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 low responsive, responsible bidder, ERMC Aviation LLC, for Baggage Handling Systems (BHS) Maintenance Repairs and Operations (MRO) Services, Bid No. OPN2118883B1, for the Aviation Department and the Port Everglades Department, in the initial estimated one-year amount of $1,043,299, which includes allowances of $82,000; and authorize the Director of Purchasing to renew the contract for two additional one-year periods, for a three-year potential estimated amount of $3,253,741.
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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 an open-end contract for all maintenance, repair and operations services for the baggage handling systems located in Terminal 2 at Fort Lauderdale-Hollywood International Airport (FLL) and maintenance and repair services for the baggage handling systems located at Terminal 25 at Port Everglades.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION, THE AVIATION DEPARTMENT AND THE PORT EVERGLADES DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development did not assign Small Business Enterprise (SBE) or County Business Enterprise (CBE) goals for this project because there were no subcontracting opportunities for SBE or CBE contractors (Exhibit 2).
The purpose of this contract is to provide baggage handling systems maintenance repairs and operations services for Broward County Fort Lauderdale-Hollywood International Airport and for Broward County Port Everglades.
The allowances incorporated in the contract, in the total amount of $82,000 per year, are for parts, permits and fees for unforeseen repairs. 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.
In accordance with the Broward County Administrative Code, Section 26-102 (i), these services are covered services. ERMC Aviation LLC has agreed to be bound to the contractual obligations of the Living Wage Ordinance. The three-year potential estimated amount of $3,253,741 is an extension of and inclusive of the unit prices applicable over the course of the potential contract term (Exhibit 4).
The Aviation Department has reviewed the bid submitted by ERMC Aviation LLC and concurs with the recommendation for award (Exhibit 3). There have been no vendor performance evaluations completed for ERMC Aviation LLC.
The Purchasing Division has researched the prices submitted by the recommended bidder, ERMC Aviation LLC, and determined that the prices submitted are fair, reasonable, and aligned with the estimate (Exhibit 4).
The Director of Purchasing has determined Oxford Electronic Inc, d/b/a Oxford Airport Technical Services, the low bidder in the amount of $980,326 inclusive of bid allowance of $82,000, to be non-responsive for failure to comply with licensing requirements.
The initial bid submitted by ERMC Aviation LLC was $1,095,691 inclusive of bid allowance of $82,000. The vendor offered a voluntary price reduction and overall cost savings of $52,392 to the County and revised total estimated amount of $1,043,299. The Broward County Procurement Code, Section 21.30.f.2 (c), allows for a voluntary price reduction, if the reduction does not result in the modification or deletion of any condition of the bid.
The amounts referenced in this agenda item have been rounded to the nearest whole dollar. Vendor payments will be based on the actual total bid amount. The Price Analysis reflects the actual amount of the award.
There was no protest or appeal filed regarding this procurement.
The bid posted on October 21, 2019 and opened on December 2, 2019; two bids were received with two 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 open-end contract will be funded by the appropriate source at the time of release.
Requisition No. AVM0003202