Title
[ITEM #8 PULLED FROM THE AGENDA BY ADMINISTRATION] MOTION TO APPROVE THE AWARD OF ITQ # RE-23-02 "FENCING AT VARIOUS CITY PARKS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, TECHGROUPONE, INC., IN THE AMOUNT NOT TO EXCEED $41,143.95.
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 October 20, 2021, the City Commission authorized the advertisement of RFQ # PSPW-21-11 “Citywide Fencing”, which was advertised on October 26, 2021.
2. The purpose of this solicitation was to establish a pool of contractors that can be used on an as-needed basis for the replacement and new installation of fencing at locations throughout the City. The City will obtain pricing from the pool of contractors for each project as they arise.
3. On November 23, 2021, the City opened four (4) proposals from the following vendors (listed alphabetically):
Vendor Name
GD Supplies, LLC d/b/a GD Services
Gomez and Son Fence, Corp.
Pergola Roof Miami LLC
TECHGROUPONE, Inc.
4. On March 10, 2022, the City convened an evaluation committee to review the qualifications of the proposers. The evaluation committee unanimously passed a motion to deem the four responsive firms as qualified, and to include all four firms in the pool of vendors in no specific order, which the City will obtain quotes from for fencing projects as they arise.
5. On April 20, 2022, the City Commission approved the agreement for an initial three year period in the amount not to exceed $2,250,000 with an estimated annual cost of $750,000 with all four vendors listed below:
Vendor Name
GD Supplies, LLC d/b/a GD Services
Gomez and Son Fence, Corp.
Pergola Roof Miami LLC
TECHGROUPONE, Inc.
6. On June 15, 2022, the City Commission authorized the advertisement of RFQ # PSPW-22-07 “Citywide Fencing (Pool Expansion)”, which was advertised on June 21, 2022.\
7. On July 19, 2022, the City opened two (2) proposals from the following vendors (listed in alphabetical order):
Vendor Name
Alexander Design & Build, LLC
A&N Construction Group, Inc.
7. After reviewing the proposals, the Procurement Department deemed the A&N Construction Group, Inc. to be non-responsive because they did not meet the minimum requirement of at least two years of experience, and was not able to provide any References, which were both requirements.
8. On October 25, 2022, the City convened an evaluation committee to review the qualifications of the proposers. The evaluation committee unanimously passed a motion to deem A&N Construction Group, Inc. to be non-responsive. In addition the committee unanimously passed a motion to deem Alexander Design & Build, LLC as qualified and include the firm in the pool of vendors for Citywide fencing projects.
9. On November 16, 2022, the City Commission approved the findings and recommendation of the evaluation committee, and approved an agreement with Alexander Design & Build, LLC. allowing them to enter our pool of fencing contractors.
10. On March 8, 2023, the Recreation Department requested for the Procurement Department to issue an Invitation to Quote via the City's e-Procurement Platform, Bonfire. The Procurement Department advertised ITQ # RE-23-02“Fencing at Various City Parks” on the City's e-Procurement Platform, Bonfire .
11. On Mar 28, 2023, the City opened one (1) quote from the following vendor:
|
TECHGROUPONE, Inc |
Total Cost |
|
Pembroke Shores Fence Project |
$8,653.54 |
|
Silver Lakes South Park Fence Project |
$23,048.49 |
|
Steven L. Josias Dog Park Fence Project |
$9,441.92 |
|
Total |
$41,143.95 |
12. Request Commission to award ITQ # RE-23-02 “Fencing at Various City Parks (ITQ)" to the most responsive/responsible bidder, TECHGROUPONE, Inc., in the amount not to exceed $41,143.95.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $41,143.95
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account # 001-572-7001-546150-0000-000-0000 (R&M Land Bldg & Improvement)
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.