Broward County Commission Regular Meeting

MOTION TO AWARD open-end contract to single bidder, Material Handling Systems, Inc., for Inspection, Maintenance & Repairs: Cranes, Hoist and Other Lifting Devices, Bid No. GEN2118022B1, for Water and Wastewater Services, in the annual estimated amount of $60,075, which includes an allowance for parts, materials and ID badges in the amount of $8,500, and authorize the Director of Purchasing to renew the contract for two one-year periods, for a three-year potential estimated amount of $180,225. The initial contract period begins on February 11, 2019 and terminates one year from that date.

ACTION:  (T-11:05 AM)  Approved. 

VOTE: 9-0.    

In accordance with the Broward County Procurement Code, Section 21.14.d.4, Authority of the Director of Purchasing, Board approval is required for any bid award that involves a single bidder, regardless of monetary value.

Provides an open-end contract for Inspection, Preventive Maintenance and Repairs for Cranes, Hoists and Other Lifting Devices for Water and Wastewater Services.

None.

THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/WATER AND WASTEWATER SERVICES RECOMMEND APPROVAL OF THE ABOVE MOTION.
 

The Office of Economic and Small Business Development Division did not assign Small Business Enterprise (SBE) or County Business Enterprise (CBE) goals for this project, because there were no subcontracting opportunities for SBE or CBE contractors (Exhibit 2).

The purpose of this solicitation is to provide a contract for continuing inspection, preventive maintenance and repair services for cranes, hoists and other lifting devices for Water and Wastewater Services.

The allowances incorporated into this contract in the amount of $8,500 include: $8,000 for parts and materials; and $500 for Water and Waste Water Services/Broward Sheriff's Office-issued identification badges. 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.

In an effort to solicit additional bidders, the bid opening date was extended on two occasions from its original opening date of December 14, 2018 to December 19, 2018 and later to December 28, 2019  to allow for vendor outreach. However, the solicitation resulted in the receipt of a single bid submitted by Material Handling Systems, Inc. 

Water and Wastewater Services has reviewed the bid submitted by Material Handling Systems, Inc. and concurs with the recommendation for award. Due to a Vendor Reference Verification Form from Hoerbiger with two "Needs Improvements" rating a fourth vendor reference was requested and a reference was received from Ameristeel with "Excellent" as the reference rating (Exhibit 3). Four vendor performance evaluations have been completed for Material Handling Systems, Inc.; they have an overall rating of 3.94 out of a possible rating of 5.0. Copies of the vendor performance evaluations are available upon request.

The purchasing agent has researched the prices submitted by single bidder, Material Handling Systems, Inc., and has determined that the prices submitted are fair, reasonable and aligned with market analysis for the industry (Exhibit 4).

There was no protest or appeal filed regarding this procurement.

The bid posted on November 29, 2018 and opened on December 28, 2018; one bid was received with zero declinations (Exhibit 1).

Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070