Title
MOTION TO REJECT ALL BIDS FOR IFB # PSPW-22-05 "PEMBROKE FALLS YMCA AQUATIC CENTER PARKING LOT LIGHTING UPDATE" AND TO AUTHORIZE THE RE-ADVERTISEMENT OF THE SOLICITATION AS IFB # PSPW-22-15 "PEMBROKE FALLS YMCA AQUATIC CENTER PARKING LOT LIGHTING UPDATE".
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."
- 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 35.19(F) states, "Rejection of bids. The City Manager and City Commission may reject bids, parts of all bids or all bids for any one or more commodities or services included in the proposed contract when the public interest will be served thereby. The Chief Procurement Officer shall not accept a bid from a contractor who is in default on payment of taxes licenses or other moneys due the city."
SUMMARY EXPLANATION AND BACKGROUND:
1. On April 6, 2022, the City Commission authorized the advertisement of IFB # PSPW-22-05 "Pembroke Falls YMCA Aquatic Center Parking Lot Lighting Update", which was advertised on April 12, 2022.
2. The purpose of the solicitation was to replace the parking lot lighting poles and fixtures at the Pembroke Pines YMCA Aquatic Center.
3. On May 10, 2022, the City opened bids from the following two (2) vendors:
- Metro Contractor Inc. $47,993.00
- Imperial Electrical Inc. $177,500.00
4. On June 22, 2022, the City's Procurement Department received an email from Amat Fernandez, President of Metro Contractor Inc, withdrawing their bid.
5. The Public Services Department determined that the remaining bid was much higher than the estimated cost, and is requesting to re-advertise the bid with changes to the light fixture's specifications in order to value engineer and reduce the cost of the project.
6. Request the City Commission to reject all bids for IFB # PSPW-22-05 "Pembroke Falls YMCA Aquatic Center Parking Lot Lighting Update" and to authorize the re-advertisement of the solicitation as IFB # PSPW-22-15 " Pembroke Falls YMCA Aquatic Center Parking Lot Lighting Update ".
Financial Impact
FINANCIAL IMPACT DETAIL:
Funds are available in account # 001-572-7001-546150-0000-000-0000 (R&M Land Bldg & Improvement).