Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO APPROVE sole source, sole brand designation to provide and install Brooks Instrument Ammonia Gas Feed Systems, Equipment, Maintenance and Repair Services, from Cross Technologies, Inc. dba Cross Company, for Water and Wastewater Services.
ACTION: (T-11:03 AM) Approved.
VOTE: 8-0. Vice-Mayor Bogen was inaudible during the vote.
B. MOTION TO AWARD open-end contract to sole source, Cross Technologies, Inc. dba Cross Company, for Brooks Instrument Ammonia Gas Feed Systems, Equipment, Installation, Maintenance and Repair Services, Quotation No. OPN2128645Q1, Brooks Ammonia Gas Feed System, Equipment, Maintenance And Repair Services, for Water and Wastewater Services, in the one-year estimated amount of $137,796, including pass-thru allowances of $5,500, and authorize the Director of Purchasing to renew the contract for four one-year periods, for a five-year potential estimated amount of $688,980.
ACTION: (T-11:03 AM) Approved.
VOTE: 8-0. Vice-Mayor Bogen was inaudible during the vote.
body
Why Action is Necessary
MOTION A: In accordance with Broward County Procurement Code Section 21.25(a), Sole Source Procurement, and Section 21.26(a), Sole Brand Procurement, non-standardized Sole Source and Sole Brand procurements above the award authority of the Director of Purchasing must be approved by the Board.
MOTION B: In accordance with Broward County Procurement Code, Section 21.47, Award and Execution Authority, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions provided for in the contract.
What Action Accomplishes
Motion A. Designates Cross Technologies, Inc. dba Cross Company as the sole source to provide sole brand Brooks Instrument Ammonia Gas Feed System, Equipment, Maintenance and Repair Services, for Water and Wastewater Services.
Motion B. Provides for an open-end contract to furnish, supply, install new ammonia gas feed systems, equipment and maintenance services and repairs for existing county owned Brooks Instrument equipment at the County water treatment plants for Water and Wastewater Services.
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Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/WATER AND WASTEWATER SERVICES DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
Approval of the sole source designation to Cross Technologies, Inc. dba Cross Company provides Brooks Instrument Ammonia Gas Feed Systems, parts, components, associated piping, system support and associated repair parts and services for Water and Wastewater Services (WWS). WWS currently utilizes Brooks Instrument Ammoniators for the treatment of potable water for Broward County at the water treatment plants.
On June 18, 2024, the Purchasing Division issued a Request for Information (RFI) Notice of Intent to designate sole source to ascertain whether there were any other entities able to provide Brooks Instrument Ammonia Gas Feed Systems and repair services at WWS. There were no responses received to the RFI. Additionally, the manufacturer, Brooks Instrument, indicated that the Cross Company is the sole exclusive authorized representative/distributor for Brooks Instrument for the territories of Alabama, Florida, Georgia, Maryland, North Carolina, South Carolina, Tennessee, Virginia, and Washington, DC. Based on this information, the Director of Purchasing recommends approval of this sole source, sole brand designation (Exhibit 1).
On August 9, 2024, a private bid was advertised to the sole source vendor, Cross Company. The bid opened August 23, 2024, with Cross Company providing a submission (Exhibit 2). No exceptions were taken to the general conditions. The resultant contract will consist of the private bid solicitation and the vendor’s response.
The allowances incorporated in the contract, in the total amount of $5,500 per year, are for parts and materials, shipping, handling, and transportation, and specialty subcontractor services. Expenditures under these allowance items must be approved by the Contract Administrator and will be reimbursed at the contractor’s actual cost without mark-up.
WWS has reviewed the prices submitted by Cross Company and concurs with the recommendation for award. One performance evaluation was completed for Cross Company; the vendor has an overall performance rating of 4.37 out of a possible rating of 5.0. Copies of the vendor performance evaluations are available upon request (Exhibit 3).
The Director of Purchasing recommends approval of this sole source designation to Cross Company for Brooks Instrument Ammonia Gas Feed Systems. This system is a proprietary design on which alternate manufacturer's ammonia gas systems are not compatible with the Brooks Instrument set point controllers recently installed at the County’s Water Treatment Plants.
Incumbent: Cross Company. Contract Number and Title: IND2124625Q2, Brooks Ammonia Gas Feed System, Equipment, Maintenance and Repair Services. Contract Term: August 10, 2022, through November 07, 2024. Expenditures to date: $80,286.
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 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
The open-end contract has a not to exceed amount of $688,980 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.
Requisition No. WWO0008470