Title
MOTION TO AWARD IFB # CS-25-01 “KITCHEN & BATHROOM CABINET FABRICATION & INSTALLATION FOR THE HOUSING DIVISION” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, VISTA CONSTRUCTION & REMODELING, LLC., ON AN AS-NEEDED BASIS, IN AN AMOUNT NOT TO EXCEED $450,000 FOR THE INITIAL TWO YEAR PERIOD.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is regarding "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 December 18th, 2024, the City Commission authorized the advertisement of IFB # CS-25-01 “Kitchen & Bathroom Cabinet Fabrication & Installation for the Housing Division”, which was advertised on December 30, 2024.
2. The purpose of the solicitation was for qualified firms to supply and install wood cabinets in the kitchens and bathrooms for the City of Pembroke Pines Housing Division’s apartments on an as-needed basis.
3. On January 21, 2025, the City opened bids from the following fourteen (14) vendors, listed in ascending order of their primary bid submittal, based on a quantity of one unit for every cabinet option:
|
Vendor |
Primary |
Alternate |
|
Blue Marlin General Contractor Inc. |
$48.37* |
N/A |
|
Stone Concept Miami Inc. |
$23,800.00 |
$24,000.00 |
|
BigKing Services |
$36,500.00 |
N/A |
|
MHC Construction |
$54,984.00 |
N/A |
|
Leon Custom Carpentry LLC |
$58,352.00 |
N/A |
|
Vista Construction & Remodeling, LLC |
$59,849.30 |
$42,749.00 |
|
DAN ENTERPRISES TEAM, LLC |
$63,512.52 |
N/A |
|
CABINET STOP SHOP LLC |
$73,516.00 |
N/A |
|
HORIZON ATM LLC |
$76,449.00 |
N/A |
|
Edifica |
$84,808.00 |
N/A |
|
Construction 95 LLC |
$88,115.00 |
N/A |
|
A-1 General Contracting Services Corp. |
$91,706.00 |
$13,755.90 |
|
TECHGROUPONE, Inc. |
$99,463.31 |
N/A |
|
Skyline Engineering Construction Corp. |
$102,950.00 |
N/A |
4. Blue Marlin General Contractor Inc. appeared to have submitted the lowest proposal of $48.37. However, due to such a large discrepancy in price, the procurement department contacted the vendor to verify their submission. The vendor stated they mistook the decimal point for a comma, resulting in an error in their submission. The vendor stated they intended to bid $48,365.14.
In addition to the decimal place error, the vendor also did not provide a complete bid and had several items that they did not include a cost for.
5. A-1 General Contracting Services Corp’s was the next apparent low bid, at $13,755.90, for their alternative proposal. The Procurement Department once again reached out to the vendor to verify their submission. A-1 General Contracting Services Corp clarified that their alternate bid only included the cost of labor, thereby making their alternative bid incomplete.
6. The two next lowest bids were both submitted by Stone Concept Miami. Inc, at $23,800 for their primary proposal and $24,000 for their alternate proposal. Once again, the Procurement Department reached out to the vendor to verify their bids. Stone Concept Miami. Inc informed the Procurement Department that their bids were incomplete. Therefore, their bids were deemed unresponsive.
7. The next lowest bid was submitted by BigKing Services for a total of $36,500. The Community Services and Procurement Departments held a meeting with BigKing Services in order to discuss their proposal. During this meeting, BigKing Services informed the City that they could not honor their original pricing of $36,500. The Community Services department thereby deemed BigKing Services’ proposal non-responsible.
8. The next lowest bid was an alternate bid submitted by Vista Construction & Remodeling, LLC for a total amount of $42,749. Once again, the Community Services and the Procurement Department requested a meeting with Vista Construction & Remodeling, LLC. During this meeting, Vista Construction & Remodeling, LLC. confirmed that their proposal was inclusive of everything that was requested and that they were able to honor their pricing.
The Community Services department also reviewed the alternative material proposed by Vista Construction & Remodeling, LLC. and determined it to be equivalent to what was requested. Therefore, the Community Services Department deemed them the most responsive/responsible bidder.
Vista Construction & Remodeling, LLC’s complete pricing table is as follows:
|
Pines Point Residences |
|
|
|
Description |
Apt Type |
Unit Price |
|
1 - Bedroom (Small) Entire Kitchen and Bathroom Sink Support |
A |
$5,945.00 |
|
1 - Bedroom (Large) Entire Kitchen & Bathroom Cabinets |
B |
$6,410.00 |
|
1 - Bedroom (Studio) Entire Kitchen and Bathroom Sink Support |
C |
$5,142.00 |
|
|
|
|
|
Pines Place Residences |
|
|
|
Description |
Apt Type |
Unit Price |
|
1 - Bedroom (Large) Top Cabinets |
A |
$2,127.25 |
|
1 - Bedroom (Large) Bottom Cabinets |
A |
$2,760.00 |
|
1 - Bedroom (Large) Entire Cabinets |
A |
$4,887.25 |
|
1 - Bedroom (Small) Top Cabinets |
B |
$1,511.25 |
|
1 - Bedroom (Small) Bottom Cabinets |
B |
$1,761.25 |
|
1 - Bedroom (Small) Entire Cabinets |
B |
$3,272.50 |
|
2 - Bedroom (Large) Top Cabinets |
E |
$1,941.25 |
|
2 - Bedroom (Large) Bottom Cabinets |
E |
$2,525.00 |
|
2 - Bedroom (Large) Entire Cabinets |
E |
$4,466.25 |
|
|
|
|
|
|
Total |
$42,749.00 |
9. Vista Construction & Remodeling, LLC also completed the Equal Benefits Certification Form and has stated that the “Contractor currently complies with the requirements of this section.”
10. Recommend Commission to award IFB # CS-25-01 “Kitchen & Bathroom Cabinet Fabrication & Installation for the Housing Division” to the most responsive/responsible bidder, Vista Construction & Remodeling, LLC., on an as-needed basis, in an amount not to exceed $450,000 for the initial two-year period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $450,000 for the initial two-year period. Services will be rendered on an as-needed basis.
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-554-8002-546150-0000-000-0000 (R&M Land Bldg & Improvement) for Pines Point and Account # 001-554-8002-546150-0000-000-00603 (R&M Land Bldg & Improvement) for Pines Place.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
|
|
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0 |
$0 |
$0 |
$0 |
$0 |
|
Expenditures |
$225,000 |
$225,000 |
$0 |
$0 |
$0 |
|
Net Cost |
$225,000 |
$225,000 |
$0 |
$0 |
$0 |
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.