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 APPROVE threshold increase for open-end, multiple-award Contract No. TRN2115605B1, Bus Parts: New, Rebuilt, OEM, Aftermarket, for the Transit Division and various Broward County agencies, in the increased amount of $925,000 for an estimated three-year amount of $15,225,000; and authorize the Director of Purchasing to increase contract threshold amounts based on the agency’s approved budget.
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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.
What Action Accomplishes
Provides additional funding threshold for replacement parts to support maintenance and repair of the Transit Division bus fleet for the remaining term of the contract and authorize the Director of Purchasing to increase threshold amounts based on the agency approved budget.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE TRANSPORTATION DEPARTMENT/TRANSIT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development reviewed the scope of work and determined that this project will not contain race-conscious goals for Disadvantaged Business Enterprises. The goal assignment for this project is race-neutral because federal funds are being utilized (Exhibit 1).
The purpose of this contract is to provide multiple sources a cost-effective way to procure repair parts for Transit buses.
On May 22, 2018 (Item No. 32), the Board awarded Contract No. TRN2115605B1 to 15 vendors in the estimated annual amount of $4,500,000, including two one-year renewals, for a three-year potential estimated amount of $13,500,000.
On December 2, 2019, the Director of Purchasing approved a threshold increase in the estimated amount of $400,000.
On December 10, 2019 (Item No. 12), the Board approved a threshold increase in the estimated amount of $800,000.
The Broward County Transit (BCT) Division is requesting an additional increase to the contract threshold in the estimated amount of $925,000 (Exhibit 2). The threshold increase is needed to ensure necessary parts are available to keep buses operational. BCT is utilizing the currently awarded contracted vendors to obtain critical bus parts to maintain operability, and in doing so, there has been an increase in cost.
Solicitation No. TRN2115605B1 did not yield an award to 11 bidders due to being deemed non-responsive for failure to submit the Buy America Certification, as required by the Federal Transportation Administration (FTA), U.S. Department of Transportation Funding Supplement.
Of those rejected, five were proprietary vendors that provided lower pricing and greater discounts off the price list, and whose parts are critical to keeping buses operational. Without the participation of these proprietary vendors, there have been cost increases for certain parts that are critical to keeping buses operational thus necessitating this contract threshold increase request.
Contract No. TRN2115605B1 will renew for the final renewal term of May 22, 2020 through May 21, 2021. It is anticipated that a replacement contract will be completed and awarded prior to the expiration date of May 21, 2021.
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. The Transit Division’s operating and capital budget will fund this item.