Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO AWARD open-end contract to single bidder, PVS Technologies, Inc., for Ferric Chloride, Bid No. OPN2128651B1, for Water and Wastewater Services, in the initial one-year estimated amount of $310,300, and authorize the Director of Purchasing to renew the contract for four one-year periods, for a five-year estimated amount of $1,642,850.
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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 ferric chloride for the water treatment process of potable water at 1A and 2A Water Treatment Plants for Water and Wastewater Services.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/WATER AND WASTEWATER SERVICES DIVISION 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 its 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).
This contract provides for the supply of ferric chloride for Water and Wastewater Services and other various County agencies that may have a need for these commodities. Ferric chloride is used in the potable water treatment process as a color reducing agent.
Water and Wastewater Services has reviewed the bid submitted by PVS Technologies, Inc. (Exhibit 1), and concurs with the recommendation for award (Exhibit 3).
Six County vendor performance evaluations were completed for PVS Technologies, Inc.; the vendor has an overall performance rating of 4.56 out of a possible rating of 5.0. Copies of the vendor performance evaluations are available upon request.
The Purchasing Division reviewed the prices submitted by the single bidder, PVS Technologies, Inc., and has determined that the prices submitted are fair and reasonable in comparison to a current Broward County contract for these same services (Exhibit 4).
All prices, terms, and conditions shall remain fixed for the initial contract period. No price increases will be allowed during the initial contract period. Following the initial one-year term, pricing adjustments for the second, third, fourth, and fifth year, shown in Exhibit 4, for subsequent renewal period(s) include an annual 3% price adjustment in accommodation for market volatility.
Incumbent: PVS Technologies, Inc.; Contract Number and Title: IND212352B1, Ferric Chloride; Contract Term: February 20, 2022, through February 19, 2025. Expenditures to date: $374,967.
The bid was advertised on August 5, 2024; the submittal deadline was extended to August 23, 2024, and ended on August 23, 2024. The single bid was received from the incumbent, PVS Technologies, Inc.
The electronic bidding system notified 2,239 suppliers of the solicitation, and it was reviewed by 28 suppliers. On August 7, 2024, Usalco, LLC provided notice that they will not participate in the solicitation as they do not currently supply the product. On August 9, 2024, the Purchasing Division conducted outreach and notified four potential suppliers of the advertised bid via email. On August 14, 2024, the bid was extended to allow additional time for vendors to submit a response. On August 23, 2024, the bid opened with one submission received from PVS Technologies Inc. and two declinations from Brenntag Mid-South Inc. and Pencco, Inc. After the bid ended, the Purchasing Division inquired why the vendors did not bid; one firm responded that there are no locations in proximity to supply the requested commodity, a second firm stated, “We are unable to supply a bid at this time”, and the third firm responded that its supplier is currently our incumbent vendor so they would not be competitive.
As this was a single bid response, a Recommendation for Award is not required to be posted to the Purchasing Division website.
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 contract consists of the County’s solicitation and the vendor’s response.
The initial contract period begins upon expiration of the contract on February 20, 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 not-to-exceed amount of $1,642,850 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget
Requisition No. WWO0008423