Title
MOTION TO AWARD IFB # PSPW-20-08 "REPLACEMENT OF WINDOWS AND DOORS TO IMPACT RATED MATERIAL AT SW FOCAL POINT BUILDING” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ASSURED CONTRACTING LLC, IN THE AMOUNT NOT TO EXCEED $411,476.48, WHICH INCLUDES A 10% OWNER’S CONTINGENCY IN THE AMOUNT OF $37,406.95 AND THE COST TO PROVIDE A PAYMENT AND PERFORMANCE BOND IN THE AMOUNT OF $10,895.23, UTILIZING APPROVED FUNDS FROM THE COMMUNITY DEVELOPMENT BLOCK GRANT.
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 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- 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 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE.
- 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 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- 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 August 5, 2020, the City Commission adopted resolution 2020-R-28, approving the 2020-2024 Community Development Block Grant (CDBG) consolidated plan and 2020-2021 action plan. The approval included $319,858.40 for Public Facilities & Improvements at the South West Focal Point Community Center.
2. In addition, on August 5, 2020, the City Commission authorized the advertisement of IFB # PSPW-20-08 "Replacement of Windows and Doors to Impact Rated Material At SW Focal Point Building”, which was advertised on August 11, 2020.
3. The purpose of this solicitation was for the replacement of exterior windows and pedestrian doors as necessary at the locations referenced in the IFB package at the SW Focal Point.
4. On September 8, 2020, the City opened five (5) proposals from the following vendors:
|
Vendor Name |
Total Cost |
|
Assured Contracting LLC |
$363,174.30 |
|
J.I.J Construction Corp |
$444,416.00 |
|
Contracting & Consulting, Inc. |
$448,002.00 |
|
Aktiv Construction Group |
$534,000.00 |
|
Tadeos Engineering LLC |
$560,000.00 |
5. The Public Services Department has reviewed the bids and has deemed Assured Contracting LLC to be the most responsive/responsible bidder.
6. In addition, Assured Contracting LLC has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section.
7. 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 payment and performance bond which will increase the total cost from $363,174.30 to $411,476.48.
8. Request Commission to award IFB # PSPW-20-08 "Replacement of Windows and Doors to Impact Rated Material at SW Focal Point Building” to the most responsive/responsible bidder, Assured Contracting LLC in the amount not to exceed $411,476.48, which includes a 10% owner’s contingency in the amount of $37,406.95 and the cost to provide a payment and performance bond in the amount of 10,895.23, utilizing approved funds from the Community Development Block Grant.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $411,476.48
b) Amount budgeted for this item in Account No: Funds are available in account # 121-554-600-2019-62022 (Building Improvement).
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.