Title
MOTION TO AWARD IFB # CS-23-04 "REPLACEMENT OF GENERATOR AT PINES POINT ADMINISTRATION (501 BUILDING)" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ALL FLORIDA CONTRACTING SERVICES, LLC., IN THE AMOUNT NOT TO EXCEED $160,875, WHICH INCLUDES A 10% OWNER’S CONTINGENCY IN THE AMOUNT OF $14,625.
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 35.21 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 June 21, 2023, the City Commission authorized the advertisement of IFB # CS-23-04 "Replacement of Generator at Pines Point Administration (501 Building)", which was advertised on June 27, 2023.
2. The purpose of this solicitation was to install a new emergency generator and Hydralink monitoring system at Pines Point Administration (501 building). This project is a part of The Community Development Block Grant (CDBG) -CV Program which provides to the City as a one-time grant, in response to the COVID-19 pandemic, to fund activities that are to prevent, prepare for, and respond to Coronavirus.
3. On July 25, 2023, the City opened three (3) proposals from the following vendor:
|
Vendor |
Total Cost |
|
All Florida Contracting Services |
$146,250.00 |
|
Zabatt Engine Services, Inc. dba Zabatt Power Systems, Inc. |
$186,599.59 |
|
Miami Fresh Renovations |
$234,239.58 |
4. The Public Services Department reviewed the bids and verified All Florida Contracting Services, LLC’s submittal by requesting a schedule of values and verifying all the items from the bid were accounted for. After this review the Public Services Department deemed All Florida Contracting Services, LLC the most responsive responsible bidder.
5. In addition, All Florida Contracting Services, LLC has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
6. Request Commission to award IFB # CS-23-04 “Replacement of Generator at Pines Point Administration (501 Building)” to the most responsive/responsible bidder, All Florida Contracting Services, LLC in the amount not to exceed $160,875.00 which includes a 10% owner’s contingency of $14,625.00.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $160,875.
b) Amount budgeted for this item in Account No: Funds will be available in account # 121-554-0600-664073-0000-000-0501-02022 (Generator)
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.