Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
MOTION TO AWARD open-end contract to low responsive, responsible bidder, AR Maintenance Solutions Inc, Group 1 of Grounds Maintenance Services, Bid No. BLD2121876B1, for the Facilities Management Division in the annual estimated amount of $425,626, which includes allowances for permit fees, direct costs for chemicals, herbicides and pesticides, replacement parts and materials and for pest control subcontractor costs in the amount of $5,000; and authorize the Director of Purchasing to renew the contract for two one-year periods, for a three-year potential estimated amount of $1,276,879. The initial contract period shall begin August 14, 2021 and will terminate one year from that date.
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Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.31.a.4, Award Authority, Board approval is required for awards exceeding $500,000.
Effective May 1, 2021: In accordance with the Broward County Procurement Code, Section 21.47.a, Award and Execution Authority, the Board shall make all awards with a value of more than $500,000. The contract threshold increase exceeds the authority of the Director of Purchasing.
What Action Accomplishes
Provides all labor, materials, equipment, and incidentals necessary to provide ground maintenance services.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/FACILITIES MANAGEMENT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) established a 25% County Business Enterprise (CBE) program requirement for this project. AR Maintenance Solutions, Inc, a certified CBE, has committed to 100% CBE participation, which has been reviewed and approved by the OESBD (Exhibit 2).
The purpose of this contract is to provide all labor, materials, equipment, and incidentals necessary to provide ground maintenance services at various locations throughout Broward County identified in Group 1 for the Facilities Management Division (FMD).
The allowance incorporated in the contracts in the annual total amount of $5,000 includes: $3,500 for permit fees, direct costs for chemicals, herbicides and pesticides, and replacement parts and materials; and $1,500 for pest control subcontractor costs. Expenditures under these allowance items must be approved by the contract administrator and will be reimbursed at the contractor's actual incurred cost, without markup (Exhibit 1).
Bid No. BLD2121876B1 consisted of two groups: Group 1 for FMD and Group 2 for Water and Wastewater Services Division. Upon review of the bids, OESBD determined that Superior Landscaping & Lawn Service, Inc. and YRY Homes did not meet the CBE program requirement; thus, the vendors were non-compliant to the bid’s CBE program requirement. Based upon OESBD’s determination, the Director of Purchasing deemed Superior Landscaping & Lawn Service, Inc. and YRY Homes non-responsive to the solicitation’s CBE program requirement (Exhibit 2). Group 2 for Water Wastewater is being prepared under a separate Agenda Item and will be presented to the Board at a later date.
In accordance with the Broward County Workforce Investment Program, Broward County Administrative Code, Section 19.211, these services are subject to the Workforce Investment Program. AR Maintenance Solutions, Inc has agreed to be bound to the contractual obligations of the Workforce Investment Program.
In accordance with the Broward County Living Wage Ordinance, Section 26-101 (i), these services are covered services. AR Maintenance Solutions, Inc has agreed to be bound to the contractual obligations of the Living Wage Ordinance.
The Facilities Management Division reviewed the bid submitted by AR Maintenance Solutions, Inc and concurs with the recommendation for award for Group 1 (Exhibit 3). There are no performance evaluations for AR Maintenance Solutions, Inc.
The Purchasing Division has researched the prices submitted by the recommended bidder, AR Maintenance Solutions, Inc, and determined that the prices are fair, reasonable, and aligned with the estimate (Exhibit 4).
Incumbent: Jed Lawn Service; Contract Number and Title: BLD211552B1_5, Grounds Maintenance Services for Facilities Management Division. Contract Term: August 14, 2018 through August 13, 2020. Expenditures to date: $53,560.
Incumbent: Weed-A-Way Inc; Contract Number and Title: B2115552B1_1, Ground Maintenance Services for the Facilities Management Division. Contract Term: August 14, 2018 through June 19, 2020. Expenditures to date: $169,589. The Director of Purchasing approved Interim Contract No. BLD2115552BX_1 on May 23, 2018. Expenditures to date: $60,551.
The amounts referenced in this agenda item were rounded to the nearest whole dollar. Vendor payments will be based on the actual total bid amount. The bid tabulation reflects the actual amount of the award.
The Recommendation for Award was posted on the Purchasing Division website from April 13, 2021 through April 19, 2021. There was no protest or appeal filed against this procurement.
The bid posted on January 27, 2021 and opened on February 17, 2021; six bids were received with no declinations (Exhibit 1).
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each requirement processed against this open-end contract will be funded by the appropriate source at the time of release.
Requisition No. FMD0007124