Title
MOTION TO APPROVE THE AGREEMENT WITH DOWLING CONSTRUCTION COMPANY, PURSUANT TO THE AWARD OF RFP # PL-18-06 “DIGITAL SIGNAGE FABRICATION AND INSTALLATION” FOR AN AMOUNT NOT TO EXCEED $512,488.08, WHICH INCLUDES AN AMOUNT OF $11,452 FOR PAYMENT AND PERFORMANCE BONDS, A 5% OWNER'S CONTINGENCY IN THE AMOUNT OF $23,726.30, AND A 3% PERMIT ALLOWANCE IN THE AMOUNT OF $14,235.78.
Summary Explanation and Background
This item was pulled at the request of the awarded vendor, prior to the start of the April 15, 2020 Commission Meeting, to be brought back at this Commission meeting.
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines a Request for Proposals as “A written solicitation for competitive sealed proposals with the title, date and hour of the public opening designated. A request for proposals shall include, but is not limited to, general information, functional or general specifications, a statement of work, proposal instruction and evaluation criteria. All requests for proposals shall state the relative importance of price and any other evaluation criteria. The city may engage in competitive negotiations with responsible proposers determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offer.”
- 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(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 February 6, 2019, the City Commission authorized the advertisement of PL-18-06 “Digital Signage Fabrication and Installation”, which was advertised on February 12, 2019.
2. The purpose of this solicitation was to find a qualified firm to provide programmable digital message center board signs to display digital messages communicating information to the public about events and potential emergency situations within the City of Pembroke Pines and surrounding areas.
3. On August 7, 2019, the City Commission approved the findings and recommendation of the evaluation committee to award PL-18-06 “Digital Signage Fabrication and Installation” to Dowling Construction Company, and to direct the City Manager to negotiate a contract for services.
4. Administration has negotiated an agreement with Dowling Construction Company to install seven 3' x 9' 10mm Watchfire digital signs at the following locations, as outlined in the attached "Summary of Digital Signage Locations" exhibit which includes a mockup of the signs and the locations:
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Total With 3% |
|
|
|
|
Base Project |
3% Permit Allow. |
|
Ref |
Locations |
Sides |
Cost |
& 5% Owner’s Cont. |
|
A |
West Pines Soccer Park |
2 |
$ 74,151.54 |
$ 80,083.66 |
|
B |
Fire Station 99 |
2 |
$ 74,151.54 |
$ 80,083.66 |
|
C |
Fire Station 69 |
2 |
$ 74,151.54 |
$ 80,083.66 |
|
D |
Fire Station 89 |
1 |
$ 51,448.64 |
$ 55,564.54 |
|
E |
Charles F. Dodge City Center |
2 |
$ 74,151.54 |
$ 80,083.66 |
|
F |
Howard C. Forman Human Services Campus |
2 |
$ 74,151.54 |
$ 80,083.66 |
|
G |
Pembroke Lakes Golf Course |
1 |
$ 52,319.66 |
$ 56,505.24 |
|
|
|
|
$ 474,526.00 |
$ 512,488.08 |
5. The project will also include the Watchfire Ignite cloud-based Content Management Software, which has no cost for license fees, which the City will be able to utilize to update the messages on all or any of the signs remotely.
6. Request City Commission to approve the negotiated agreement with Dowling Construction Company, pursuant to the award of RFP # PL-18-06 "Digital Signage Fabrication and Installation" for an amount not to exceed $512,488.08, which includes an amount of $11,452 for payment and performance bonds, a 5% owner's contingency in the amount of $23,726.30, and a 3% permit allowance in the amount of $14,235.78.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $512,488.08, which includes an amount of $11,452 for payment and performance bonds, a 5% owner's contingency in the amount of $23,726.30, and a 3% permit allowance in the amount of $14,235.78.
b) Amount budgeted for this item in Account No: Funds are available in G.O. Bond Streetscape Project (Account # 320-541-6003-676/677-63995-6 Improvements - Landscaping). This project also included landscaping, lighting, and streetscape projects including gateway signs.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: The signs include a five-year warranty. Non-Warranty Maintenance costs (repairs resulting from Non-Warranty Damage such as but not limited to vandalism, lightning strikes, unusual voltage surges, un-approved sign operation, etc.) will be charged at a rate of $375 per hour for the first two hours and $149 for any additional hours, along with the cost of parts. Electricity costs are estimated at $5,000 annually for all seven signs.
e) Detail of additional staff requirements: Not Applicable.