Broward County Commission Regular Meeting
Director's Name: Stephen Farmer
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO AWARD open-end contract to low responsive, responsible bidder, SWE Inc., dba Southwest Engineers, for Chilled Water Loops Treatment Services, Bid No. BLD2128352B1, for the Aviation Department in the initial one-year amount of $107,860, which includes allowances in the annual amount of $18,000; and authorize the Director of Purchasing to renew the contract for four one-year periods, for a five-year estimated amount of $539,300.
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Why Action is Necessary
In accordance with Broward County Procurement Code Section 21.47, Award and Execution Authority, Board approval is required for awards with a value of more than $500,000, inclusive of the value of any renewals or extensions provided for in the contract, that include a single bidder, rejection of apparent low bidder, protested award, or pulls from the Board regarding the intended award.
What Action Accomplishes
Provides all labor, tools, materials, equipment, software, hardware, supplies, and travel required to service and maintain water conditions for condenser water loops and chilled water loops.
Goal Related Icon(s)
☐County Commission
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Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE AVIATION DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) determined that no County Business Enterprise (CBE) participation goal should apply to this solicitation based on their review of the products and services requested and availability of CBE firms to perform the services.
Broward County Code of Ordinances Section 1-81.3(a), CBE goals and reserves, provides for the setting of a CBE goal of at least 25% unless the Board or County Administrator (under limited circumstances) approves a different goal, or no goal based upon a written determination by the Director of the Office of Economic and Small Business Development (OESBD). The Board’s approval of this item will result in no CBE goal being set for the applicable agreement consistent with the written determination provided by the Director of OESBD (Exhibit 2).
The contract provides all labor, tools, materials, equipment, software, hardware, supplies, and travel required to service and maintain water conditions for condenser water loops and chilled water loops.
The contract identifies allowances in the amount of $18,000 for the initial term. Expenditures under the allowances must be approved by the Contract Administrator and will be reimbursed at the vendor’s actual cost without mark-up (Exhibit 1).
The Director of Purchasing determined the apparent low bidder, Florida WPS, to be non-responsible based on the Aviation Department’s non-concurrence to the Specifications and Requirements, which required five years of minimum experience.
The Aviation Department has reviewed the bid submitted by SWE Inc., dba Southwest Engineers, and concurs with the recommendation for award (Exhibit 3).
No County vendor performance evaluations have been completed for SWE Inc., dba Southwest Engineers.
The Purchasing Division reviewed the prices submitted by SWE Inc., dba Southwest Engineers and has determined that the prices submitted are fair and reasonable in comparison to the next bidder and the current Broward County contract for these same services (Exhibit 4).
Incumbent: SWE Inc., dba Southwest Engineers; Contract Number and Title: BLD2123328B2_1, Cooling Tower Water Treatment, Contract Term: April 1, 2022 through March 31, 2025, First Renewal: April 1, 2023 through March 31, 2024; Second Renewal: April 1, 2024 through March 31, 2025. Expenditures to date: $173,083.
The bid was advertised on September 26, 2024 and opened on October 31, 2024. Three bids were received with zero declinations (Exhibit 1).
The Recommendation for Award was posted on the Purchasing Division website from January 13 - 21, 2025. There was no protest filed against this procurement.
The contract consists of the County’s solicitation and the vendor’s response.
The initial contract period begins on April 1, 2025.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, 954-357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The open-end contract has a combined not-to-exceed amount of $539,300 over a potential five-year period. The funds estimated for the current Fiscal Year are included in the current Fiscal Year budget.