Title
MOTION TO AWARD IFB # ED-23-03 "FIRE ALARM REPLACEMENT AT WEST CAMPUS CHARTER SCHOOL" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, DAN ENTERPRISES TEAM, LLC, IN AN AMOUNT NOT TO EXCEED $337,900.40, WHICH INCLUDES AN OWNER'S CONTINGENCY IN THE AMOUNT OF $29,902.69.
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 35.21 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 April 4, 2023, the City Commission authorized the advertisement of IFB # ED-23-03 "Fire Alarm Replacement at West Campus Charter School", which was advertised on April 11, 2023.
2. The purpose of this solicitation was to replace the fire alarm systems at the Pembroke Pines West Campus Charter School.
3. On May 4, 2023, the City opened four (4) proposals from the firms listed below, in order of lowest to highest base cost:
|
Vendor Name |
Total Base Cost |
|
Bass-United Fire & Security Systems Inc. |
$287,000.00 |
|
Dan Enterprises LLC |
$307,997.71 |
|
Triad Security Group Inc |
$395,241.69 |
|
WSA Systems |
No Bid |
4. Pursuant to Section 1.5.3 of the bid package, "Proposers must submit a scanned copy of their bid security (bid bond form or cashier's check) with their bid submittal through Bonfire. Proposers should also submit their original bid security (bid bond form or cashier's check) at time of the bid due date, or they may be deemed as non-responsive."
5. The lowest priced proposer, Bass-United Fire & Security Systems, Inc., did not submit their bid security with their submittal through Bonfire nor did they submit their original bid security to the City at the time of bid due date. As a result, the Procurement Department deemed Bass-United Fire & Security Systems, Inc. to be non-responsive because they did not submit a scanned copy of their bid security with their bid submittal through Bonfire, as required.
6. The Public Services Department and the Procurement Department reviewed the next lowest price proposal submitted by Dan Enterprises, LLC and has deemed them to be the most responsive/responsible bidder.
7. In addition, Dan Enterprises, LLC has completed the Equal Benefits Certification Form and has utilized the following allowable exemption, “Contractor does not provide benefits to employees' spouses in traditional marriages."
8. The Public Services Department would like to add an Owner's Contingency in the amount of $29,902.69, to cover any unforeseen work and the following "Additional Work" line items as needed:
|
Additional Work |
Unit Price |
|
Conduit Per Linear FT |
$437.50 |
|
Raceway Per Linear FT |
$437.50 |
|
Addressable Duct Detectors with Test Switch, |
$240.00 |
|
Relay Modules and Smoke Detector Per Unit |
|
|
Addressable Heat Detector Per Unit |
$223.00 |
|
Addressable Smoke Detector Per Unit |
$223.00 |
|
Addressable Pull Station Per Unit |
$1,172.50 |
|
Strobe Light Per Unit |
$149.00 |
|
Speaker Strobe Per Unit |
$195.00 |
9. Request Commission to award IFB # ED-23-03 "Fire Alarm Replacement at West Campus Charter School" to the most responsive/responsible bidder, Dan Enterprises Team, LLC, in an amount not to exceed $337,900.40, which includes an Owner's Contingency in the amount of $29,902.69.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $337,900.40 (Includes an Owner's Contingency in the amount of $29,902.69)
b) Amount budgeted for this item in Account No: Funds are available in the following account # 001-519-6001-546153-0000-000-0000 (R&M - Land Bldg - SCH)
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.