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 the low responsive, responsible bidder, Advanced Service Management, Inc., for Bus Stop Signs & Pole Mounted Solar Lighting Installation, Bid No. TRN2124711B1, for the Transportation Department, in the initial one-year estimated amount of $1,388,715, which includes allowances in the annual amount of $98,000, and authorize the Director of Purchasing to renew the contract for three one-year periods, for a potential four-year estimated amount of $5,554,860.
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Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.47(a), Award and Execution Authority, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions provided in the contract.
What Action Accomplishes
Provides an open-end contract for bus stop signs and pole mounted solar lighting installation for the Transportation Department.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE TRANSPORTATION DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) established a County Business Enterprise (CBE) goal of 30% for this contract. Advanced Service Management, Inc. is committed to 30% CBE participation, which has been reviewed and approved by OESBD (Exhibit 2).
The purpose of this contract is for the supply and installation of bus stop signs and pole mounted solar lights as part of the Transportation Department Transit bus stop sign replacement and improvement program in conjunction with the approved Mobility Advancement Program Plan.
The allowances incorporated into this contract in the annual total amount of $98,000 includes: $15,000 to reimburse the contractor for actual cost of modifications or new installation of irrigation systems, which are site specific and in compliance with the municipality ordinances. This is required for new installed landscaping for the project. The allowances also include: $25,000 to reimburse the contractor for actual cost of landscaping (plants), which is site specific and in compliance with the municipality ordinances; and $58,000 to reimburse the contractor for parts and materials required that are not itemized in the contract line items.
This procurement carries a 100% performance and payment guaranty due at time of award and is preceded by a bid bond, which was required at time of submittal. The Purchasing Division confirmed with the surety company that Advanced Service Management, Inc. has the capacity to obtain the required guaranty.
The Director of Purchasing determined that the apparent low bidder, SELS USA, LLC, to be non-responsive for failure to bid on all line items as required in the solicitation.
The Transportation Department has reviewed the bid submitted by Advanced Service Management, Inc. and concurs with the recommendation for award (Exhibit 3). Two vendor performance evaluations were completed for Advanced Service Management, Inc.; the firm received an overall rating of 4.44 out of a possible 5.0.
The Purchasing Division has reviewed the prices submitted by the recommended bidder, Advanced Service Management, Inc., and determined that the prices offered for this contract are fair and reasonable when compared to Independent Cost Estimate (Exhibit 4).
The bid was posted on June 16, 2022 and opened on August 3, 2022; four bids were received with four declinations (Exhibit 1).
The Recommendation for Award was posted on the Purchasing Division website from October 3 - 10, 2022. There were no protests or appeals filed regarding this procurement.
Incumbent: Advanced Service Management, Inc. Contract Number and Title: TRN2117366B1, Bus Stop Signs Replacement; Contract Term: March 6, 2019 through June 3, 2022. Expenditures to date: $1,159,324.94
The initial contract period begins on the date of award and terminates one year from that date.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, 954-357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Funds for this action will be allocated from the Transportation Department Surtax/MAP Fund.
Requisition No. MTD0007935