Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO AWARD open-end contract to low responsive, responsible bidder, Airmatic Controls, Inc., for Group 1 for HVAC Unit and HVAC Precision Cooling Unit Maintenance and Repair Services, Bid No. BLD2117444B1, for the Facilities Management Division and other County agencies, in the estimated annual amount of $467,777, which includes allowances in the amount of $93,650; and authorize the Director of Purchasing to renew the contract for two one-year periods, for a three year potential estimated amount of $1,478,186. The initial contract period shall begin on the date of award and terminate one year from that date.
ACTION: (T-11:44 AM) Approved.
VOTE: 9-0. Commissioners Bogen, Fisher, Rich and Vice-Mayor Geller voted in the affirmative telephonically.
B. MOTION TO AWARD open-end contract to low bidder, Thermo Air, Inc., for Group 2 for HVAC Unit and HVAC Precision Cooling Unit Maintenance and Repair Services, Bid No. BLD2117444B1, for the Facilities Management Division and other County agencies, in the estimated annual amount of $273,976, which includes allowances in the amount of $84,402; and authorize the Director of Purchasing to renew the contract for two one-year periods, for a three year potential estimated amount of $862,804. The initial contract period shall begin on the date of award and terminate one year from that date.
ACTION: (T-11:44 AM) Approved.
VOTE: 9-0. Commissioners Bogen, Fisher, Rich and Vice-Mayor Geller voted in the affirmative telephonically.
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Why Action is Necessary
Motions A and B: In accordance with 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
Motions A and B: Provide HVAC unit and HVAC precision cooling unit maintenance and repair services for the Facilities Management Division and other County agencies.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/FACILITIES MANAGEMENT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
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 Airmatic Controls, Inc. and Thermo Air, Inc. meet the eligibility criteria of the CBE reserve program (Exhibit 2).
The purpose of these contracts is to furnish all labor, equipment and materials necessary to provide HVAC unit and HVAC precision cooling unit maintenance and repair services for the Facilities Management Division (FMD) and other County agencies.
The allowances in these contracts for Group 1, in the total annual amount of $93,650, and Group 2, in the total annual amount of $84,402, are for parts, materials, non-Broward County agency permits and fees, crane services including mobilization and demobilization and specialized contractor services. Expenditures under these allowances must be approved by the contract administrator prior to purchase and will be reimbursed at the contractor’s actual incurred cost, without markup.
In accordance with the Broward County Living Wage Ordinance, Broward County Administrative Code Section 26-101 (i), these services are covered services. For Group 1, Airmatic Controls, Inc. has agreed to be bound to the contractual obligations of the Living Wage Ordinance. The three-year potential estimated amount of $1,478,186 has been adjusted to reflect unit price increases due to the health care benefit increase effective January 1, 2021. For Group 2, Thermo Air, Inc. has agreed to be bound to the contractual obligations of the Living Wage Ordinance. The three-year potential estimated amount of $862,804 has been adjusted to reflect unit price increases due to the health care benefit increase effective January 1, 2021.
For Group 1, the Director of Purchasing determined the following bidders to be non-responsive for not bidding all lines items within the Group as required in the solicitation’s Basis of Award; the first bidder, AJ Air Services, Inc., only bid two items; the second bidder, Temptrol Air Conditioning, Inc., did not submit a bid for any of the items, and the third bidder, Thermo Air, Inc., is non-responsive for not meeting the requirements of the solicitation’s Special Instructions to Vendors and the Special Instructions - Section H, Certification Requirements, which reads: “the vendor shall provide a minimum of one (1) technician who has received factory training on Wattmaster/Orion Controls used in AAON HVAC equipment.” The difference in the apparent low bidder and the recommended bidder is $52,864.
The FMD reviewed the bid submitted by Airmatic Controls, Inc. for Group 1 and the bid submitted by Thermo Air, Inc. for Group 2 and concurs with the recommendation for award to both bidders respectively. The certification requirements required in Group 1 were not required for the scope of work for Group 2. Therefore, Thermo Air, Inc. was considered for Group 2. Vendor performance evaluations have been completed for Airmatic Controls, Inc; they have an overall rating of 4.44 out of a possible 5.0. Copies of the vendor performance evaluations are available upon request (Exhibit 3). Vendor performance evaluations have been completed for Thermo Air, Inc; they have an overall rating of 3.10 out of a possible 5.0. Copies of the vendor performance evaluations are available upon request (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.
There was no protest or appeal filed regarding this procurement.
Incumbent: Airmatic Controls, Inc., Contract No. K2113673X1_1, HVAC Maintenance, Repairs, and Emergency Services; Contract Term: August 19, 2019 through January 19, 2020. Expenditures to date: $296,845. Airmatic Controls, Inc., Contract No. M2114380X1_1 HVAC Precision Cooling Maintenance; Contract Term: January 28, 2019 through March 26, 2020. Expenditures to date: $196,785.
The bid posted on September 10, 2019 and opened on October 23, 2019; four bids were received for Group 1 and four bids were received for Group 2 with no declinations (Exhibit 1).
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6057
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.