Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO WAIVE Broward County’s Domestic Partnership Act requirements for Bid No. TRN2128813B1, OEM Construction Heavy Equipment Parts and Repair Services, for Kelly Tractor Co. and Great Southern Equipment LLC.
ACTION: (T-10:39 AM) Approved.
VOTE: 8-0. Vice-Mayor Bogen was not present.
B. MOTION TO AWARD multiple award open-end contracts to low responsive, responsible bidders, Smith Bros. Contracting Equipment, Inc. dba Bobcat of Broward (Group 1); Kelly Tractor Co. (Group 3); Great Southern Equipment, LLC (Group 6); EFE, Inc. dba Everglades Equipment Group (Group 9); Linder Industrial Machinery Company (Group 10); and Alta Construction Equipment Florida, LLC (Group 13), for OEM Construction Heavy Equipment Parts and Repair Services, Bid No. TRN2128813B1, for the Broward County Fleet Services Division, in the initial five-year estimated amount of $11,487,125, which includes an allowance in the annual amount of $8,150 for freight and shipping fees for special orders; and authorize the Director of Purchasing to renew the contract for five one-year periods, for a ten-year estimated amount of $22,974,250.
ACTION: (T-10:39 AM) Approved.
VOTE: 8-0. Vice-Mayor Bogen was not present.
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Why Action is Necessary
A. In accordance with the Domestic Partnership Act, Section 16½ - 157(c)(8) of the Broward County Code of Ordinances, the Board is authorized to waive the Domestic Partnership Act requirements in the best interest of the County.
B. In accordance with Procurement Code Section 21.53, Duration of Contracts, a County contract shall not exceed five years in duration without the express approval of the Board. Additionally, per Procurement Code Section 21.47(a), Award and Execution Authority, except as otherwise provided in this Code, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions provided for in the contract.
What Action Accomplishes
Provides Original Equipment Manufacturer and Original Equipment brand replacement parts for Broward County construction and heavy equipment; and provides diagnosis, maintenance, and repair services for equipment.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE TRANSPORATION DEPARTMENT/FLEET SERVICES DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
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 (Exhibit 2).
Motion A seeks to waive the requirements of the Broward County Domestic Partnership Act to award this contract to Kelly Tractor Co. and Great Southern Equipment LLC. Pursuant to the Domestic Partnership Act, Broward County Code of Ordinances Section 16½-157(c)(8), the Board is authorized to waive the Domestic Partnership Act requirements in the best interests of the County. Kelly Tractor Co. (Kelly) and Great Southern Equipment LLC each submitted letters requesting a waiver of the applicable Domestic Partnership Act requirements for this solicitation. Kelly cited administrative and financial burdens of compliance, “when only a small percentage of our employees are based in Broward County”. Great Southern Equipment LLC indicated that current company policy does not offer Domestic Partnership benefits (Exhibit 3).
Motion B provides for a contract for Original Equipment Manufacturer (OEM) and Original Equipment (OE) brand replacement parts for Broward County construction and heavy equipment, and for the diagnosis, maintenance, and repair services of the same as required by the Broward County Fleet Services Division (FSD). Vendors must be an authorized dealer/seller or manufacturer of the products being offered at time of solicitation and throughout the contract term.
In accordance with the Broward County Living Wage Ordinance, Broward County Administrative Code Section 26-101(i), these services are Covered Services. The vendors have agreed to be bound to the contractual obligations of the Living Wage Ordinance.
The contract identifies allowances in the total amount of $8,150 per year for freight and shipping fees for special orders of required OEM parts. Expenditures up to the annual allowance are subject to prior written approval from the Contract Administrator and will be reimbursed at the vendor’s actual incurred cost without mark-up.
The Director of Purchasing has determined the apparent low bidders, Pat’s Pump Blower (all groups) and Kelly Tractor Co. (Group 11), to be non-responsive due to non-compliance with Instructions to Vendors, Basis of Award, for failure to bid on all items within a Group.
The Fleet Services Division has reviewed the bids submitted by Smith Bros. Contracting Equipment, Inc. dba Bobcat of Broward (Group 1 - Bobcat); Kelly Tractor Co. (Group 3 - Caterpillar); Great Southern Equipment, LLC (Group 6 - Gradall); EFE, Inc. dba Everglades Equipment Group (Group 9 - John Deere); Linder Industrial Machinery Company (Group 10 - Komatsu); and Alta Construction Equipment Florida, LLC (Group 13 - Volvo), and concurs with the recommendation for award (Exhibit 4).
Four County vendor performance evaluations were completed for Kelly Tractor Co., over the past five years. The vendor has an overall performance rating of 4.55 out of possible rating of 5.0. Copies of the vendor's performance evaluations are available upon request. One County vendor performance evaluation was completed for Alta Construction Equipment Florida, LLC, over the past five years. The vendor has an overall performance rating of 4.23 out of possible rating of 5.0. Copies of the vendor's performance evaluations are available upon request. One County vendor performance evaluation was completed for Great Southern Equipment, LLC, over the past five years. The vendor has an overall performance rating of 4.0 out of possible rating of 5.0. Copies of the vendor's performance evaluations are available upon request.
No County vendor performance evaluations have been completed for EFE, Inc. dba Everglades Equipment Group; Linder Industrial Machinery Company; and Smith Bros. Contracting Equipment, Inc. dba Bobcat of Broward.
The Purchasing Division reviewed the prices submitted by multiple vendors, Smith Bros. Contracting Equipment, Inc. dba Bobcat of Broward (Group 1 - Bobcat); Kelly Tractor Co. (Group 3 - Caterpillar); Great Southern Equipment, LLC (Group 6 - Gradall); EFE, Inc. dba Everglades Equipment Group (Group 9 - John Deere); Linder Industrial Machinery Company (Group 10 - Komatsu); and Alta Construction Equipment Florida, LLC (Group 13 - Volvo), and has determined that the prices submitted are fair and reasonable when compared to the pricing offered from the other responses received and the pricing from the Independent Cost Estimate (Exhibit 5).
Incumbent (1): Case Power & Equipment of Florida, Contract Number and Title: TRN2114439B1_20, OEM Parts and Maintenance and Repair Services. Contract Term: May 23, 2023, through December 1, 2023; First Renewal: December 2, 2023, through December 2, 2024. A 90-day extension was granted to end contract on March 2, 2025. Expenditures to date: $51,542.
Incumbent (2): Pat's Pump & Blower LLC, Contract Number and Title: TRN2114439B1_17, OEM Parts and Maintenance and Repair Services. Contract Term: December 12, 2019, through December 1, 2021; First Renewal: December 2, 2021, through December 1, 2022; Second Renewal: December 2, 2022, through December 1, 2023; Third Renewal: December 2, 2023, through December 2, 2024. A 90-day extension was granted to end contract on March 2, 2025. Expenditures to date: $198,284.
Incumbent (3): Joey Accardi Chrysler Dodge Jeep Ram Sub, Contract Number and Title: TRN2114439B1_16, OEM Parts and Maintenance and Repair Services. Contract Term: December 12, 2019, through December 1, 2021; First Renewal: December 2, 2021, through December 1, 2022; Second Renewal: December 2, 2022, through December 1, 2023; Third Renewal: December 2, 2023, through December 2, 2024. A 90-day extension was granted to end contract on March 2, 2025. Expenditures to date: $130,678.
The bid was advertised on October 18, 2024, and opened on December 2, 2024; eight bids were received with no declinations (Exhibit 1).
The Recommendation for Award was posted on the Purchasing Division website from March 7 - 14, 2025. There was no protest filed regarding this recommended award.
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 open-end contract consists of the County’s solicitation and the vendor’s response.
The initial contract period begins on date of approval, and terminates five years from that date, unless extended.
Source of Additional Information
Robert Gleason, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The open-end contract has a not-to-exceed amount of $22,974,250 over a potential 10-year period. The funds estimated for the current Fiscal Year are included in the current Fiscal Year budget.
Requisition No. FLE0005165