Title
MOTION TO AWARD IFB # AD-20-05 "CLOROX TOTAL 360 ELECTROSTATIC SPRAYERS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, THE HOME DEPOT PRO, IN THE AMOUNT NOT TO EXCEED $41,988.
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 May 6, 2020, the City Commission approved a motion to accept $80,017 in emergency Corona Virus Funding allocated to the City by the U.S. Department of Justice, Bureau of Justice Assistance.
2. The Police Department decided that the Grant was for the purchase of 12 Clorox Total 360 - Electrostatic Sprayers, which they initially estimated at a cost of $6,699 per unit.
3. On December 02, 2020, the City Commission authorized the advertisement of IFB # AD-20-05 "Clorox Total 360 Electrostatic Sprayers”, which was advertised on December 08, 2020.
4. The purpose of this solicitation was to provide twelve (12) Clorox Total 360 - Electrostatic Sprayers.
5. On January 12, 2021, the City opened four (4) proposals from the following vendors:
|
Vendor Name |
Unit Price |
Quantity |
Total Cost |
|
The Home Depot Pro |
$3,499.00 |
12 |
$41,988.00 |
|
Imperial Dade (Alternate) |
$3,584.13 |
12 |
$43,009.56 |
|
Imperial Dade |
$4,726.40 |
12 |
$56,716.80 |
|
Northgate Limited Inc. |
$6,044.00 |
12 |
$72,528.00 |
|
Big Air Mechanical LLC. |
$6,750.00 |
12 |
$81,000.00 |
*Note: Imperial Dade's price of $3,584.13 is for the Status Pro Electrostatic Sprayer, an alternative to the Clorox Total 360 Electrostatic Sprayers.
6. The City Administration has reviewed the proposals and has deemed The Home Depot Pro to be the most responsive/responsible bidder.
7. In addition, The Home Depot Pro has also completed the Equal Benefits Certification Form and has stated that the Contractor currently complies with the requirements of this section.
8. The Police Department will consult with the Department of Justice as to how the remaining $38,029 from the grant will be used.
9. Request Commission to award IFB # AD-20-05 "Clorox Total 360 Electrostatic Sprayers" to the most responsive/responsible bidder, The Home Depot Pro, in the amount not to exceed $41,988.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $41,988.
b) Amount budgeted for this item in Account No: Funds are available in account # 122-521-3028-COVID-64400
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.