Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF FLOORING IN VARIOUS AREAS OF THE PEMBROKE PINES CHARTER SCHOOLS FROM MOHAWK CARPET DISTRIBUTION, INC. IN THE AMOUNT NOT TO EXCEED $88,906.46, UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA ALTERNATE SOURCE CONTRACT #30161700-24-ACS VIA THE SOURCEWELL CONTRACT # 061323-MCD, 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 Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states, “Utilization of other governmental agencies’ contracts.”
- 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. The City’s Pembroke Pines Charter Schools would like to renovate the flooring and base boards at the charter schools in the following areas:
Central Campus - Admin Building Corridor Area B
East Campus - Media Room and five offices
2. The Public Services Department would like to utilize the State of Florida Alternate Source Contract #30161700-24-ACS for “Flooring with Related Equipment, Products, Supplies, Installation and Services”
3. The State of Florida utilizes the Alternate Contract Source (ACS) #30161700-24-ACS for the purchase of floor coverings for State of Florida Agencies and other eligible users utilizing the Sourcewell Contract # 061323-MCD for the purchase and installation of new carpet and flooring products intended solely for use as commercial grade floor coverings.
4. Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and contract award process for the benefit of its 50,000+ members across the United States and Canada. Sourcewell’s solicitation process complies with Minnesota law and policies, and results in cooperative contracting solutions from which Sourcewell’s members procure equipment, products, and services.
5. The following contractors participate in this Alternate Contract Source (ACS):
" Bentley Mills Inc.
" Interface Americas Inc.
" Karndean International LLC
" Mannington Commercial, a business unit of Mannington Mills Inc.
" Mohawk Carpet Distribution Inc.
" Shaw Industries, Inc.
" Tarkett USA Inc.
6. In an effort to standardize the flooring the is being installed at the schools, the Public Services Department has elected to continue utilizing Mohawk Carpet Distribution, Inc. as they have done since 2017. The Public Services Department has obtained quotes from Mohawk Carpet Distribution, Inc. for the different areas which must be completed.
Below are the quoted prices by location:
|
Location |
Contract Items Cost |
Open Market Items Cost |
Total Cost |
|
Central Campus |
$18,910.99 |
$382.08 |
$19,293.07 |
|
East Campus |
$48,592.46 |
$21,020.93 |
$69,613.39 |
|
Total: |
$67,503.45 |
$21,403.01 |
$88,906.46 |
7. The quotes obtained include $21,403.01 worth of additional items that were not included in the State of Florida Alternate Source Contract #30161700-24-ACS. The contract allows for “open market” items. The Public Services Department deemed that these costs were reasonable and would like to purchase the additional open market items from Mohawk Carpet Distribution, Inc.
8. The project will be performed over the 2024 summer break. Due to time constraints, the attached agreement has not been signed but will be executed and attached prior to the Commission Meeting.
9. Request Commission to approve the purchase and installation of flooring in various areas of the Pembroke Pines Charter Schools from Mohawk Carpet Distribution, Inc. in the amount not to exceed $88,906.46, utilizing pricing established by the State of Florida Alternate Source Contract #30161700-24-ACS via the Sourcewell contract #080819-MCD pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $88,906.46.
b) Amount budgeted for this item is in Account No: Funds for charter school flooring projects are included in the FY2025 Proposed Charter School Budget, to be presented to City Commission for approval on June 18, 2024, within the following accounts:
|
School Site |
R&M Land Bldg & Improvement Accounts |
|
East Elementary |
170-569-5051-546150-7900-350-0000-00550 |
|
Central Elementary |
170-569-5051-546150-7900-350-0000-00552 |
|
Central Middle |
171-569-5052-546150-7900-350-0000-00554 |
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.