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 contracts to multiple vendors under the State of Florida Alternate Contract Source Agreement No. 30161700-20-ACS, Flooring Materials, with Related Supplies and Services; Broward County Procurement Contract No. BLD2120877G1, to supply and install carpet and flooring materials, for the Facilities Management Division and other Broward County agencies, in the estimated amount of $7,112,511 for the remainder of the initial term effective through October 11, 2023, and authorize the Director of Purchasing to renew the contract, as renewed by the State of Florida, for a one-year period, for a total potential contract amount of $9,331,681. The initial contract period shall begin on the date of award and shall terminate on October 11, 2023.
body
Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.135.e, the Director of Purchasing is authorized to enter into a contract awarded by a public procurement unit, if the public procurement unit and/or the vendor agree to such an award of their contract, and the procurement was accomplished under generally accepted public procurement principles. The actual award of such contract shall be made by the applicable award authority.
What Action Accomplishes
Provides for the procurement and installation of carpet and flooring materials for various 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 MOTION.
The Office of Economic and Small Business Development did not assign goals to this procurement because it is based on the use of a pre-existing State of Florida contract (Exhibit 1).
The purpose of this contract is to provide the supply and installation of both carpet and flooring materials necessary to repair and replace flooring in existing and renovated facilities for the Facilities Management Division and other Broward County agencies.
On February 17, 2020, the State of Florida awarded an alternate contract source agreement, Contract No. 30161700-20-ACS, Flooring Materials, with Related Supplies and Services, to seven contractors based upon competitive Request for Proposals (RFP) No. 080819 issued by Sourcewell, a State of Minnesota local government agency and service cooperative (Exhibit 2). The basis of the award was to responsive, responsible proposers offering the best overall quality and selection of equipment, products, and services meeting the commonly requested specifications of Sourcewell and Sourcewell members.
By utilizing the State of Florida Alternate Contract Source Agreement No. 30161700-20-ACS (Contract) (Exhibit 3), the County takes advantage of lower costs available through competitive pricing based on large volume discounts. The Contract also provides for the performance of various related tasks such as order processing; removal and disposal of existing floor covering and other waste materials; floor surface preparation and furniture moving and replacement.
Upon approval of the open-end contracts to piggyback off the State of Florida’s Contract, Broward County agencies can select vendors for individual projects based on which vendor can supply the desired product - meeting the required characteristics, styling, consistency with existing products, and budget. A list of local vendors, who are authorized to provide installation services under the State of Florida's contract, is provided as Exhibit 4.
The Purchasing Division reviewed the State of Florida’s Contract and determined prices to be fair and reasonable based on comparison of previous pricing and recent changes in the Consumer Price Index and Producer Price Index (Exhibit 5).
Two vendor performance evaluations were completed for Mohawk Carpet Distribution, Inc.; the firm has an overall performance rating of 3.92 out of a possible rating of 5.0. Two vendor performance evaluations were completed for Shaw Industries, Inc.; the firm has an overall performance rating of 4.5 out of a possible rating of 5.0. One vendor performance evaluation was completed for Tarkett USA, Inc. formerly Tandus-Centiva US, LLC; the firm has an overall performance rating of 4.81 out of a possible rating of 5.0. No County Vendor performance evaluations have been completed for Bentley Mills, Inc., Interface Americas, Inc., Karndean International LLC, and Mannington Commercial. Copies of the vendor performance evaluations are available upon request.
On September 15, 2020, the Director of Purchasing approved the piggyback to the State of Florida’s Contract as authorized under the Broward County Procurement Code, Section 21.135.a.2, which authorizes the Director of Purchasing to directly purchase from contracts generated by the State of Florida (Exhibit 6).
Incumbents: Bentley Mills, Inc.; Interface Americas, Inc.; Milliken Services, LLC; Mohawk Carpet Distribution, Inc.; Shaw Industries, Inc.; Tarkett USA, Inc. formerly Tandus-Centiva US, LLC; Mannington Commercial. Contract Title and Number: Flooring with Related Equipment, Products, Supplies, Installation and Services, No. M2114073A1. Contract Term: June 1, 2016 through February 16, 2020; Expenditures through expiration: $4,327,956.
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.
Source of Additional Information
Brenda Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each procurement processed against this open-end contract will be funded by the appropriate source at the time of release.
Requisition No. FMD0011258