Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO AWARD open-end contract to single bidder, RF Environmental Services, Inc., for Storage Tanks Installation, Maintenance, Repair Services and Associated Plant Processes, Bid No. PNC2129310B1, for Water and Wastewater Services, in the initial two-year estimated amount of $1,536,960, which includes a total allowance in the amount of $240,000, and authorize the Director of Purchasing to renew the contract for three one-year periods, for a five-year estimated amount of $3,842,400.
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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 for the installation, maintenance, repair services and associated plant processes for storage tanks for Water and Wastewater Services.
Goal Related Icon(s)
☐County Commission
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Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/WATER AND WASTEWATER SERVICES RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) established a County Business Enterprise (CBE) participation goal of 15% for this contract. RF Environmental Services, Inc. committed to 50% CBE participation, which has been reviewed and approved by OESBD (Exhibit 2).
This contract provides for the removal, disposal, furnishing and replacement of bulk storage tanks and above and below ground water plant and wastewater plant processes at Broward County Water and Wastewater Treatment Plants.
This procurement carries a performance payment guaranty obligation in the amount of at least 50% of the estimated initial two-year term. The vendor has provided a bid guaranty obligating the vendor to provide requisite performance and payment guaranty, upon award.
The contract identifies allowances in the total amount of $240,000 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).
Water and Wastewater Services has reviewed the bid submitted by RF Environmental Services, Inc. and concurs with the recommendation for award (Exhibit 3).
Four County vendor performance evaluations were completed for RF Environmental Services, Inc.; the vendor has an overall performance rating of 4.68 out of 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, RF Environmental Services, Inc., and has determined that the prices submitted are fair and reasonable based on staff’s estimate (Exhibit 4).
The initial bid submitted by RF Environmental Services, Inc. was $1,544,880; the vendor offered a voluntary price reduction of $7,920 which reduced the total bid amount to $1,536,960. The Broward County Procurement Code, Section 21.41(b), allows for acceptance of a voluntary price reduction in price after bid opening, if such reduction does not result in the modification or deletion of any conditions of the solicitation (Exhibit 4).
Former Incumbent: RF Environmental Services, Inc. Contract Number and Title: PNC2122988B2, Replace Chemical Storage Tanks, Contract Term: January 20, 2022 through January 19, 2023, First Renewal: January 20, 2023 through January 19, 2024, Second Renewal: January 20, 2024 through January 19, 2025, Ninety Day Extension: January 20, 2025 through April 19, 2025. Expenditures: $458,384.
The bid was advertised on March 18, 2025 and ended on April 22, 2025. The single bid was received from RF Environmental Services, Inc. (Exhibit 1).
The electronic bidding system notified 1,646 suppliers of the solicitation, and it was reviewed by 24 suppliers. The Purchasing Division notified 17 potential suppliers via phone calls and emails, of which three suppliers confirmed they were interested and intended to bid. After the bid ended, the Purchasing Division inquired why the interested vendors did not bid; one firm responded they had issues with the electronic bidding system and one firm did not respond.
As this was a single bid response, a Recommendation for Award is not required to be posted to the Purchasing Division website.
The contract consists of the County’s solicitation and the vendor’s response.
The initial contract period begins on the date of award.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, 954-357-6060
Fiscal Impact
Fiscal Impact/Cost Summary
The open-end contract has a not-to-exceed amount of $3,842,400 over a potential five- year period. The funds estimated for the current Fiscal Year are included in the current Fiscal Year budget.