractor does not provide benefits to employees’ spouses in traditional marriages."
6. The Public Services Department has included an owner’s contingency in the amount of $15,738.59 for any unforeseen expenses related to this project.
7. Request Commission to award IFB # PSPW-23-16 "Provide and Install New Metal Canopy at West Campus Carline Area” to the most responsive/responsible bidder, Dan Enterprises Team, LLC, in the amount not to exceed $330,510.30, which includes an owner's contingency in the amount of $15,738.59.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $330,510.30, which includes the cost of the payment and performance bond in the amount of $5,000 and an owner's contingency in the amount of $15,738.59.
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-519-6001-663000-0000-000-0000 (Improvement Other Than Bldg.)
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.