| | | | | | | |  | Resolutions - C7 O
COMMISSION MEMORANDUM |
| | | |
| | | | | | | | | TO: | Honorable Mayor and Members of the City Commission | | | FROM: | Jimmy L. Morales, City Manager | | | DATE: | January 15, 2020 | | | |
| | SUBJECT: | A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO INVITATION TO BID (ITB) 2020-020-ND, TO
ESTABLISH A POOL OF SUPPLIERS FOR THE PURCHASE OF LIGHT
POLES, FIXTURES, BASES AND OTHER RELATED LIGHTING AND
ELECTRICAL PARTS AND SUPPLIES TO EXPEDITE THE SELECTION OF
VENDORS FOR FUTURE PROJECTS, AND APPROVE THE INITIAL POOL
OF QUALIFIED SUPPLIERS; FURTHER, AUTHORIZING THE CITY
MANAGER TO KEEP THE ITB OPEN FOR THE PURPOSE OF
PREQUALIFYING ADDITIONAL SUPPLIERS, AND DELEGATING TO THE
CITY MANAGER THE AUTHORITY TO ADD OR REMOVE SUPPLIERS TO
THE POOL, PROVIDED SUCH VENDORS MEET THE REQUIREMENTS OF
THE ITB; AND FURTHER PROVIDING THAT ANY PURCHASE IN EXCESS
OF $100,000 SHALL BE SUBJECT TO THE PRIOR APPROVAL OF THE CITY
COMMISSION. |
| | | |
| | | | | | | | RECOMMENDATION
| | Adopt the Resolution accepting the recommendation of the City Manager. |
| | | |
| | | | | | | | BACKGROUND/HISTORY
| | On October 7, 2019, the City issued an Invitation to Bid 2020-020-ND (the “ITB”). The purpose of the ITB is to establish a contract, by means of sealed applications, with qualified suppliers for the establishment of a prequalified pool of suppliers for the purchase of light poles, fixtures, bases and other related lighting and electrical parts and supplies. The pre-qualified pool established shall effectively create a source of viable suppliers from which the City may issue Invitation to Quotes (ITQs) for the purchase and delivery of various light poles, fixtures, bases and other related lighting and electrical parts and supplies on an “as needed” basis, during the term of the contract. Further, at any time, the City, through the approval of the City Manager, may accept applications and add additional or remove suppliers to the list of prequalified suppliers during the term of the contract. |
| | | |
| | | | | | | | ANALYSIS
| The ITB was issued on October 7, 2019, with bid opening date of October 28, 2019. The Procurement Department issued bid notices to 4,594 companies utilizing www.bidsync.com website. 42 prospective bidders accessed the advertised solicitation. The notices resulted in the receipt of three (3) responses from: DL Trading LLC (“DL Trading”), Rossim International LLC (“Rossim”), and South Dade Electrical Supply, Inc. (“South Dade”). On November 19, 2019 DL Trading notified the City of the withdrawal of their proposal submission, therefore received no further consideration.
The ITB stated that following the review of applications, the responsive and responsible bidder(s) meeting all terms and conditions of the ITB will be recommended for award. In its due diligence, the Procurement Department found that Rossim and South Dade met the requirements of the ITB. Accordingly, Rossim and South Dade have been deemed responsive, responsible bidders meeting all terms and conditions of the ITB and are recommended for award.
The ITB asked that the suppliers provide proof that they are authorized by the manufacturer to sell the proposed brands to the City. South Dade did not provide proof of authorization from the following manufacturers: Akron, Us Precast, Unique Solutions, and Hubell Power Systems, Inc. Therefore, the response pertaining to these brands had to be rejected. The brands that each supplier is authorized to distribute to the City is included in Attachment A.
|
| | | |
| | | | | | | | FINANCIAL INFORMATION
| | The funding for this project is as follows: |
| | | |
| | | | | | | | | Account(s) | 011-0840-000342-29-403-521-00-00-00 | Amount(s) | $250,000 |
| | | |
| | | | | | | | CONCLUSION
| I concur with staff that it is in the best interest of the City to have a pool of prequalified suppliers for the purchase of light poles, fixtures, and bases from which proposals can be sought to purchase various light poles, fixtures, bases and other related lighting and electrical parts and supplies on an “as needed” basis. Otherwise, redundant and time-consuming efforts would be required to qualify suppliers each time a need was identified. With a prequalified pool, price quotes can be quickly sought from the prequalified contractors. Further, in order to continue to maximize competition by continuing to add suppliers, I recommend that the period for submitting applications be extended to be consistent with the term of the contract. New applicants that meet the ITB requirements will be added to the pool. Suppliers that do not perform well will be removed from the pool.
Therefore, I recommend that the Mayor and City Commission of the City of Miami Beach,
Florida, approve the Resolution, accepting the recommendation of the City Manager, pursuant to Invitation to Bid (ITB) No. 2020-020-ND, to establish a pool of suppliers for the purchase of light poles, fixtures, bases and other related lighting and electrical parts and supplies to expedite the selection of vendors for future projects, and approve the initial pool of qualified suppliers, as set forth in Exhibit “A” to the Commission Memorandum accompanying this Resolution; further, authorizing the City Manager to keep the ITB open for the purpose of prequalifying additional suppliers, and delegating to the City Manager the authority to add (or remove) suppliers to the pool, provided that the added suppliers meet the requirements of the ITB; and further providing that any purchase in excess of $100,000 shall be subject to the prior approval of the City Commission.
|
| | | |
| | | | | | | | | Is this a Resident Right to Know item? | | Does this item utilize G.O. Bond Funds? | | | No | | No | |
| | | |
| | | | | | | | Legislative Tracking
Public Works/Procurement |
| | | |
|