It is recommended that the Mayor and City Commission approve the award of a contract to the following firms for the annual inspection, testing, certification, repair and maintenance of fire sprinklers, and fire suppression systems citywide: A.B. Fire Equipment, Inc., as the primary vendor for Group A, B, and C; Black Fire Protection, Inc., as the secondary vendor for Group A and B; District Fire LLC, as the secondary vendor for Group C; and National Fire Protection, as the primary vendor for Group D, and the tertiary vendor for Group A and B.

The purpose of the ITB is to establish a contract, by means of sealed bids, with qualified bidders to provide annual inspection, testing, certification, and maintenance of fire sprinkler and suppression systems throughout the City. The services are required by the Facilities and Fleet Management Department to comply with fire suppression regulations.

The City's current contract for fire sprinklers and fire suppression system services was extended on a month to month basis prior to its expiration on May 14, 2021.  This ITB was issued to establish a replacement contract for the required services. The City is seeking to establish these services for a three (3) year term period, with two (2) one (1) year options to renew.

The ITB was issued on April 29, 2021, with bid opening date of May 28, 2021. 23 prospective bidders accessed the advertised solicitation. The notices resulted in the receipt of bids from: A. B. Fire Equipment, Inc., Black Fire Protection, Inc., District Fire Protection LLC and National Fire Protection, LLC. A tabulation of the bids received is included as Attachment A.

Staff has verified that the bids submitted by the four (4) bidders are responsive and meet the requirements of the ITB. The ITB stated that lowest responsive, responsible bidder(s) would be recommended for award.

Staff performed a pricing analysis to determine the cost-effectiveness of the bids received. Overall, the prices offered for Group A and B by the primary and secondary bidder are more cost-effective, annually, when compared to the pricing under the current contract, an estimated total annual savings of $2,788. In addition, the pricing offered for the services under Groups C and D will yield an approximate savings of $877 annually, these services were previously procured through the open market. In order to assure that the City has contractors that can provide services as necessary, it is in the City's best interest to award contracts by group as follows based on the bids received.

Following is a summary of each bidder.

A. B. Fire Equipment, Inc.

Established in 1987, A.B. Fire Equipment has been servicing the Florida community in the east coast of Florida from Miami to Vero Beach. In Addition, the City has received positive feedback from references such as Commercial Fire, Phoenix Management, and Jackson Land development LLC.

Black Fire Protection, Inc.

Black Fire Protection was formed in 2011 and has provided all aspects of services related to fire sprinklers in Florida. They are state licensed and insured to layout, fabricate, install, inspect, alter, repair and service fire protection equipment including; fire sprinkler systems, fire pumps, standpipe & hose, backflow preventers and fire hydrants. In addition, the City has received positive feedback from references such as Monroe County and Miami-Dade County Port Miami.

District Fire Protection LLC

District Fire Protection LLC is a fire protection service company based in Florida that offers a multitude of services such as inspection and installation. As a licensed and insured company within South Florida, District Fire Protection has offered their services to multiple firms which provided the City with satisfactory feedback. In addition, the City received positive feedback from references such as F1 Motors, Bridge Group Tax, and Prestige Auto USA.

National Fire Protection, LLC

Funding for the annual inspection, testing, certification, repair and maintenance of fire sprinklers, and fire suppression systems citywide is subject to the approval of funds through the City’s budgeting process. The annual expenditures for these services have averaged $210,000.