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 low responsive, responsible bidder, Black Fire Protection, Inc, Fire Sprinkler and Fire Pump Maintenance and Repair Services, Bid No. BLD2128953B1, Groups 1 and 2 for the Facilities Management Division and Port Everglades Department, in the initial one-year estimated amount of $3,195,269, which includes a total allowance in the annual amount of $152,500; and authorize the Director of Purchasing to renew the contract for four one-year periods, for a five-year estimated amount of $15,976,345.
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Why Action is Necessary
In accordance with the 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, materials, equipment, services, and incidentals for fire sprinkler and fire pump maintenance and repair services at County facilities located throughout Broward County.
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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) 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.
Section 1-81.3(a) of the Code of Ordinances provides for the setting of a CBE goal of at least 25% unless the Board of County Commissioners 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 all labor, materials, equipment, services, and incidentals for fire sprinkler and fire pump maintenance and repair services at various County facilities throughout Broward County.
The contract identifies allowances in the total amount of $152,500 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 solicitation detailed the basis of award by group; bidders may bid on any one group or both groups and all items within the group; reserving the right to award in the best interest of the County, pursuant to the solicitation’s General Conditions, Paragraph 7. Awards. The Director of Purchasing determined Black Fire Protection, Inc. (Black Fire) to be responsive and responsible to the bid and recommends award with exception to Line Item BLD2128953B1--01-128, Five-year Inspection; and which may not be needed for several years. Upon inquiry, Black Fire informed the Purchasing Division that the ‘No Bid’ for Line Item BLD2128953B1--01-128 was an oversight and unintentional. Line Item BLD2128953B1--01-128,will not be awarded but may be added post award if needed.
The Director of Purchasing deemed the apparent low bidder for both Group 1 and Group 2, AB Fire Sprinklers, LLC (AB), as nonresponsive based on pricing. AB offered unit prices of $0 on several line items and ‘No Bid’ on two other line items. The Purchasing Division requested AB to confirm the offered $0 unit prices and there would be no charge to the County for the items. AB responded that those items would be charged at time of use. Also, AB’s offered unit prices displayed a substantial disparity on a significant number of line items in comparison to the other two bids received, which lends to AB may not be able to sufficiently perform the services at its offered prices. In addition, the second low bidder for Group 2, Advanced Systems Inc. (Advanced) likewise offered unit prices of $0 on a significant number of the line items (70 of 145) in Group 2. The Purchasing Division requested Advanced to confirm the offered $0 unit prices for these items and there would be no charge to the County; Advanced, like AB, responded that those items would be charged at time of use. Thereby, based on the forementioned, bids from both AB Fire Sprinklers, LLC and Advanced Systems Inc. were rejected.
The Facilities Maintenance Division has reviewed the bid submitted by Black Fire Protection, Inc and concurs with the recommendations for award (Exhibit 3).
No County vendor performance evaluations have been completed for Black Fire Protection, Inc.
The Purchasing Division reviewed the prices submitted by Black Fire Protection, Inc and has determined that the prices submitted are fair and reasonable in comparison to a previous Broward County contract for these same services (Exhibit 4).
The bid was advertised on August 15, 2024 and opened on September 20, 2024; three bids were received with no declinations (Exhibit 1).
The Recommendation for Award was posted on the Purchasing Division website from November 5, 2024 - November 13, 2024. 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 the date of award and terminates one year from that date.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, 954-357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
This open-end contract has a not to exceed amount of $15,986,345 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.