Title
MOTION TO AWARD IFB # CS-19-04 “PINES POINT AND PINES PLACE AIR CONDITIONING UNITS” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, TECHNOLOGY INTERNATIONAL INC., AND TO ENTER INTO A ONE YEAR AGREEMENT TO PURCHASE ON AN AS NEEDED BASIS IN AN ANNUAL AMOUNT NOT TO EXCEED $78,150.
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 35.19(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(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 October 16, 2019, the City Commission authorized the advertisement of IFB # CS-19-04 “PINES POINT AND PINES PLACE AIR CONDITIONING UNITS”, which was advertised on October 22, 2019.
2. The purpose of this solicitation was to enter into an agreement to provide Pines Point and Pines Place air conditioning units on an as needed basis.
3. On November 19, 2019, the City opened two (2) bids from the following vendors:
|
Blizzard Air Conditioning LLC |
Qty |
Unit |
Price |
Total |
|
Gree - ETAC2-15HC230VA-CP |
50 |
each |
$ 699.00 |
$ 34,950.00 |
|
Gree - Power Cord - E2CORD-230V30A |
50 |
each |
$ 52.95 |
$ 2,647.50 |
|
Amana - PTC153G25AXXX |
50 |
each |
$ 749.00 |
$ 37,450.00 |
|
|
|
|
|
$ 75,047.50 |
|
|
|
|
|
|
|
Technology International Inc. |
Qty |
Unit |
Price |
Total |
|
Gree - ETAC2-15HC230VA-CP |
50 |
each |
$ 755.00 |
$ 37,750.00 |
|
Gree - Power Cord - E2CORD-230V30A |
50 |
each |
$ 53.00 |
$ 2,650.00 |
|
Amana - PTC153G25AXXX |
50 |
each |
$ 755.00 |
$ 37,750.00 |
|
|
|
|
|
$ 78,150.00 |
4. On January 8, 2020, the Contracts Division forwarded an agreement to Blizzard Air Conditioning LLC for execution, which they responded to by stating "they would not be able honor the prices on their bid submittal".
5. The Public Services Department reviewed the second proposal received and has deemed Technology International Inc. to be a responsive/responsible bidder.
6. In addition, Technology International Inc. has also completed the Equal Benefits Certification Form and has stated that the"Contractor currently complies with the requirements of this section."
7. Request Commission to award IFB # CS-19-04 “Pines Point and Pines Place Air Conditioning Units” to the most responsive/responsible bidder, Technology International Inc. , and to enter into a one year agreement to purchase on an as needed basis in an annual amount not to exceed $78,150.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $78,150.00
b) Amount budgeted for this item in Account No: Funds are available in account # 1-554-8002-603-46150 (R&M land, building & improvements) and
1-554-8002-46150 (R&M land, building & improvements)
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.