Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
MOTION TO AWARD open-end contract to the low responsive, responsible bidder, Blizzard Air Conditioning LLC, for Groups 1, 2 and 4 for Air Conditioning Filters, Bid No. BLD2117307B2, for the Facilities Management Division and other County agencies, in the annual estimated amount of $919,099, and authorize the Director of Purchasing to renew the contract for two additional one-year periods, for a three-year potential estimated amount of $2,757,297; and authorize contract threshold increases based on the respective agency’s approved budget. The initial contract period begins on the date of award and terminates one year from that date.
body
Why Action is Necessary
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.
What Action Accomplishes
Provides for furnishing and delivery of air conditioning filters to the Broward County Port Everglades Department, Broward County Aviation Department, Facilities Management Division and various other County agencies and authorize increases to the estimated contract threshold based on the agencies approved budget.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE FACILITIES MANAGEMENT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) designated this a reserved project for County Business Enterprise (CBE) firms. The OESBD has determined that Blizzard Air Conditioning LLC meets the eligibility criteria of the CBE reserve program (Exhibit 2).
The purpose of this contract is to furnish and deliver air conditioning filters to the Broward County Port Everglades Department, Broward County Aviation Department, Facilities Management Division and various other County agencies.
The pass-thru allowance incorporated in this contract, in the total amount of $23,000, is for unforeseen filters not mentioned in the bid. Expenditures under this allowance must be approved by the contract administrator and will be reimbursed at the contractor’s actual incurred cost, without markup. In the event that the need for the goods offered in this contract exceeds the estimated value referenced in the motion, the contract threshold will be increased based on the approved budget for the agency.
The Director of Purchasing determined Carrier Enterprise, Tri-Dim Filter Corporation, Waco Filters Corporation and Northgate Limited, Inc. to be non-responsive based on the findings of the OESBD that these bidders were non-compliant to the CBE requirement of the solicitation (Exhibit 2).
The Director of Purchasing rejected Carrier Enterprises, The Tools Man Inc., Integ Miami LLC, Northgate Limited, Inc. and Waco Filters Corporation due to these bidders not bidding all line items as required by the bid document. Page 2 of the solicitation reads, “Vendors must submit a price for all items in Groups 1 and 2 to be considered responsive. Groups 3 and 4 are optional and can be submitted alone or in conjunction with both Groups 1 and 2.” These bidders did not satisfy this requirement.
The Facilities Management Division has reviewed the bid submitted by Blizzard Air Conditioning LLC and concurs with the recommendation for award for Groups 1, 2, and 4 (Exhibit 3).
The Facilities Management Division issued a non-concurrence for Group 3 for Blizzard Air Conditioning LLC because its bid of $102,168 was twice the price of Tri-Dim Filter Corporation’s bid. Although Tri-Dim Filter Corporation bid $51,638, it was discovered that Tri-Dim Filter Corporation could not provide the requested filters. Thus, additional time is needed for staff to continue its review of the requirements for Group 3 (Exhibit 4).
One vendor performance evaluation has been completed for Blizzard Air Conditioning LLC and the firm has an overall rating of 3.13 out of a possible 5. Copies of Blizzard Air Conditioning LLC’s vendor performance evaluation are available upon request.
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.
There was no protest or appeal filed regarding this procurement.
Incumbent Vendors: Waco Filters Corporation Contract Number and Title: M1358202B1, Air Conditioning Filters. Contract Term: November 3, 2015 through January 31, 2019. Expenditures to date: $634,510.
The bid posted on September 5, 2019 and opened on November 1, 2019; eight bids were received with no declinations (Exhibit 1).
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each requirement processed against this contract will be funded by the appropriate source at the time of release.