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 contract to low responsive, responsible bidder, ARM Electrical Services LLC, for UPS Preventative Maintenance and Repair, Bid No. BLD2125152B1, for the Facilities Management Division, in the initial two-year estimated amount of $919,350, which includes allowances in the amount of $416,000; and authorize the Director of Purchasing to renew the contract for three one-year periods, for a five-year potential estimated amount of $2,298,375.
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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 for in the contract.
What Action Accomplishes
Provides for the preventative maintenance and repair of uninterruptible power supply (UPS) for the Facilities Management Division.
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 (OESBD) designated this solicitation reserved for certified County Business Enterprise (CBE) firms. ARM Electrical Services LLC is a certified CBE firm, which has been reviewed and approved by OESBD (Exhibit 2).
The purpose of this contract is to provide preventative maintenance and repair of uninterruptible power supply (UPS) for the Facilities Management Division. A UPS system is essentially a series of batteries that maintains power to critical pieces of equipment to avoid a power interruption. It is typically used to protect computers, data centers, telecommunication equipment or other electrical equipment where an unexpected power disruption could cause injuries, fatalities, serious business disruption or data loss.
All prices, terms, and conditions will remain fixed for the initial two-year contract period. Prior to completion of the initial two-year contract period, the contractor may make a timely request for a price adjustment to the contract for each year thereafter prior to its anniversary date in accordance with the price escalation clause of the contract.
The allowances in this contract are in the total annual estimated amount of $208,000, which include: $200,000 for replacement batteries, parts and materials; and $8,000 for specialized subcontracting services for software upgrades. 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.
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. ARM Electrical Services LLC has agreed to be bound to the contractual obligations of the Workforce Investment Program.
In accordance with the Broward County Living Wage Ordinance, Section 26-101(i), these services are covered services. ARM Electrical Services LLC has agreed to be bound to the contractual obligations of the Living Wage Ordinance.
The apparent low bidder, EOLA Power LLC, does not have the required licenses as indicated in the solicitation. Pursuant to the solicitation, Section L, Special Instructions to Vendors, the vendors are required to possess at the time of bid submittal a current State Certified Electrical Contractor or Broward County Master Electrical Contractor license. The Director of Purchasing deemed the apparent low bidder, EOLA Power LLC, to be non-responsive to the solicitation’s license requirements. Additionally, EOLA Power LLC was determined to be noncompliant to the solicitation’s CBE requirements.
Facilities Management Division reviewed the bid submitted by ARM Electrical Services LLC and concurs with the recommendation for award (Exhibit 3). Three performance evaluations have been completed for ARM Electrical Services LLC; the firm has an overall rating of 4.25 out of a possible 5.0. Copies of the vendor performance evaluations are available upon request.
The Purchasing Division has researched the prices submitted by the recommended bidder, ARM Electrical Services LLC, and determined that the prices submitted are fair and reasonable in comparison to prices offered for the previous solicitation (Exhibit 4). The bid submitted by ARM Electrical Services LLC is $255,782 greater than apparent low bidder, EOLA Power LLC, which did not meet licensing requirements.
Incumbent: ARM Electrical Services LLC; Contract Number and Title: BLD2117628B1, UPS Preventive Maintenance and Repair Services. Contract Term: December 28, 2019 through December 31, 2022. Expenditures to date: $823,479.29.
The Recommendation for Award was posted on the Purchasing Division website from September 30, 2022 through October 7, 2022. There was no protest or appeal filed regarding this solicitation.
The bid was posted on July 26, 2022 and opened on August 17, 2022; two bids were received with zero declination (Exhibit 1).
The initial contract period shall begin January 1, 2023 and will terminate two years from that date.
Source of Additional Information
Robert E. Gleason, 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. FMD0019563