Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF LVT FLOORING IN VARIOUS AREAS OF THE PEMBROKE PINES CHARTER SCHOOLS, FROM MOHAWK CARPET DISTRIBUTION, INC., IN THE AMOUNT NOT TO EXCEED $74,716.72, WHICH INCLUDES A 10% OWNER'S CONTINGENCY AMOUNT OF $6,792.43, UTILIZING THE STATE OF FLORIDA ALTERNATE SOURCE CONTRACT # 30161700-20-ACS VIA THE SOURCEWELL CONTRACT # 080819-MCD, 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:"
- Section 35.18(C)(5) states that “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 City of Pembroke Pines Charter Schools would like to renovate the flooring in three of the Charter School Campuses as follows:
|
Academic Village |
|
Building U - 107 |
|
Building U - 121 |
|
Building U - 122 |
|
Building C - 217 |
|
Building C - 201 |
|
Building C - 202 |
|
Building C - 203 |
|
Building D - 209 |
|
Central Campus |
|
Building M - 127 |
|
FSU Campus |
|
Room - 123 A |
|
Room - 129 |
|
Room - 215 |
2. The Public Services Department would like to utilize the State of Florida Alternate Source Contract # 30161700-20-ACS for "Flooring with Related Equipment, Products, Supplies, Installation and Services".
3. The State of Florida utilizes an Alternate Contract Source (ACS) for the purchase of floor coverings for State of Florida Agencies and other eligible users utilizing the Sourcewell contract # 080819-MCD (competitively solicited) for the purchase and installation of new carpet and flooring products (e.g., broadloom carpet, carpet tiles, rubber flooring, VCT, linoleum, sheet vinyl, and walk-off mats) intended solely for use as commercial grade floor coverings.
4. Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and contract award process for the benefit of its 50,000+ members across the United States and Canada. Sourcewell’s solicitation process complies with Minnesota law and policies, and results in cooperative contracting solutions from which Sourcewell’s members procure equipment, products, and services.
5. The following contractors participate in this Alternate Contract Source (ACS):
- Bentley Mills Inc.
- Interface Americas Inc.
- Karndean International LLC
- Mannington Commercial, a business unit of Mannington Mills Inc.
- Mohawk Carpet Distribution Inc.
- Shaw Industries, Inc.
- Tarkett USA Inc.
6. The Public Services Department has obtained quotes from Mohawk Carpet Distribution, Inc for the different areas which must be completed. Below are the quoted prices:
|
Location |
Materials |
Labor |
|
Academic Village Bld U |
$ 4,334.86 |
$ 8,983.77 |
|
Academic Village Bld C |
$ 7,775.65 |
$16,966.77 |
|
Academic Village Bld D |
$ 2,043.52 |
$ 4,089.23 |
|
Central Campus Bld M |
$ 3,437.67 |
$ 8,164.44 |
|
FSU Campus Rms 123A/129 |
$ 3,192.98 |
$ 7,345.95 |
|
FSU Campus Rm 215 |
$ 536.66 |
$ 1,052.79 |
|
Total |
$21,321.34 |
$46,602.95 |
7. This project will be performed over the 2020 summer break.
8. The Public Services Department and the Pembroke Pines Charter Schools recommend the purchase and installation of LVT flooring at the Charter Schools from Mohawk Carpet Distribution, Inc.
9. Request Commission to approve the purchase and installation of LVT flooring in various areas of the Pembroke Pines Charter Schools, from Mohawk Carpet Distribution, Inc., in the amount not to exceed $74,716.72, which includes a 10 % owner's contingency in the amount of $6,792.43, utilizing the State of Florida Alternate Source Contract # 30161700-20-ACS via the Sourcewell Contract # 080819-MCD, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Estimated total cost for charter school flooring projects: $74,716.72
b) Amount budgeted for this item in Account No: The cost of the flooring projects have been separated and allocated into two expenses-Material Expenses and Labor Costs. The material expenses will be expensed to the 2019-20 adopted charter school budget and the labor costs will be expensed to the 2020-21 proposed charter school budget within the following accounts:
|
FY2019-20 Budget-R&M Land-Building & Improvement Accounts |
|
Site |
Account Coding |
Cost of Materials |
|
Central Middle |
171-569-5052-554-46150-7900-350 |
$ 3,437.67 |
|
Academic Village |
172-569-5053-46150-7900-350 |
$ 14,154.03 |
|
FSU Elementary |
173-569-5061-46150-7900-350 |
$ 3,729.64 |
|
|
Total |
$ 21,321.34 |
|
FY2020-21 Budget-R&M Land-Building & Improvement Accounts |
|
Site |
Account Coding |
Labor Costs |
|
Central Middle |
171-569-5052-554-46150-7900-350 |
$ 9,324.65 |
|
Academic Village |
172-569-5053-46150-7900-350 |
$ 34,459.15 |
|
FSU Elementary |
173-569-5061-46150-7900-350 |
$ 9,611.58 |
|
|
Total |
$ 53,395.38 |
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