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, National Fire Protection, LLC, for Broward County Fort Lauderdale-Hollywood International Airport Fire Suppression System Inspection and Maintenance Services, Bid No. BLD2122353B1, for the Broward County Aviation Department, in the two-year initial term estimated amount of $1,005,000, which includes allowances for parts, materials, third-party inspections, disposal fees, engineering drawings, and permits in the amount of $82,000 annually, and authorize the Director of Purchasing to renew the contract for three one-year periods, for a total five-year potential amount of $2,512,500. The initial contract period shall begin on the first day of the month following the date of award or September 30, 2021, whichever is later and shall terminate two years from that date.
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Why Action is Necessary
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 inclusive of the value of any renewals or extensions provided for in the contract.
What Action Accomplishes
Provides contract to furnish all labor, materials, and equipment for fire suppression system inspection and maintenance services for the Broward County Aviation Department.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE AVIATION DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development did not establish County Business Enterprise (CBE) goals for this procurement because there is an insufficient number of CBE firms in the Broward County Certified Firm Directory that provide fire suppression services (Exhibit 2).
The purpose of this contract is to furnish all labor, materials, equipment, services, and incidentals for fire suppression systems inspection and maintenance services for the Broward County Aviation Department (BCAD), Broward County Fort Lauderdale-Hollywood International Airport, and various other Broward County agencies that may have need of these services and products.
The allowances in this contract in the total amount of $82,000 annually includes: $80,000 for parts, materials, third-party inspections, and disposal fees, $1,000 for engineering drawings, and $1,000 for permits. These allowance items must be approved by the contract administrator prior to purchase and will be reimbursed at the contractor's actual incurred cost, without mark-up (Exhibit 1).
In accordance with the Specifications and Requirements and the Periscope S2G Contract Duration section of the solicitation, the initial term of the contract stated two years, with an option of three one-year renewals. However, in the Special Instructions to Vendors, it misstated that the initial contract term was one year and should have stated instead as a two-year term.
In accordance with the Broward County Living Wage Ordinance, Broward County Code of Ordinances, Section 26-101(k), these services are covered services. National Fire Protection, LLC (NFP) has agreed to be bound to the contractual obligations of the Living Wage Ordinance.
BCAD reviewed the bid submitted by NFP and concurs with the recommendation for award (Exhibit 3). Four evaluations were completed for NFP; they have an overall rating of 4.05 out of a possible 5.0. Copies of the vendor performance evaluations are available upon request.
The initial bid submitted by NFP was $1,129,300. The vendor offered a voluntary price reduction on four bid lines. The price reduction resulted in a savings of $124,300 for the initial term of two-years and revised the total amount from $1,129,300 to $1,005,000. The Broward County Procurement Code, Section 21.41(b), allows for a voluntary price reduction, however, that such reduction may not be conditioned on, nor result in, the modification or deletion of any other requirement of the solicitation.
On June 22, 2021, the Director of Purchasing approved the rejection of low bidder, A.B. Fire Equipment, Inc. The bidder was non-responsive to the license requirements, per the Special Instructions to Vendors section of the solicitation.
The Purchasing Division researched the prices submitted by the recommended bidder, NFP, and determined that the prices submitted are fair and reasonable in comparison to prices of the previous vendor, Sprinklermatic Fire Protection Systems, Inc. The difference in cost between the low bidder and the recommended bidder is $64,686 (Exhibit 4).
Incumbent Vendor: Sprinklermatic Fire Protection Systems, Inc. Contract Number and Title: Contract No. BLD2118603B1, Fire Suppression System Repair and Maintenance Services. Contract Term: February 1, 2020 through April 1, 2021. Expenditures to date: $118,448.
Emergency Interim Vendor: National Fire Protection, LLC. Emergency Interim Contract Number and Title: Contract No. BLD2118603X1_1, Fire Suppression Systems Repair and Maintenance Services. Contract Term: April 1, 2021 through September 30, 2021. Expenditures to date: $61,072.
The Recommendation for Award posted on the Purchasing Division website from June 23 - 29, 2021. There was no protest or appeal filed regarding this procurement.
The bid posted on March 5, 2021 and opened on April 7, 2021; two bids were received with zero declinations.
The bid validity for this project expired on August 5, 2021. The recommended bidder, NFP, agreed to extend its bid validity through October 31, 2021 for Bid No. BLD2122353B1.
The amounts referenced in this agenda item were 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.
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. AVM0005753