Title
MOTION TO AWARD IFB # PSPW-19-08 “EMERGENCY BACKUP POWER FOR CITY HALL” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, EAU GALLIE ELECTRIC, INC, IN THE AMOUNT NOT TO EXCEED $1,163,007.30, WHICH INCLUDES A 10% OWNER’S CONTINGENCY OF $102,921 AND A 3% PERMIT ALLOWANCE IN THE AMOUNT OF $30,876.30.
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 September 5, 2019, the City Commission authorized the advertisement of IFB # PSPW-19-08, “Emergency Backup Power for City Hall", which was advertised on September 10, 2019.
2. The purpose of this solicitation was to provide an emergency backup power system for City Hall. This system will allow the City to expand EOC capabilities, power the kitchen to prepare meals, and serve as a shelter for first responders.
3. On October 15, 2019, the City opened five (5) proposals from the following vendors:
|
Vendor Name |
Total Cost Including P&P Bond |
|
Eau Gallie Electric Inc |
$ 1,029,210.00 |
|
Zabatt Power Systems |
$ 1,085,217.27 |
|
AGC Electric Inc |
$ 1,434,731.53 |
|
Gilmore Electric |
$ 1,433,180.00 |
|
All Florida Contracting Services |
$ 2,712,000.00 |
4. The Public Services Department has reviewed the proposals and has deemed Eau Gallie Electric, Inc., to be the most responsive/responsible bidder.
5. In addition, Eau Gallie Electric, Inc has also completed the Equal Benefits Certification Form and has stated that the "Contractor will comply with the conditions of this section at the time of contract award."
6. The Public Services Department would like to add a 10% owner’s contingency to the project to cover any additional services needed along with a 3% permit allowance which will increase the total cost from $1,029,210 to $1,163,007.30.
7. On April 17, 2019, the City Commission approved a motion to accept the Grant Agreement between the Federal Emergency Management Agency (FEMA), the Florida Division of Emergency Management (FDEM) and the City Of Pembroke Pines.
8. This project was Project Number 4337-68-R, City Hall Industrial Kitchen & Great Hall Comfort Station, Generator. The City was approved for $779,250 in grant funding.
9. Request Commission to award IFB # PSPW-19-08, “Emergency Backup Power For City Hall” to the most responsive/responsible bidder, Eau Gallie Electric, Inc., in the amount not to exceed $1,163,007.30, which includes a 10% owner’s contingency of $102,921 and a 3% permit allowance in the amount of $30,876.30.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $1,163,007.30
b) Amount budgeted for this item in Account No: $1,163,008 is budgeted in account # 1-519-6001-4337-64073 (Generator). $779,250 was provided by grant funding and $353,758 is being funded by the City.
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.