Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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A. MOTION TO ADOPT budget Resolution No. 2021-304 within the General Capital Outlay Fund transferring funds in the amount of $350,000 from the fund’s reserve for project contingencies to the Public Safety Building Fire Alarm & Public Address System Upgrade project to support cost increases associated with this project.
ACTION: (T-11:24 AM) Approved.
VOTE: 9-0.
B. MOTION TO AWARD fixed contract to low responsive, responsible bidder, Florida Palm Construction, Inc., for Public Safety Building Fire Alarm and Public Address System Installation, Bid No. PNC2121515C1, for the Construction Management Division, in the amount of $1,917,059, which includes allowances of $65,000, to be substantially completed within 365 calendar days from the Project Initiation Date listed in the Second Notice to Proceed, contingent upon no protest and the receipt and approval of insurance/performance and payment guaranty; and authorize the Mayor and Clerk to execute the same. (Commission District 9)
ACTION: (T-11:24 AM) Approved.
VOTE: 9-0.
C. MOTION TO APPROVE increase of Administrative Change Order allowances by an additional 5%, for a total change order allowance of 10%, to address unforeseen site conditions.
ACTION: (T-11:24 AM) Approved.
VOTE: 9-0.
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Why Action is Necessary
A. Board approval is required to transfer budget from reserves.
B. In accordance with the Broward County Procurement Code, Section 21.47(a), Award and Execution Authority, Board approval is required for awards exceeding $500,000.
C. In accordance with the Broward County Procurement Code, Section 21.56, the Board is required to approve any change order allowance increase exceeding 5% of the original contract amount.
What Action Accomplishes
Motion A: Provides additional one-time funds of $350,000 to fund cost increases associated with this project.
Motion B: Provides all the labor, materials, equipment, services, and incidentals necessary to perform the replacement and installation of new devices for the upgrade of the existing fire alarm and public address systems at the Broward County Public Safety Building located at 2601 West Broward Boulevard, Fort Lauderdale, FL 33312.
Motion C: Provides an additional change order allowance for the contract administrator to approve change order over the standard 5% allowance to address unforeseen conditions.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/ CONSTRUCTION MANAGEMENT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
The Office of Economic and Small Business Development (OESBD) established a County Business Enterprise (CBE) goal of 25%. Florida Palm Construction, Inc., a certified CBE firm, committed to 25% CBE participation, which has been reviewed and approved by the OESBD (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. Florida Palm Construction, Inc. has agreed to be bound to the contractual obligations of the Workforce Investment Program.
This procurement carries a 100% performance and payment guaranty. The Purchasing Division confirmed with the surety company that Florida Palm Construction, Inc. has the capacity to obtain the required guaranty.
The allowances incorporated into this contract in the amount of $65,000 are for permit fees. Expenditures under these allowance items must be approved by the contract administrator and will be reimbursed at the contractor’s actual cost without mark-up.
The Director of Purchasing determined the apparent low bidder, Glanz Technologies dba Secured Technologies, to be non-responsive to the bid requirements; the bidder did not submit a bid bond. There was no record of bid guaranty received and there was no copy included in the electronic submittal. Additionally, pursuant to Section 283.111 part 1.1 D of the Technical Specifications of the solicitation, the vendors bid must include the standardized equipment of Johnson Control, Inc. Glanz Technologies confirmed that their bid did not include Johnson Control equipment.
The Construction Management Division reviewed the bid submitted by Florida Palm Construction, Inc. and concurs with the recommendation for award (Exhibit 3). There are no vendor performance evaluations for the bidder.
Due to age of the building, the approval of the additional change order allowance will allow for possible unforeseen conditions encountered during construction.
The prices submitted by the recommended bidder, Florida Palm Construction, Inc., have been determined to be fair and reasonable by the Construction Management Division (Exhibit 4).
The Recommendation for Award was posted on the Purchasing Division website from May 5 - 10, 2021 at which time any aggrieved vendor could have protested the results. There was no protest or appeal filed regarding this procurement.
The amounts referenced in this agenda item were rounded to the nearest whole dollar. Vendor payments will be based on the actual bid amount. The bid tabulation reflects the actual amount of the award (Exhibit 1).
The bid posted on November 24, 2020 and opened on March 17, 2021; three bids were received with no declinations.
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The $350,000 is transferred from the General Capital Outlay’s reserve for contingency which, pending approval of this action, will reduce the reserve’s remaining balance in Fiscal Year 2021 to $770,890. The additional $350,000 will increase the total estimated cost of the Public Safety Building Fire Alarm & Public Address System Upgrade from $1.96 million to $2.31 million.
The source of funding for this project is from the General Capital Outlay Fund in the amount of $2,306,539.97.
Requisition No. CMD0000535