Title
MOTION TO AWARD IFB # PSPW-24-08 "FSU CHARTER SCHOOLS ADA ACCESS CONTROLS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, SECURED TECHNOLOGIES INC, IN THE AMOUNT NOT TO EXCEED $62,627.40, WHICH INCLUDES AN OWNER'S CONTINGENCY IN THE AMOUNT OF $5,693.40
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 November 6, 2024, the City Commission authorized the advertisement of IFB # PSPW-24-08 "FSU Charter Schools ADA Access Controls", which was advertised on November 13, 2024.
2. The purpose of this solicitation was to install five (5) Americans with Disabilities Act (ADA) access push buttons at the FSU Charter School Campus, located at 601 SW 172 Ave, Pembroke Pines, FL 33029, in accordance with the terms, conditions, and specifications contained in this solicitation.
ADA Access Controls at FSU are necessary to facilitate the day to day of several students and staff who are handicapped and need to transition from building to building.
3. On December 10, 2024, the City opened three (3) proposals, from the following vendors:
|
Vendor |
Total Cost |
|
Everon LLC ADT Commercial |
$29,592.00 |
|
Secured Technologies Inc |
$56,934.00 |
|
Bryant Integrated Technologies |
$105,746.77 |
4. During the evaluation phase, a typo was identified in the bid package, creating a discrepancy regarding the pre-bid meeting requirement. Sections 2.3 and 2.4, titled "Mandatory Pre-Bid Meeting/Site Visit" and "Follow-Up Pre-Bid Meeting(s)" respectively, correctly stated that the pre-bid meeting was mandatory. However, Section 2.2, "Tentative Schedule of Events," stated that the meeting was non-mandatory. The pre-bid meeting was intended to be mandatory to ensure vendors fully understood the project scope and could submit accurate bids.
5. Everon LLC ADT Commercial, the lowest bidder, did not attend the mandatory pre-bid meeting, due to the conflicting language in the bid package. Despite Everon LLC ADT Commercial missing the pre-bid meeting, the City’s legal counsel advised the City to evaluate their proposal as if they had met the requirement.
6. As standard practice, the Procurement Department requested a Schedule of Values from Everon LLC ADT Commercial to assess their proposal. The schedule of values showed that Everon LLC ADT Commercial’s submission lacked several key components required in the project’s scope of work. When contacted for clarification, Everon LLC ADT Commercial confirmed that their proposal reflected their interpretation of the scope, and some items were not included.
As a result of these omissions, the Procurement and Public Services Departments determined that the bid did not meet the project requirements and deemed Everon LLC ADT Commercial unresponsive.
7. The Public Services Department moved onto the next low vendor, Secured Technologies Inc Secured Technologies Inc’s bid, and the requested schedule of values contained all the information needed to determine if Secured Technologies Inc.’s proposal was complete. As a result, Secured Technologies Inc. was deemed to be the most responsive/responsible vendor.
8. In addition, Secured Technologies Inc has also completed the Equal Benefits Certification Form and has utilized the following allowable exemption, stating that the "Contractor does not provide benefits to employees’ spoused in traditional marriages."
9. Request Commission to award IFB # PSPW-24-08 “FSU Charter Schools ADA Access Controls” to the most responsive/responsible bidder, Secured Technologies Inc, in the amount not to exceed $62,627.40, which includes an owner's contingency amount of $5,693.40.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $62,627.40, which includes an owner's contingency amount of $5,693.40.
b) Amount budgeted for this item in Account No: $0 are available in account # 001-519-6001-663000-0000-000-0000- (Improvement Other Than Bldg.).
c) Source of funding for difference, if not fully budgeted: A budget adjustment will be required to transfer $62,627.40 from account # 001-519-6001-546153-0000-000-0000- (R&M 0 Land Bldg. - SCH) to account # 001-519-6001-663000-0000-000-0000- (Improvement Other Than Bldg.).
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.