Title
MOTION TO AWARD IFB # PSUT-21-05 “LIME SLUDGE REMOVAL AND HAULING AT THE WATER TREATMENT PLANT” TO THE MOST RESPONSIVE/ RESPONSIBLE BIDDER, PROLIME CORPORATION, FOR AN INITIAL TWO (2) YEAR PERIOD IN AN AMOUNT NOT TO EXCEED $1,452,600.
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 35.19 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 35.19(G) states, “Contracts shall be awarded to the lowest responsive, responsible bidder, which provides the best value to the City.”
- 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 September 18, 2019, the City entered into an agreement with Austin Tupler Trucking, Inc. for Lime Sludge Removal and Hauling services for the City’s Water Treatment Plant located at 7960 Johnson Street, Pembroke Pines, FL 33024.
2. The current agreement with Austin Tupler Trucking, Inc. has expired as of September 17, 2020.
3. Due to the site of disposal no longer accepting Lime Sludge, Austin Tupler Trucking, Inc. was not able to renew the agreement.
4. On June 2, 2021, Commission approved IFB # PSUT-21-04 "Lime Sludge Removal and Hauling at the Water Treatment Plant", which was later advertised on June 8, 2021.
5. On July 6, 2021, the bid closed and the City received zero (0) bids.
6. Due to zero (0) bids being received, on August 23, 2021, the City reissued the bid until September 14, 2021, as IFB # PSUT-21-05 "Lime Sludge Removal and Hauling at the Water Plant", which was advertised on August 25, 2021.
7. On September 14, 2021, the City opened two (2) proposals for IFB # PSUT-21-05 from the following vendors:
Vendor Name Total Cost
Prolime Corporation $726,300
Austin Tupler Trucking $872,934
8. The Utilities Division has reviewed the proposals and has deemed Prolime Corporation to be the most responsive/responsible bidder. The Utilities Division is recommending to enter into an initial two (2) year agreement with two (2) additional two (2) year renewal terms, evidenced by a written amendment to this Agreement extending the term hereof.
9. In addition, Prolime Corporation has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
10. Recommend City Commission to award IFB # PSUT-21-05 “Lime Sludge Removal and Hauling at the Water Treatment Plant” to the most responsive/ responsible bidder, Prolime Corporation, for an initial two (2) year period in an amount not to exceed $1,452,600.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $1,452,600 ($726,300 Annually)
b) Amount budgeted for this item in Account No: $726,300 available in Account No. 471-533-6031-534450-0000-000-0000 (Other Svc - Sludge Removal
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
|
|
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Expenditures |
$726,300 |
$726,300 |
N/A |
N/A |
N/A |
|
Net Cost |
$726,300 |
$726,300 |
N/A |
N/A |
N/A |
e) Detail of additional staff requirements: Not Applicable.