Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
MOTION TO APPROVE threshold increase for open-end Contract No. Y2113492B1_1, Electrical Maintenance and Repair with Mills Electric Service, Inc., for the Water and Wastewater Services Division and other Broward County agencies, in the estimated increased amount of $385,000 for an estimated not-to-exceed threshold amount of $5,915,418 for the remainder of the contract's current term through October 2, 2021.
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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.
Effective May 1, 2021: In accordance with the Broward County Procurement Code, Section 21.47.(a), Award and Execution Authority, the Board shall make all awards with a value of more than $500,000. The contract threshold increase exceeds the authority of the Director of Purchasing.
What Action Accomplishes
Provides additional funding threshold for unanticipated projects and emergencies for the remaining term of the contract.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/WATER AND WASTEWATER SERVICES DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development Division (OESBD) established a County Business Enterprise (CBE) goal of 19% for this contract. Mills Electric Service, Inc. (Mills Electric) committed to 19% CBE participation. However, Mills Electric at the time of award was a certified CBE firm and was self-performing at 100%. During the term of the contract, Mills Electric did not renew their CBE certification. Mills Electric were able to identify two CBE firms to participate on the contract to meet the original 19% CBE goal. The additional firms were reviewed and approved by the OESBD. There are no objections, issues, or concerns from OESBD regarding the threshold Increase and the future requirements of the Prime to meet the CBE goal (Exhibit 2).
In accordance with the Broward County Workforce Investment Program, Broward County Administrative Code, Section 19.211, these services are subject to the Workforce Investment Program. Mills Electric Service, Inc. agreed to be bound to the contractual obligations of the Workforce Investment Program.
The purpose of this contract is to provide electrical maintenance and repair services for electrical components and equipment, including drawbridges, within the County. The scope of services includes inspection, adjustment, fabrication, calibration, testing and repair.
On October 3, 2017 (Item No. 17), the Board awarded open-end Contract No. Y2113492B1 to Mills Electric Service, Inc. for Electrical Maintenance and Repair for the Water and Wastewater Services Division in the two-year estimated amount of $2,415,209, which includes allowances in the amount of $612,000, and authorized the Director of Purchasing to renew the contract for one two-year period, for a four-year potential estimated amount of $4,830,418. The contract began on October 3, 2017 and shall terminate on October 2, 2021.
The allowance items incorporated into this contract include parts and materials, non-Broward County permits and fees and security badging, specialty subcontractors, and removal and disposal of hazardous materials.
This is an open-end contract and is utilized by multiple agencies Countywide. On April 25, 2019, the Director of Purchasing approved a threshold increase in the amount of $180,000 for an increase to the parts and materials allowance, increasing the not-to- exceed threshold amount to $2,595,209.
On June 10, 2019, the Director of Purchasing approved a threshold increase in the amount of $220,000, including $150,000 for parts and materials allowance, increasing the not-to-exceed threshold amount to $2,815,209.
On September 25, 2019, the Assistant Director of Purchasing approved a threshold increase in the amount of $200,000, increasing the not-to-exceed threshold amount to $3,015,209 to cover outstanding invoices.
On October 3, 2019, the contract was subsequently renewed for the remaining two-year renewal period and the contract threshold increased in the amount of $2,415,209, increasing the not-to-exceed threshold amount to $5,430,418. The current contract expires on October 2, 2021.
On July 24, 2020, the County Administrator and the Director of Purchasing approved a threshold increase in the amount of $100,000 for an increase to the parts and materials and non-Broward County permit allowances, increasing the not-to-exceed threshold amount to $5,530,418. This contract is used by multiple agencies throughout the County and the requested increases were necessary due to emergency needs. This last emergency increase exceeded the Director of Purchasing’s and County Administrator’s dual signature authority.
On January 19, 2021, the Water and Wastewater Services Division requested to increase the contract threshold by an additional $385,000 for its Division and various Broward County agencies that utilize this contract. This increase will allow for the needed threshold increases to the allowance items in the amounts of $330,000 for parts and materials, $10,000 for non-Broward County agency permits and $45,000 for specialty subcontractors to cover any unanticipated projects and emergencies for the remaining term of the contract (Exhibit 1).
On March 15, 2021, the Water and Wastewater Services Division submitted a requisition to solicit for a replacement contract. The Purchasing Division is actively preparing a solicitation and anticipates advertisement and contract award prior to the October 2, 2021 expiration of the current contract.
As of March 24, 2021, the current expenditures on the contract were $4,613,886.
The amounts referenced in this agenda were rounded to the nearest whole dollar.
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each procurement processed against this contract will be funded by the appropriate source at the time of release.
Requisition No. WWO0004802