Title
MOTION TO APPROVE THE ONE YEAR AGREEMENT WITH MAVERICK UNITED ELEVATOR LLC. FOR ELEVATOR MAINTENANCE AND REPAIR SERVICES AT AN ANNUAL AMOUNT NOT TO EXCEED $28,800, AND ALSO APPROVE A PARTS AND REPAIR ALLOWANCE AT AN ESTIMATED ANNUAL AMOUNT NOT TO EXCEED $45,000, UTILIZING PRICING FROM THE CITY OF FORT LAUDERDALE'S CONTRACT # 373-11883, FOR A TOTAL ANNUAL AMOUNT NOT TO EXCEED $73,800, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY’S CODE OF ORDINANCES.
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(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances, “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from the competitive procurement process.”
- 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. The Public Services Department determined that it would be in the City’s best interest to contract a single vendor to maintain and repair elevators at various locations in the City. The City has currently been contracting with different vendors and the various locations.
2. On February 9, 2017, the City of Fort Lauderdale issued ITB # 373-11883 Elevator Maintenance and Repairs.
3. On June 6, 2017, the City of Fort Lauderdale awarded ITB # 373-11883 Elevator Maintenance and Repairs to Maverick United Elevator LLC.
4. The Public Services Department has obtained a quote utilizing the pricing established by the City of Fort Lauderdale contract # 373-11883. Below is the cost provided for monthly preventative maintenance at each location:
|
Location |
QTY |
Cost |
|
Pines Point |
4 |
$ 400.00 |
|
FSU |
2 |
$ 200.00 |
|
West Campus |
2 |
$ 200.00 |
|
Academic Village |
7 |
$ 700.00 |
|
Central Campus |
3 |
$ 300.00 |
|
Water Plant |
1 |
$ 100.00 |
|
Station 101 |
1 |
$ 100.00 |
|
Fire Department |
1 |
$ 100.00 |
|
Police station |
3 |
$ 300.00 |
Total monthly elevator maintenance cost: $2,400.00
Annual Cost: $28,800.00
5. The Public Services Department would also like to establish a $45,000 Allowance for Parts and Repairs that are outside of the contracted monthly maintenance. The cost for parts will be on a pass-thru basis. The labor rates for the repairs are as established by the City of Fort Lauderdale contract # 373-11883 and as follows:
A. Labor for Mechanic. $65/hr - Mechanic's labor during normal business hours for repairs that are outside of the contracted monthly maintenance.
B. Labor for Helper. $18/hr - Helper's labor during normal business hours for repairs that are outside of the contracted monthly maintenance.
C. Labor for Mechanic (Overtime/Holiday) $97.50/hr - Mechanic's labor during overtime or holiday hours for repairs that are outside of the contracted monthly maintenance.
D. Labor for Helper (Overtime/Holiday) $27/hr - Helper's labor during overtime or holiday hours for repairs that are outside of the contracted monthly maintenance.
6. The contract is being established for a one year period and will expire on June 5, 2021.
7. Request City Commission to approve the one year agreement with Maverick United Elevator LLC., for elevator maintenance and repair services at an annual amount not to exceed $28,800, and also approve a parts an repair allowance at an estimated annual amount not to exceed $45,000, utilizing pricing from the City of Fort Lauderdale's Contract # 373-11883 for a total annual amount not to exceed $73,800, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $28,800 is the annual amount for preventative maintenance. (Only $5,400 is needed for the remainder of this fiscal year, with the Charter school fiscal year ending on 6/30/20.) The $45,000 parts and repair allowance will be used on an as needed basis for those items not covered under the monthly preventative maintenance. Those funds will be paid out of the respective department's coding 46150 when necessary.
b) Amount budgeted for this item in Account No: Funds are budgeted in account #
Pines Point: 1-554-8002-46800 $1,600
FSU: 173-569-5061-34500-7900-350 $200
West Campus:
170-569-5051-551-34500-7900-350 $100
171-569-5052-553-34500-7900-350 $100
Academic Village: 172-569-5053-34500-7900-350 $700
Central Campus:
170-569-5051-552-34500-7900-350 $150
171-569-5052-554-34500-7900-350 $150
Water Plant: 471-533-6031-34500 $400
Fire Station 69: 1-529-4003-34500 $400
Fire Station 101: 1-529-4003-911-34500 $400
Police Station: 1-521-3001- -46800 $1,200
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.