Title
MOTION TO APPROVE REQUEST TO ADVERTISE SOLICITATION(S):
(A) TS-24-10 "HP SERVERS"
(B) PSUT-24-09 "PRESTRESSED CONCRETE PIPE REPAIR FITTINGS"
(C) PD-24-03 “VEHICLE CONVERSION FOR THE POLICE DEPARTMENT’S CRISIS RESPONSE TEAM”
(D) PSPW-24-04 “CITYWIDE FENCING”
(E) TS-24-11 “CHROMEBOOK, CARTS, AND SMARTBOARDS”
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
(A) TS-24-10 "HP Servers"
The City of Pembroke Pines is seeking proposals from qualified firms to provide the requested Hewlett Packard Enterprise (HPE) servers for the City of Pembroke Pines. The new Hewlett Packard Enterprise (HPE) servers will be replacing aged and end of life (EOL) servers at various locations throughout the city and will be used for various support functions including Domain Name System (DNS), printers, and data storage.
(B) PSUT-24-09 "Prestressed Concrete Pipe Repair Fittings"
The City of Pembroke Pines is seeking proposals from qualified firms to supply repair fittings for a 30" Prestressed Concrete Cylinder Pipe (PCCP) force main. The 30" PCCP force main has reached the end of its useful life and is scheduled for replacement soon. While plans for the replacement are being developed, the City seeks to stock repair fittings as a contingency in case of a failure.
(C) PD-24-03 “Vehicle Conversion for The Police Department’s Crisis Response Team”
The City of Pembroke Pines is seeking proposals from qualified firms to install the necessary equipment and make the necessary conversions to the Police Department’s Sprinter Van to meet the needs of their Crisis Response Team (CRT).
(D) PSPW-24-04 “Citywide Fencing”
The City of Pembroke Pines is seeking proposals from qualified firms to provide the replacement and new installation of various types of fencing at various locations throughout the City on an as-needed basis. The City intends to award a primary, secondary and tertiary vendor with line item pricing.
The City currently has five vendors that are part of the Citywide Fencing pool of vendors that was approved by the City Commission on April 20, 2022, and amended to add one additional vendor on November 16, 2022. The pool of fencing contractors does not have pre-established pricing and requires City staff to reach out to the pool of vendors for pricing on every city project over $25,000. Note - For projects between $5,000 and $25,000, the City would be required to obtain three quotes, which may be from the pool of vendors.
Prior to establishing the pool of vendors, on May 18, 2016, the City Commission awarded IFB # PSPW-16-01 “Citywide Fencing” to a single vendor; Gomez & Sons Fence, Corp. for an initial one-year period with the option to renew for two additional one-year terms. The agreement included individual line-item pricing for fencing and fence repair and installation services on an as-needed basis. The Public Services Department, Recreation Department and other City-wide Departments were satisfied with the services are renewed the contract through its final term which expired on September 30, 2019.
With the expiration of the agreement, the City went back out to bid for IFB # PSPW-19-12 “Citywide Fencing” which was also awarded to Gomez & Sons Fence, Corp. for an initial three-year term. In June of 2021, during the second year of their three-year term, the vendor requested a 17% increase in their contract pricing due to increased labor and material costs. As a result, the City’s Administration explored the requested increase and the surge in steel prices and the impact on the economy. During that time period, President Trump's steel tariffs that were initially aimed at bolstering domestic steel production inadvertently led to increased prices. The COVID-19 pandemic further disrupted supply chains, affecting steel production and demand. However, with the rollout of vaccines and the reopening of industries, steel prices skyrocketed, with a 300% increase compared to pre-pandemic levels. With the steel industry being vital for various sectors, including infrastructure projects, and President Biden's proposed infrastructure plan that was expected to further boost demand, analysts predicted a 5-million-ton increase in demand for every $100 billion invested in infrastructure. Despite efforts to meet demand, as of August 2021, imports had risen by 17.5%. Even though Administration had found the 17% increase to the contract to be fair and reasonable, in lieu of approving the increase, City Administration decided to try an approach utilizing a pre-qualified pool of vendors, in which the City would issue a request through its e-procurement platform to request quotes for each fencing project estimated over $25,000.
City staff has experienced some challenges with the pool of vendors as it relates to participation from the vendors and pricing. The vendors do not consistently participate in providing pricing for city projects. There have been projects where we receive only one price and others where we have received only two.
The biggest challenge has been smaller fencing projects and repairs under $25,000 where the time it takes to request pricing from the vendors takes too long and with the amount of work in the surrounding areas, vendors don’t have time to constantly come out and do site visits and quote projects which results in delays to the Department and impedes work getting completed throughout the City. Administration would like to cancel the pool of fencing vendors and establish a one-year agreement with a primary, secondary and tertiary vendor. If approved, the agreement will include two one-year renewal options where the pricing increase will be capped by a CPI index. With a pre-established contract with pre-determined pricing, the City has found the contractor to be responsive and complete projects in an timely manner, making the process more efficient for the City, contractor and all stakeholders.
In addition to the benefits of utilizing this method, the City will also have an established contract in place with pre-approved pricing based on FEMA requirements in the event city fences are damaged by a hurricane and require repair or replacement.
(E) TS-24-11 “Chromebook, Carts, and Smartboards”
The City of Pembroke Pines is seeking proposals from qualified firms to provide the requested Chromebooks (with management license), Chromebook Carts, and Newline Smartboards (with wall mounts) for the City of Pembroke Pines’ Charter Schools. The requested equipment is new technology to support students and staff at the City's Charter Schools.
(F) Boiler Plate:
This attachment is the standard boiler plate language that is used for the solicitations listed above. It is attached to this agenda item separate from the solicitations to reduce the repetition of this item.
Financial Impact
FINANCIAL IMPACT DETAIL:
(A) TS-24-10 "HP Servers"
Funds are available in Account # 001-513-2002-664400-0000-000-0000 (Other Equipment)
(B) PSUT-24-09 "Prestressed Concrete Pipe Repair Fittings"
Funds are available in Account # 471-535-6021-663065-0000-000-0000 (Force Main)
(C) PD-24-03 “Vehicle Conversion for The Police Department’s Crisis Response Team”
Funds are available in Account # 001-521-3001-664221-0000-000-0000 (Van)
(D) PSPW-24-04 “Citywide Fencing”
Funds are available in various accounts and will be used on an as needed basis for projects as they arise.
(E) TS-24-11 “Chromebook, Carts, and Smartboards”
Based on final pricing per line item, funding will be available in the Computer Equipment capital and non-capital accounts within the 2024-2025 Charter School Adopted Budget.