Title
MOTION TO APPROVE THE FINDINGS AND RECOMMENDATION OF THE EVALUATION COMMITTEE AND TO AWARD A CONTRACT FOR RFP # RE-24-04 "VENDING MACHINE SERVICES AT VARIOUS PEMBROKE PINES LOCATIONS” TO BETTOLI TRADING CORP. DBA BETTOLI VENDING.
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 a Request for Proposals as “A written solicitation for competitive sealed proposals with the title, date and hour of the public opening designated. A request for proposals shall include, but is not limited to, general information, functional or general specifications, a statement of work, proposal instruction and evaluation criteria. All requests for proposals shall state the relative importance of price and any other evaluation criteria. The city may engage in competitive negotiations with responsible proposers 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. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals 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."
- 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 35.21 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 September 25, 2018, the City opened five proposals for RFP #RE-18-12 "Vending Machine Services" and on January 16, 2019, the City Commission approved the findings and recommendation of the evaluation committee and to award RE-18-12 "Vending Machine Services" to Bettoli Trading Corp. Throughout the term of the agreement, the Recreation Department has been pleased with the services and has recommended renewal, however the contract expires on August 2, 2024 and has no more renewal options. The current contract provides for the Contractor to pay the City $51 per vending machine, or 20% of the Contractor's monthly gross sales, whichever is higher.
2. On March 6, 2024, the City Commission authorized the advertisement of RFP #RE-24-04 "Vending Machine Services at Various Pembroke Pines Locations", which was advertised on March 14, 2024.
3. The purpose of this solicitation was to establish a new contract to furnish, install, stock, replenish and maintain beverage machines, snack machines or both at various City locations. The selected contractor would provide a monthly revenue to the City of Pembroke Pines.
4. On April 16, 2024, the City opened one (1) proposal from the following vendor:
|
Vendor Name |
% of Gross Sales |
Minimum Amount Per Month |
|
|
Payable to the City |
per Vending Machine Payable to the City |
|
Bettoli Trading, Corp. |
20% |
$56.00 |
5. On June 5, 2024, the City convened an Evaluation Committee to evaluate the qualifications of the proposers based on the weighted criteria provided for in the bid documents and listed below:
|
Evaluation Criteria |
Points |
|
Resale Pricing & Approach |
30 |
|
References |
10 |
|
Experience and Ability |
15 |
|
Revenue Proposal |
40 |
|
Local Vendor Preference / Veteran Owned Small Business Preference* |
5 |
|
TOTAL |
100 |
6. The Evaluation Committee unanimously approved a motion to recommend to the City Commission to award RFP # RE-24-04 “Vending Machine Services at Various Pembroke Pines Locations” to the sole bidder, Bettoli Trading, Corp.
7. Bettoli Trading, Corp. has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirement of this section".
8. Request Commission to approve the findings and recommendation of the Evaluation Committee and to award a contract for RFP # RE-24-04 “Vending Machine Services at Various Pembroke Pines Locations” Bettoli Trading, Corp. dba Bettoli Vending.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: The City will receive monthly revenue based on the higher of two figures: either $2,016 (calculating $56 per machine for an estimated 36 vending machines) or 20% of gross sales.
b) Amount budgeted for this item in Account No: This agreement is of no cost to the City. Revenue will be allocated to the following accounts:
|
001-000-0800-362024-0000-000-0000 |
Commission-Coke Machines |
|
170-220590-552-2220 |
PC Central (50%) |
|
171-220590-554-2220 |
PC Central (50%) |
|
172-220515-2220 |
PC High School - Faculty Bevg |
|
172-220660-2220 |
PC High School - All other HS |
|
172-220655-2220 |
PC High School - For Kids |
|
1-220018 |
Pines Point & Pines Place |
|
173-220525-2220 |
FSU |
|
1-362024-800 |
All Other Monies |
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Revenues will be the higher of the two amounts listed in the initial cost section. The contract shall be for an initial two-year period with two additional two-year renewal terms.
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.