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 low responsive, responsible bidder, Trane U.S. Inc., for Equipment Rental Services, Bid No. BLD2129074B1, for the Facilities Management Division, in the initial three-year estimated amount of $874,917 and authorize the Director of Purchasing to renew the contract for two one-year periods, for a five-year estimated amount of $1,458,195.
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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 equipment rental services for air conditioners and generators.
Goal Related Icon(s)
☐County Commission
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☐MAP Broward
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 its review of the requested products/services and availability of CBE firms to provide the products/services (Exhibit 2).
The purpose of this contract is to provide equipment rental services for air conditioners and generators for the Facilities Management Division (FMD) and various other Broward County agencies.
The contract identifies allowances in the total amount of $15,000 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).
The Director of Purchasing has determined the apparent low bidder, Herc Rentals, Inc., and the second low bidder, American Portable Air, to be non-responsible based on non-compliance with the solicitation’s license requirements.
The Facilities Management Division reviewed the bid submitted by Trane U.S. Inc. (Trane) and concurs with the recommendation for award (Exhibit 3).
One evaluation was completed for Trane with an overall rating of 4.00 out of a possible 5.0. Copies of the vendor performance evaluations are available upon request.
The Purchasing Division reviewed the prices submitted by the recommended vendor, Trane, and determined that the prices submitted are fair and reasonable in comparison to the previous contract for the same services (Exhibit 4). The difference in bid prices between the recommended vendor, Trane, and the apparent low bidder and the second low bidder are $289,801 and $99,412 respectively. Further, the significant bid price difference between Trane and the apparent low bidder of $289,801 is attributed to the substantial disparity of the unit price for Line-Item No. 13 (Exhibit 1).
The bid was advertised on December 12, 2024, and opened on January 8, 2025; three bids were received no declinations.
The Recommendation for Award was posted on the Purchasing Division website from March 14 - 21, 2025. There was no protest filed against this procurement.
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.
Incumbent: Trane U.S., Inc.; Contract Number and Title: BLD2118928B1_1, Equipment Rental Services; Contract Term: December 10, 2019 through December 9, 2020; Renewals and Extension: December 10, 2020 through March 9, 2025. Expenditures to date: $1,020,353.
The contract consists of the County’s solicitation and the vendor’s response.
The initial contract begins on date of award.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, 954-357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
This open-end contract has an estimated amount of $1,458,195 over a potential five-year period. The funds estimated for the current annual fiscal year are included in the current fiscal year budget.