Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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A. MOTION TO AWARD open-end contract to low responsive, responsible bidder, National Fire Protection, LLC for Groups 1 and 2 for Fire Sprinkler and Fire Pump Maintenance Services, Bid No. BLD2116204B1, for the Broward County Facilities Management Division and the Port Everglades Department, in the total annual estimated amount of $4,666,654, which includes allowances in the total annual amount of $161,600 and authorize the Director of Purchasing to renew the contract for two one-year periods, for a three-year potential estimated amount of $13,999,961; and authorize contract threshold increases based on the agency’s approved budget. The initial contract period shall begin on the date of award and will terminate December 31, 2020.
ACTION: (T-10:33 AM) Approved.
VOTE: 9-0. Vice-Mayor Geller voted in the affirmative telephonically.
B. MOTION TO NOTE FOR THE RECORD extension of open-end Interim Contract No. T1322620X1 to National Fire Protection, LLC, for Fire Suppression Systems Repair and Maintenance, Groups 1 and 2, in the total amount of $582,143 on a month-to-month basis or until a replacement contract is awarded.
ACTION: (T-10:33 AM) Approved.
VOTE: 9-0. Vice-Mayor Geller voted in the affirmative telephonically.
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Why Action is Necessary
Motion A: In accordance with the Broward County Procurement Code, Section 21.31.a.4, Award Authority, Board approval is required for awards exceeding $500,000 that includes a single bidder, rejection of apparent low bidder or protested award.
Motion B: In accordance with Broward County Procurement Code, Section 21.39.b, Emergency Procurements, an emergency procurement exceeding the award authority of the Director of Purchasing shall be reported to the Board.
What Action Accomplishes
Motion A: Provides fire sprinkler and fire pump maintenance services for the Facilities Management Division at various Broward County locations and authorizes threshold increases based on the agency approved budget.
Motion B: Discloses to the Board the emergency contract awarded by the Director of Purchasing for continuous fire suppression systems repair and maintenance at various Broward County locations.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/FACILITIES MANAGEMENT DIVISION AND THE PORT EVERGLADES DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
The Office of Economic and Small Business Development (OESBD) established a 25% County Business Enterprise (CBE) program requirement for the project. The OESBD reviewed the bids and determined that National Fire Protection, LLC meets the CBE program requirement (Exhibit 2).
The purpose of the contract is to furnish all labor, equipment and materials necessary to provide fire sprinkler and fire pump maintenance services for the Facilities Management Division (FMD) at various Broward County locations and the Port Everglades Department.
The allowance items in this contract in the total annual amount of $161,600 include equipment rental, subcontractor manufacturer’s representative, engineering drawings, permit and inspections, miscellaneous parts and materials. 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.
Solicitation No. BLD2116204B1 was advertised with FMD requirements and with the Port Everglades Department (Port) requirements; and consisted of two groups, Group 1 for FMD and Group 2 for the Port. Upon review of the bids, OESBD determined that the apparent low bidder, Advanced Systems, Inc., did not meet the CBE program requirement; and was determined non-compliant to the solicitation’s CBE program requirement. Based on OESBD’s determination, Advanced Systems, Inc., was deemed non-responsive and rejected by the Purchasing Manager under the delegated authority of the Director of Purchasing. Black Fire Protection, Inc. did not bid on any line items in Group 2 and therefore were not considered for award for Group 2.
In accordance with the Broward County Living Wage Ordinance, Broward County Administrative Code Section 26-101 (k), these are covered services. National Fire Protection, LLC has agreed to be bound to the contractual obligations of the Living Wage ordinance, as amended. The three-year potential estimated amount of $13,999,961 has been adjusted to reflect unit price increases due to the health care benefit increase effective January 1, 2021.
On September 11, 2018, the Director of Purchasing approved Interim Contract No. T1322620X1 to National Fire Protection, LLC for the Fire Suppression Systems repair and maintenance utilizing the same pricing, terms and conditions for Contract No. T1322620B1 in order to provide the referenced services until the date of award. To avoid any interruption in services, the interim contract was extended multiple times and will be canceled upon approval of the new contract. Delays in advertising were due to the complexity of the bid specifications and the combination of requirements for multiple agencies. The estimated value of the extensions was $582,143.
The Facilities Management Division has reviewed the bid submitted by National Fire Protection, LLC; and concurs with the recommendations for award for both Groups 1 and 2. Four vendor performance evaluations have been completed for National Fire Protection, LLC with an overall rating of 3.96 out of a possible 5. Copies of National Fire Protection, LLC’s vendor performance evaluations are available upon request. The agency met with the vendor to review and discuss their references and have determined that the vendor will be responsive to the needs of the County.
The amounts referenced in this agenda 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: National Fire Protection, LLC: Contract Number and Title; T1322620B1, Fire Suppression Systems Repair; Contract Term: June 12, 2015 through September 9, 2018. Expenditures to date: $1,052,219. On September 11, 2018, the Director of Purchasing approved the Interim Contract No. T1322620X1 to National Fire Protection, LLC. Contract Term: September 11, 2018 through award. Expenditures to date: $354,699.17.
There were no protests filed regarding this procurement.
The bid posted on September 10, 2019 and opened on October 11, 2019; three bids were received with no declinations.
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 350-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each requirement processed against this open-end contract will be funded by the appropriate source at the time of release.
Requisition No. FMD0007196