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, Intercounty Engineering Inc., for Lift Station and Underground Utility Maintenance and Repair Services, Bid No. OPN2127665B1, for the Port Everglades Department, in the initial two-year estimated amount of $10,750,796, which includes allowances in the total amount of $800,000; and authorize the Director of Purchasing to renew the contract for three one-year periods, for a five-year potential estimated amount of $26,876,990.
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Why Action is Necessary
In accordance with Broward County Procurement Code Section 21.47(b)(2), Award and Execution Authority, Board approval is required for Invitations to Bid (ITB) awards exceeding $500,000 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 an open-end contract for sewer lift station maintenance and repair services for Broward County Port Everglades Department, which includes by-pass pumping, wet well repair and maintenance, replacement of top slabs, hatches, pumps, pipes, valves, control panels, electrical services, connection panels, underground vaults, and disposal of materials.
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Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PORT EVERGLADES DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) established a County Business Enterprise (CBE) goal of 25% for this contract. Intercounty Engineering Inc. committed to 25% CBE participation, which has been reviewed and approved by OESBD (Exhibit 2).
This contract provides for sewer lift station maintenance and repair services for the Port Everglades Department, which includes by-pass pumping, wet well repair and maintenance, replacement of top slabs, hatches, pumps, pipes, valves, control panels, electrical services, connection panels, underground vaults, and disposal of materials. All prices, terms, and conditions shall remain fixed for the initial two-year period of the contract. Following the initial two-year period, the contractor may make a timely request for a price adjustment to the contract for each one-year renewal, prior to its anniversary date in accordance with the price adjustment clause of the contract.
In accordance with Broward County Workforce Investment Program, Broward County Administrative Code Section 19.211, these services are subject to the Workforce Investment Program. Intercounty Engineering Inc. has agreed to be bound to the contractual obligations of the Workforce Investment Program.
The allowances included in the contract, in the total initial two-year term amount of $800,000, includes annual amounts of $350,000 for parts and materials, specialized equipment, and subcontractors, and $100,000 for permit fees. Expenditures under these allowance items must be approved by the Contract Administrator and will be reimbursed at the contractor's actual incurred cost, without mark-up.
The Director of Purchasing has determined the single bidder, Intercounty Engineering Inc., to be responsive to the solicitation.
The Port Everglades Department has reviewed the bid submitted by Intercounty Engineering Inc. and concurs with the recommendation for award (Exhibit 3). No County vendor performance evaluations have been completed for Intercounty Engineering Inc.
The initial bid submitted by single bidder, Intercounty Engineering Inc., was $22,973,240. Intercounty Engineering, Inc. offered a voluntary reduction in price of $12,222,444 (53.2%), which reduced its total estimated two-year contract amount to $10,750,796. (Exhibit 4). A significant amount of the reduction in price resulted from additional clarification provided to Intercounty Engineering, Inc. that Item Nos. 43-70 will be purchased for supply and delivery only; and not for supply and install. The Broward County Procurement Code Section 21.41(b), Procedures for ITBs, allows for acceptance of a voluntary reduction in price after bid opening if such reduction does not result in the modification or deletion of any condition of the solicitation.
The bid was advertised on January 31, 2024, and opened on March 29, 2024; one bid was received with no declinations (Exhibit 1). The bid opening date was first extended from February 12, 2024 to February 26, 2024, and again to the end on March 29, 2024. Periscope S2G successfully invited 78 suppliers to the solicitation; it was reviewed by 46 suppliers. The Purchasing Division notified 23 potential suppliers via phone calls and emails, of which two vendors confirmed that they were going to bid. After the bid ended, the Purchasing Division inquired why the vendors did not bid; one firm responded that its company was too small to bid on all items, and the second firm responded that it needed more time to gather all documents for submission.
As this procurement yielded only a single bid response, a Recommendation for Award was not 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 and terminates two years from that date.
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 $26,876,990 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.
Requisition No. PFM0001083