THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/FACILITIES MANAGEMENT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
The Office of Economic and Small Business Development did not review this project for assignment of CBE Reserve Program or County Business Enterprise participation goals to this solicitation, based on the results of the Request for Information (RFI) BLD2115834F1 and the sole source determination by the Director of Purchasing (Exhibit 2).
The purpose of this contract is to provide monthly preventative maintenance and repair services for Trane Original Equipment Manufacturer Chiller systems at the Broward County Judicial Center - West Building. These systems require proprietary Trane parts, materials, software, and qualified service technicians.
In accordance with the Living Wage Ordinance, No. 2008-45, as amended, Section 26-101(i), these are covered services. Trane U.S., Inc. has agreed to be bound to the contractual obligations of the Living Wage Ordinance.
The allowance incorporated in this contract in the annual amount of $93,000, or total three-year amount of $279,000 includes parts and materials. Expenditures under the allowance item must be approved by the contract administrator and will be reimbursed at the contractor's actual cost without mark-up.
On December 6, 2017, the Purchasing Division issued a Request for Information (RFI) BLD2115834F1 to ascertain whether there were any other entities that were able to provide maintenance and repair services for Trane Original Equipment Manufacturer (OEM) operating systems. Two responses were received. The Facilities Management Division (FMD) reviewed the submittal by the respondents, Siemens Industry, Inc. (SSI) and Trane U.S. Inc., and determined that SSI cannot provide for the extended warranty on the equipment. The extended warranty is exclusively for Trane, who is the OEM. Based on this information, the Director of Purchasing recommends the approval of this sole source designation (Exhibit 2).
In line with Broward County Procurement Code, Trane U.S., Inc. offered a voluntary price reduction for Bid Items 01-04 and 01-05, for years four and five for chiller maintenance services. This voluntary price reduction resulted in a price reduction of $1,920 and a revised potential estimated amount of $1,369,078. The Broward County Procurement Code, Section 21.30.f.2(c), allows for a voluntary price reduction of the bid price, if the reduction does not result in the modification or deletion of any condition of the bid.
The Facilities Management Division has reviewed the response submitted by Trane U.S., Inc. and concurs with the recommendation for award (Exhibit 3). Seven vendor performance evaluations are completed for Trane U.S., Inc.; the firm has an overall rating of 4.39 out of a possible rating of 5.0. Copies of the vendor performance evaluation are available upon request.
The recommended bidder's, Trane U.S., Inc.'s, prices are considered fair and reasonable in comparison to other contracts and aligned with market analysis for the industry (Exhibit 4).
There is no protest or appeal filed regarding the procurement.
A sole source solicitation, No. BLD2115834Q1, was posted in BidSync in order for Trane U.S., Inc. to agree to the County's terms and conditions.
The solicitation posted on February 28, 2018 and opened on March 5, 2018 (Exhibit 1). |