Title
MOTION TO AWARD IFB # RE-24-10 "CITY HALL REFRIGERATION CONDENSING UNIT REPLACEMENT" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, BRIGGS COOLING & REFRIGERATION, INC, IN THE AMOUNT NOT TO EXCEED $93,225, WHICH INCLUDES AN OWNER’S CONTINGENCY FEE IN THE AMOUNT OF $8,000.
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 35.21 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 November 6, 2024, the City Commission authorized the advertisement of IFB # RE-24-10 “City Hall Refrigeration Condensing Unit Replacement”, which was advertised on November 14, 2024.
2. The purpose of the solicitation was to replace the condensing unit for the kitchen refrigeration system at City Hall, in accordance with the terms, conditions, and specifications contained in this solicitation.
The outside condenser unit for all walk-in coolers at City Center is due for replacement. Upgrading to a unit with the appropriate stainless housing will ensure long-term durability and performance.
3. On December 17, 2024, the City opened proposals from the following four (4) vendors listed in ascending order:
|
|
Vendor |
Total Cost |
|
|
Thermo Air Inc (Alternate) |
$72,900.00 |
|
|
Briggs Cooling & Refrigeration, Inc |
$85,225.00 |
|
|
Thermo Air Inc |
$99,700.00 |
|
|
JCR Mechanical Contractor |
$119,500.00 |
4. The lowest bid was for an alternative product, submitted by Thermo Air Inc, for a total amount of $72,900.
5. Upon reviewing Thermo Air Inc.'s alternate submittal, the engineering consultant determined that it was not an equivalent product, as it would have necessitated an upgrade to the existing breaker and feeder.
6. Subsequently, the Recreation and Cultural Arts Department reviewed the proposal submitted by Briggs Cooling & Refrigeration, Inc, and deemed them the lowest, most responsive/responsible bidder.
7. In addition, Briggs Cooling & Refrigeration, Inc has also completed the Equal Benefits Certification Form and has utilized the following allowable exemption, stating that the "Contractor does not provide benefits to employees’ spouses in traditional marriages."
8. Request Commission to award IFB # RE-24-10 "City Hall Refrigeration Condensing Unit Replacement" to the most responsive/responsible bidder, Briggs Cooling & Refrigeration, Inc, in the amount not to exceed $93,225, which includes an owner's contingency fee in the amount of $8,000.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $93,225, which includes an owner's contingency fee in the amount of $8,000.
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-573-7010-546150-0000-000-0000-00340 (R&M Land, Bldg & Improv)
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.