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, Siemens Industry, Inc. for Air Conditioning Chillers, Cooling Towers, and Pre-Conditioned Air Units Preventative Maintenance, Repairs, and Rental Services, Bid No. BLD2119689B1, for the Broward County Aviation Department, for the initial one-year term, in the estimated initial annual amount of $1,727,765, including allowances of $40,000 for miscellaneous parts and materials, and authorize the Director of Purchasing to renew the contract for two additional one-year periods, for a three-year potential estimated amount of $5,193,875.
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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 an open-end contract for preventative maintenance, repairs, and rental services of air conditioning chillers, cooling towers, and pre-conditioned air units at Broward County Fort Lauderdale-Hollywood International Airport.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE BROWARD COUNTY AVIATION DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development did not assign Small Business Enterprise or County Business Enterprise (CBE) goals for this project because there is an insufficient number of CBE contractors in the Broward County Firm Directory that can meet the requirements of the contract (Exhibit 2).
The purpose of this contract is to provide preventative maintenance, repairs, and rental services of air conditioning chillers, cooling towers, and pre-conditioned air units for the Broward County Fort Lauderdale-Hollywood International Airport.
The allowance items in this contract, in the total annual estimated amount of $40,000, are for miscellaneous parts and materials not identified in the bid items but are critical to the scope of work. Expenditures under these allowance items must be approved by the contract administrator and will be reimbursed at the contractor’s actual incurred cost, without mark-up.
In accordance with the Broward County Administrative Code, Section 26-102 (i), these services are covered services. Siemens Industry, Inc. has agreed to be bound to the contractual obligations of the Living Wage Ordinance. The three-year potential estimated amount of $5,193,875 has been adjusted to reflect unit price increases due to the health care benefit increase effective January 1, 2021.
The Director of Purchasing determined the apparent low bidder, RGEN Enterprises dba Cool Water Air Conditioning to be non-responsive because the bidder was non-compliant with the Special Instructions to Vendors, page 60 of the solicitation, which reads: “Vendor shall perform the Work with its own organization, amounting to not less than 100 percent of the Contract Price.” The Broward County Aviation Department (BCAD) indicated that, “this requirement is necessary for these critical systems which provide conditioned air to tenants, employees and the traveling public in the Airport and Aircrafts to ensure minimal down time. A single vendor requires the least amount of coordination and reduces potential time delays and inefficiencies when multiple subcontractors are involved in a critical repair.” Per the bid submitted by RGEN Enterprises dba Cool Water Air Conditioning, the Subcontractors/Subconsultants/Suppliers Requirement Form identified Trane, TAI Services, Inc., and Sheet Metal Experts, Inc. to be used. Thus, the 100% requirement was not met.
The BCAD has reviewed the bid submitted by Siemens Industry, Inc. and concurs with the recommendation for award (Exhibit 3). Ten vendor performance evaluations have been completed for Siemens Industry, Inc. with an overall rating of 4.09 out of a possible rating of 5.0. Copies of the vendor performance evaluation are available upon request.
The prices offered by Siemens Industry, Inc. were compared to those of Contract No. Z1406035B1, awarded to Siemens Industry, Inc. (incumbent). Based on the price comparison with the prior Broward County Contract No. Z1406035B1 and other governmental contracts for similar services, the prices submitted by Siemens Industry, Inc. are in line with the previous bid (Exhibit 4).
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 bid tabulation reflects the actual amount of the award.
The bid posted on October 31, 2019 and opened on December 11, 2019; three bids were received with zero declinations (Exhibit 1).
There was no protest or appeal filed regarding this procurement.
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. AVM0004114