Title
MOTION TO AWARD IFB # RE-21-04 “WEST PINES SOCCER PARK RENOVATION OF FIELDS 5 & 6” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, XGD SYSTEMS, LLC FOR A TOTAL AMOUNT NOT TO EXCEED $1,192,092.72 WHICH INCLUDES AN OWNER’S CONTINGENCY IN THE AMOUNT OF $50,000.
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 June 16, 2021, the City Commission authorized the advertisement of IFB # RE-21-04 "West Pines Soccer Park Renovation of Fields 5 & 6", which was advertised on June 23, 2021.
2. The Recreation and Cultural Arts Department has obtained quotes from the following vendors:
|
Vendor |
Bid Amount |
|
XGD Systems, LLC |
$1,142,092.72 |
|
T. Mac Wilder & Associates, LLC |
$1,268,949.00 |
|
LTG Sports Turf One, LLC |
$1,443,999.00 |
|
(ALT) LTG Sports Turf One, LLC |
$1,455,999.00 |
|
(ALT 2) LTG Sports Turf One, LLC |
$1,456,000.00 |
|
(ALT 3) LTG Sports Turf One, LLC |
$1,463,499.00 |
|
H.G. Construction Development & Investment |
$1,712,872.94 |
3. The Recreation and Cultural Arts Department has reviewed the proposals and has deemed XGD Systems, LLC to be the most responsive/responsible bidder.
4. In addition, XGD Systems, LLC has also completed the Equal Benefits Certification Form, and has utilized the following allowable exemption, stating that “the Contractor does not provide benefits to employees’ spouses in traditional marriages.”
5. Request Commission to award IFB # RE-21-04 "West Pines Soccer Park Renovation of Fields 5 & 6" to the most responsive/responsible bidder, XGD Systems, LLC in the amount not to exceed $1,192,092.72 which includes an owner’s contingency in the amount of $50,000.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $1,192,092.72
b) Amount budgeted for this item in Account No: Funds are available as follows:
$764,129.97 in account # 001-572-7001-663000-0000-000-0000;
$427,962.75 in account # 320-572-7001-663998-0675-000-0000
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.