Title
MOTION TO AWARD PSPW-18-12 “PINES CHARTER SCHOOL WEST ELEMENTARY PLAYGROUND EPDM POUR IN PLACE SURFACE” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ESPA MANAGEMENT, INC. (FLORIDA PLAYGROUNDS), IN THE AMOUNT NOT TO EXCEED OF $99,900.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On October 3, 2018 the City Commission authorized to reject all proposals to PSPW-18-09 “Pines Charter School West Elementary Playground EPDM Pour In Place Surface” and to authorize the re-advertisement of this bid as PSPW-18-12 “Pines Charter School West Elementary Playground EPDM Pour In Place Surface”, which was then advertised on October 9, 2018.
2. The purpose of this solicitation was for the installation of a pour in place surface (EPDM) at the City of Pembroke Pines West Campus Charter Elementary Playground as the current rubber tile surface has reached the end of its life expectancy.
3. On November 6, 2018 the City opened four (4) proposals and one (1) no bid from the following vendors:
Vendor Name Total Cost
Leadex Corporation $87,520 (Alternate Bid)
ESPA Management, Inc. - (FloridaPlaygrounds) $99,900
Stonehenge Construction, LLC $133,884
Leadex Corporation $178,262
Bliss Products and Services, Inc. No Bid
4. The Public Services Department reviewed the alternate bid submitted by Leadex Corporation, but after review, has decided to go with the original scope of work requested rather than the suggested alternate of leaving the current rubber tiles in place and placing artifical turf on top of the rubber tiles. There is a concern with possible drainage issues regarding the alternate.
5. ESPA Management, Inc. did not submit Attachment B "Vendor Information Form and W-9, however, the City currently has this document on file as the City has previously issued Purchase Orders to ESPA Management, Inc. The main purpose of this form is to set up the vendor in the City's financial system in order to issue purchase orders and payments to the vendor.
6. ESPA Management, Inc. submitted the required Attachment G "Equal Benefits Certification Form", however, selected two acceptable answers: 1) Contractor currently complies with the requirements of this section; 2) Contractor does not provide benefits to employees’ spouses in traditional marriages. The Purchasing Manager allowed ESPA Management, Inc. to submit an updated form to clarify their response, where they selected the following allowable exemption “the Contractor does not provide benefits to employees’ spouses in traditional marriages.”
7. Per § 35.19 (E) (7) of the City's Procurement Procedures, "The City reserves the right to waive any irregularities in the bids, as determined by the Chief Procurement Officer and approved by the City Manager."
8. If the City were not to waive the irregularities in the bid, the cost to award the next most responsive/responsible bidder would be an additional $78,362, as the award must go to Leadex Corporation for a total of $178,262. Stonehenge Construction, LLC has stated they would not comply with the Equal Benefits Requirement.
9. The Public Services Department has reviewed the proposals and has deemed ESPA Management, Inc. to be the most responsive/responsible bidder.
10. Request Commission to award PSPW-18-12 "Pines Charter School West Elementary Playground EPDM Pour in Place Surface" to the most responsive/responsible bidder, ESPA Management, Inc. (Florida Playgrounds) in the amount not to exceed of $99,900.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $99,900
b) Amount budgeted for this item in Account No: $70,000 is available in account # 170-569-5051-551-46150-7900-350 (R & M- Land- Building & Improvement).
c) Source of funding for difference, if not fully budgeted: Upon Commission approval, a budget adjustment will be made to transfer $29,900 from 170-569-5051-551-45320-7900-320 (Insurance & Bond Premium) to account # 170-569-5051-551-46150-7900-350 (R & M- Land- Building & Improvement).
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.