Title
MOTION TO APPROVE THE FINDINGS AND RECOMMENDATION OF THE EVALUATION COMMITTEE AND TO AWARD RFQ # PSUT-23-06 "CCNA EMERGENCY POWER SYSTEM REPLACEMENT AT THE WWTP RE-BID" TO HILLERS ELECTRICAL ENGINEERING, INC. AND TO DIRECT THE CITY MANAGER TO NEGOTIATE A CONTRACT FOR SERVICES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines a Request for Qualifications as “A written solicitation for competitive sealed offers with the title, date and hour of the public opening designated. A request for qualifications shall include, but is not limited to, general information, functional or general specifications, statement of work, instructions for offer and evaluation criteria. All requests for qualifications shall state the relative importance of the evaluation criteria. The city may engage in competitive negotiations with responsible offerors determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of offers, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offer.”
- 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."
- Florida Statute (F.S.) 287.055 is known as the “Consultant’s Competitive Negotiation Act” (CCNA).
- F.S. Section 287.055(2)(a) defines Professional services as “those services within the scope of the practice of architecture, professional engineering, landscape architecture, or registered surveying and mapping, as defined by the laws of the state, or those performed by any architect, professional engineer, landscape architect, or registered surveyor and mapper in connection with his or her professional employment or practice.”
- F.S. Section 287.055(2)(f) states “Project” means that fixed capital outlay study or planning activity described in the public notice of the state or a state agency under paragraph (3)(a). A project may include:
1. A grouping of minor construction, rehabilitation, or renovation activities.
2. A grouping of substantially similar construction, rehabilitation, or renovation activities.
- F.S. Section 287.055(3)(a)(1) states “Each agency shall publicly announce, in a uniform and consistent manner, each occasion when professional services must be purchased for a project the basic construction cost of which is estimated by the agency to exceed the threshold amount provided in s.287.017 for CATEGORY FIVE ($325,000) or for a planning or study activity when the fee for professional services exceeds the threshold amount provided in s.287.017 for CATEGORY TWO ($35,000), except in cases of valid public emergencies certified by the agency head. The public notice must include a general description of the project and must indicate how interested consultants may apply for consideration.”
- 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 March 15, 2023, the City Commission authorized the advertisement of RFQ # PSUT-23-02 “CCNA Emergency Power System Replacement at the WWTP”, which was advertised on March 22, 2023.
2. The purpose of this solicitation was to provide Consulting/Professional Services to replace the emergency power system, including the diesel generators, at the Wastewater Treatment Plant (WWTP) located at 13955 Pembroke Road, Pembroke Pines, FL 33029, in accordance with the solicitation and with the Consultant’s Competitive Negotiation Act (C.C.N.A. - Florida Statute 287.055). Services may include, however are not limited to:
- Data Collection
- Site Visits
- Existing Emergency Power System Evaluation, Studies, and Reports
- Design (Drawings and specifications)
- Electrical Engineering Services
- Instrumentation and Control Engineering Services
- Cost Estimating
- Permitting
- Bidding Support
- Engineering Services during Construction.
3. On April 25, 2023, despite the fact that there were sixteen documented bid takers, the bid closed without any submissions.
4. The Utilities Department requested to re-advertise the solicitation as RFQ# PSUT-23-06 “CCNA Emergency Power System Replacement at the WWTP Re-Bid”, which was advertised on July 11, 2023.
5. On August 29, 2023, the City opened three (3) proposals from the following vendors (in order of bids received):
|
Vendor Names |
|
Hillers Electrical Engineering, Inc. |
|
Natron Consulting Engineers / Pearce Renewables, LLC |
|
Florida Consulting Engineers Design, Inc. DBA FICE Design |
6. On November 2, 2023, the City convened an evaluation committee that was tasked with certifying, no less than three (3) firms, as qualified to perform the required services. In determining whether a firm is qualified, the evaluation committee evaluated the qualifications of the proposers based on the weighted criteria listed below:
- Adequacy of Personnel / Ability of Professional Personnel (25 points)
- Past Record / Past Performance (25 points)
- Capabilities (25 points)
- Experience (of the firm or individual) (25 points)
7. At the November 2, 2023, meeting, the evaluation committee deemed all three (3) vendors; Hillers Electrical Engineering, Inc., Natron Consulting Engineers / Pearce Renewables, LLC, and Florida Consulting Engineers Design, Inc. DBA FICE Design, as qualified. These vendors were notified to attend the second meeting which included presentation by the vendors with questions from the Committee.
8. On November 15, 2023, the President of FICE Design informed the Procurement Department that they would be unable to participate in the scheduled second meeting on November 20, 2023, and thanked the City and stated that they “hope to work with Pembroke Pines on projects in the future.”
9. On November 20, 2023, the City re-convened the evaluation committee. Members discussed the email from FICE Design and the CCNA statue which requires the City to have discussions with all vendors that are being considered for award, thus the vendor not being able to make the presentation and have discussions with the Evaluation Committee precludes the vendor being considered in the scoring. Member Bailey, seconded by Member Hernandez, made a motion to move forward with the remaining two vendors for presentation and questions, and to only score the same two vendors, Hillers Electrical Engineering, Inc. and Natron Consulting Engineers / Pearce Renewables, LLC. The motion passed unanimously.
The evaluation committee had presentations followed by a question & answer period with Hillers Electrical Engineering, Inc. and Natron Consulting Engineers / Pearce Renewables, LLC, regarding their: (1) Qualifications, (2) Approach to the project; and (3) Ability to furnish the required services.
10. The evaluation committee scored and ranked the vendors based on the weighted criteria provided for in the solicitation documents and listed below:
- Adequacy of Personnel / Ability of Professional Personnel (25 points)
- Past Record / Past Performance (25 points)
- Firm’s Understanding and Approach to the Work (35 points)
- Willingness to Meet Time and Budget Requirements (5 points)
- Recent, Current, and Projected Workloads of the Firms (5 points)
- Location (2.5 points)
- Whether a Firm is a Certified Minority Business Enterprise (as defined by the Florida Small and Minority Business Assistance Act) / or a Veteran Owned Small Business Preference* (2.5 points)
11. At the November 20, 2023 meeting, the evaluation committee ranked the vendors as shown below:
|
Rank |
Vendor |
|
1. |
Hillers Electrical Engineering, Inc. |
|
2. |
Natron Consulting Engineers / Pearce Renewables, LLC |
12. Based on the scoring results, the evaluation committee approved a motion to recommend the City Commission to award RFQ # PSUT-23-06 “CCNA Emergency Power System Replacement at the WWTP Rebid”, to the first ranked vendor, Hillers Electrical Engineering, Inc., and to direct the City Manager to negotiate a contract for services. If negotiations fail, negotiations will move on to the next highest ranked firm.
13. An agenda item will be brought back to present to the Commission the negotiated contract executed by the vendor.
14. Hillers Electrical Engineering, Inc. has also completed the Equal Benefits Certification Form and has stated that the “Contractor currently complies with the requirements of this section.”
15. Request City Commission to approve the findings and recommendation of the evaluation committee and to award RFQ # PSUT-23-06 “CCNA Emergency Power System Replacement at the WWTP Rebid”, to Hillers Electrical Engineering, Inc., and to direct the City Manager to negotiate a contract for services.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: None at this time. A negotiated contract will be brought back to the Commission and executed by the vendor.
b) Amount budgeted for this item in Account No: The City anticipates funding from grants and other federal money. After the qualifications are received and evaluated, and an agreement has been negotiated, the City will determine the appropriate funding sources and budget for applicable projects.
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.