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 bidder, Polaris Fire Protection, Inc., for FLL Fire Suppression Inspections, Maintenance, and Repair Services, Bid No. BLD2128306B2, for the Broward County Aviation Department, in the initial one-year estimated amount of $2,074,835 (which includes a total allowance in the annual amount of $387,000), and authorize the Director of Purchasing to renew the contract for four one-year periods, for a five-year estimated amount of $10,374,176.
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Why Action is Necessary
In accordance with Florida Statutes Section 332.0075(3)(b), a governing body must approve, award, or ratify contracts for the purchase of commodities or contractual services executed by or on behalf of a large hub airport in an amount that exceeds $1,500,000 as a separate line item on the agenda and must provide a reasonable opportunity for public comment. Such contracts may not be approved, awarded, or ratified as part of a consent agenda.
What Action Accomplishes
Provides fire suppression inspections, maintenance, and repair services at the Broward County Fort Lauderdale-Hollywood International Airport.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE AVIATION DEPARTMENT 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 products and services requested and availability of CBE firms to perform the services (Exhibit 2).
This contract provides for fire suppression system inspections, maintenance, and repair services at the Broward County Fort Lauderdale-Hollywood International Airport.
The contract identifies allowances in the total amount of $387,000 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 Aviation Department has reviewed the bid submitted by Polaris Fire Protection, Inc. and concurs with the recommendation for award (Exhibit 3). No County vendor performance evaluations have been completed for Polaris Fire Protection, Inc.
The Purchasing Division reviewed the prices submitted by the low bidder, Polaris Fire Protection, Inc., and has determined that the prices submitted are fair and reasonable in comparison to the second low bidder, Advanced Systems, Inc., for these same services (Exhibit 4).
The bid was advertised on December 3, 2024 and opened on January 7, 2025; two bids were received with no declination (Exhibit 1).
The Recommendation for Award was posted on the Purchasing Division website from January 24 - 31, 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.
The contract consists of the County’s solicitation and the vendor’s response.
The initial contract period begins on May 1, 2025.
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 $10,374,176 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.