Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF FLOORING IN VARIOUS AREAS OF THE PEMBROKE PINES CHARTER SCHOOLS FROM MOHAWK CARPET DISTRIBUTION, INC. IN THE AMOUNT NOT TO EXCEED $180,080.90, WHICH INCLUDES A 5% OWNER’S CONTINGENCY IN THE AMOUNT OF $8,575.28, UTILIZING PRICING ESTABLISHED BY 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)(6) states that “Cooperative purchasing plans are exempt from this section.”
- 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. The City of Pembroke Pines Charter Schools would like to renovate the flooring at the charter schools in the following areas:
Academic Village
• Building U: Rooms 113, 216 & 217 and first floor corridor near OIL office.
FSU Campus
• Annex Building: Rooms 101, 110, 111, 112, 113, 114 & Corridor
Central Campus
• Building M: Band Room 106
West Campus
• Building M: Corridor
• Building E: Corridor
• Building I: Corridor
• Media Room 203
East Campus
• Building A: Room A10
• Building E: Rooms E103 & E105
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 the Alternate Contract Source (ACS) #30161700-20-ACS for the purchase of floor coverings for State of Florida Agencies and other eligible users utilizing the Sourcewell Contract # 080819-MCD for the purchase and installation of new carpet and flooring products 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 by location:
|
Location |
Contract Cost |
Open Market Cost |
|
Academic Village |
$66,635.77 |
$2,936.74 |
|
FSU Campus |
$18,832.30 |
$608.65 |
|
Central Campus |
$18,376.02 |
$725.37 |
|
West Campus |
$45,431.56 |
$5,426.23 |
|
East Campus |
$22,229.97 |
$1,031.71 |
|
Total Contract Cost |
$171,505.62 |
|
|
Total Open Market Cost |
|
$10,728.70 |
7. The quotes obtained include $10,728.70 worth of additional items that were not included in the State of Florida Alternate Source Contract #30161700-20-ACS. The contract allows for “open market” items at a cost-plus structure. Mohawk Carpet Distribution, Inc. provided a cost plus 20% markup structure for this project. The Public Services Department deemed that this cost-plus structure was reasonable and would like to purchase the additional open market items from Mohawk Carpet Distribution, Inc.
8. This project will be performed over the 2022 summer break.
9. Request Commission to approve the purchase and installation of flooring in various areas of the Pembroke Pines Charter Schools from Mohawk Carpet Distribution, Inc. in the amount not to exceed $180,080.90, which includes a 5% owner’s contingency in the amount of $8,575.28 utilizing pricing established by 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: $180,080.90
b) Amount budgeted for this item in Account No: Funds for this project are included in the FY 2023 Proposed Charter School Budget that will be presented to Commission on June 15, 2022 within the following accounts:
#170-569-5051-546150-7900-350-0000-00550
#170-569-5051-546150-7900-350-0000-00551
#171-569-5052-546150-7900-350-0000-00553
#171-569-5052-546150-7900-350-0000-00554
#172-569-5053-546150-7900-350-0000-
#173-569-5061-546150-7900-350-0000-
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.
Reviewed by Commission Auditor.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.