Title
MOTION TO AWARD IFB # PSPW-22-02 “INSTALLATION OF LVT FLOORING AT PINES POINT SENIOR RESIDENCE” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, CONTINENTAL FLOORING COMPANY, IN THE AMOUNT NOT TO EXCEED $106,981.38, WHICH INCLUDES AN OWNER’S CONTINGENCY IN THE AMOUNT OF $9,725.58.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines a Request for Qualifications as “A written solicitation for competitive sealed offers with the title, date and hour of the public opening designated. A request for qualifications shall include, but is not limited to, general information, functional or general specifications, statement of work, instructions for offer and evaluation criteria. All requests for qualifications shall state the relative importance of the evaluation criteria. The city may engage in competitive negotiations with responsible offerors determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of offers, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offer.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 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 January 12, 2022, the City Commission approved the request to advertise IFB # PSPW-22-02 “Installation of LVT Flooring at Pines Point Senior Residence”, which was advertised on January 19, 2022.
2. The purpose of this solicitation was to furnish all labor, materials, tools and equipment necessary to remove and dispose of existing carpeting/flooring and install new LVT and wood base for the common areas of the 2nd through 5th floors at the Pines Point Senior Residences North and South Towers located at 401-601 NW 103 Avenue, Pembroke Pines, FL 33026.
3. This project is a part of the Community Development Block Grant (CDBG) Program, funded by the U.S. Department of Housing and Urban Development (HUD), thus, this project followed Federal Procurement guidelines.
4. On April 26, 2022, the City opened five (5) bids from the following vendors:
|
Vendor |
Total Cost |
|
Continental Flooring Company |
$ 97,255.80 |
|
Khan Builders, Inc |
$ 111,008.35 |
|
QRJ Construction LLC |
$ 119,506.85 |
|
A Affordable Carpet and Maintenance, Inc |
$ 147,350.54 |
|
Techgroupone, Inc |
$ 198,467.85 |
(Additional Square Foot Costs for the Flooring of any additional projects, such as Apartments, etc.)
|
Additional Flooring Per Square Foot |
Cost Per SQ FT |
|
Continental Flooring Company |
$5.80 |
|
Khan Builders, Inc |
$4.60 |
|
QRJ Construction LLC |
$2.35 |
|
A Affordable Carpet and Maintenance, Inc |
$13.77 |
|
Techgroupone, Inc |
$12.10 |
(Additional Linear Foot Costs for the Base of any additional projects, such as Apartments, etc.)
|
Additional Linear Foot Costs for the Base of any additional projects |
Cost Per Linear FT |
|
Continental Flooring Company |
$6.00 |
|
Khan Builders, Inc |
$3.75 |
|
QRJ Construction LLC |
$4.50 |
|
A Affordable Carpet and Maintenance, Inc |
$9.77 |
|
Techgroupone, Inc |
$5.75 |
4. The Public Services Department has reviewed the bids and deemed Continental Flooring Company as the most responsive/responsible bidder.
5. In addition, Continental Flooring Company, has completed the Equal Benefits Certification Form and has stated that the “Contractor currently complies with the requirements of this section.”
6. The Public Services Department would like to add a 10% owner’s contingency to the project to cover any additional services needed which will increase the total cost from $97,255.80 to $106,981.38.
6. Request Commission to award IFB # PSPW-22-02 “Installation of LVT Flooring at Pines Point Senior Residence” to the most responsive/responsible bidder, Continental Flooring Company, in the amount not to exceed $106,981.38, which includes an owner’s contingency in the amount of $9,725.58.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $106,981.38
b) Amount budgeted for this item in Account No: Funds are available in account # 121-554-0600-662054-0000-000-0000-02021 (Building Imprv - Pines Point)
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.
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.