Title
MOTION TO REJECT ALL BIDS FOR IFB # RE-23-04 “PEMBROKE PINES PARKS - HVAC REPLACEMENT” AND TO AUTHORIZE THE RE-ADVERTISEMENT OF THE SOLICITATION AS IFB # RE-24-07 "PEMBROKE PINES PARKS - HVAC REPLACEMENT".
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(F) states, "Rejection of bids. The City Manager and City Commission may reject bids, parts of all bids or all bids for any one or more commodities or services included in the proposed contract when the public interest will be served thereby. The Chief Procurement Officer shall not accept a bid from a contractor who is in default on payment of taxes licenses or other moneys due the city."
SUMMARY EXPLANATION AND BACKGROUND:
1. On August 16, 2023, the City Commission authorized the advertisement of IFB # RE-23-04 “Pembroke Pines Parks - HVAC Replacement”, which was advertised on August 22, 2023.
2. The purpose of the solicitation was to replace HVAC systems at several Pembroke Pines parks with Trane HVAC systems, in accordance with the terms, conditions, and specifications contained in this solicitation.
3. On October 3, 2023, the City opened bids from the following two (2) vendors:
|
Project Location |
Advanced Roofing, Inc |
Richie Rich Services, LLC. |
|
Club 19 Golf Club |
$174,073.00 |
$188,100.00 |
|
Club 19 Golf Pro‐Shop Bldg |
$29,052.00 |
$27,500.00 |
|
Rose Price Park HVAC |
$107,093.00 |
$84,000.00 |
|
Towngate Park HVAC |
$107,093.00 |
$63,000.00 |
|
Cost for Payment & Performance Bond |
$15,013.00 |
No Bid |
|
Total |
$432,324.00 |
$362,600.00 |
4. The bids received were much higher than staff’s estimated cost of $200,000. The Recreation and Cultural Arts Department, together with the Public Services Department, decided to clarify the scope of work by hiring a mechanical engineer to provide design documents for the project and to rebid the project with those detailed documents. The desire is that with detailed plans and scope, the contractors can provide better pricing.
5. Request the City Commission to reject all bids for IFB # RE-23-04 “Pembroke Pines Parks - HVAC Replacement" and to authorize the re-advertisement of the solicitation as IFB # RE-24-07 "Pembroke Pines Parks - HVAC Replacement".
Financial Impact
FINANCIAL IMPACT DETAIL:
RE-24-07 "Pembroke Pines Parks - HVAC Replacement"
$102,900 is available in account # 001-572-7001-546150-0000-000-0000 (R&M Land Bldg. & Improvement) for Price Park and Towngate.
$139,500 is available in account # 001-575-7006-546150-0000-000-0000 (R&M Land Bldg & Improvement) for Golf Course Pro Shop and Club 19.