Competitive Bid Reports - C2 H
|TO:||Honorable Mayor and Members of the City Commission|| |
|FROM:||Alina T. Hudak, City Manager|| |
|DATE:||April 28, 2023|
|SUBJECT:||REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO INVITATION TO BID (ITB) 2023-002-DF FOR FENCING SERVICES.|
It is recommended that the Mayor and City Commission approve the award of a contract pursuant to Invitation to Bid (ITB) No. 2023-002-DF for fencing services to Phoenix Fence Corp., the lowest responsive and responsible bidder to the ITB.
This solicitation is currently under the cone of silence.
The City requires a contract for fencing services to address various needs in facilities, parks, and special projects, as well as repairs to existing fencing. On March 21, 2018, the City executed three (3) year agreements, with two (2) one-year renewal options, for fencing services. The agreements have exhausted all renewal options and seeks to replace the services through this ITB.
In anticipation of the expiring contract, the ITB was issued seeking bids from qualified firms for various types of fencing services.
On January 19, 2023, the ITB was issued. Bid notices were issued to approximately 7,000 companies utilizing the City's e-procurement system, with 30 prospective bidders accessing the solicitation. Two (2) pre-bid conferences to provide information to proposers submitting a response were held on January 27, 2023, and January 31, 2023. Responses were due and received on February 8, 2023. The City received two (2) responses from Phoenix Fence Corp. and Ronald Gibbons Corp.
The bid response submitted by Ronald Gibbons Corp. was deemed non-responsive to the ITB for failure to meet the state’s licensure requirement, and, therefore, received no further consideration.
The Procurement and Facilities and Fleet Management Department verified that the bid submitted by Phoenix Fence Corp met the requirements of the ITB. Further, the bidder has provided satisfactory services to various South Florida public and private agencies. Accordingly, Phoenix Fence Corp has been deemed the responsive and responsible Bidder, meeting all terms, conditions, and specifications of the ITB.
It is important to note that recent changes in licensing requirements by the State of Florida and Miami-Dade County have created confusion in many trades, including fencing. It appears that the State has eliminated licensing/certification for many trades and, in response, the County is now requiring trades to have general contractor licenses. The recent changes have had a significant impact on the immediate number of bidders available, although staff believes that, in time, trade contractors will adjust to the new requirements.
The agreement shall have an initial term of three (3) years with two (2) one (1) year renewal options.
Below is a brief description of the sole responsive and responsible bidder based on information provided by the firm.
Phoenix Fence Corp.
Phoenix Fence Corp (“Phoenix Fence”) provides commercial and residential fencing services to the South Florida area. Phoenix Fence is licensed in Miami-Dade County and provides various services, including: chain link, wood, aluminum, steel picket, dura, anti-climb, temporary, vinyl, custom design and fabrication, and various gate type installations. Phoenix Fence Corp has performed services satisfactorily for Miami-Dade County, FL, Monroe County, FL, and Florida Department of Transportation.
SUPPORTING SURVEY DATA
According to the 2019 Community Satisfaction Survey conducted by ETC institute (the "Survey"), 72.8% satisfaction was given to the “Overall image of City” among City residents. The 2019 result indicated a positive upward trend when compared to the 2016 Community Satisfaction Survey. The fencing services aims to provide necessary upkeep and temporary infrastructure to areas in order to maintain a neat appearance. In addition, the 2019 survey noted a 81.9% satisfaction to “Condition of city athletic fields” for which this contract also aims to provide.
The ITB will establish a fixed price contract that will allow rapid response to certain fencing needs. Staff performed a cost analysis to determine differences between the ITB results and the current contract for fencing. Compared to similar line items from the current contract, Phoenix Fence Corp. submitted bid pricing that is significantly higher than the current contract with wide variations depending on material types and quantities. However, due to the challenges of inflation and supply chain constraints, as well as the new licensing requirements referenced above, the Administration believes it is in the City's best interest to award a contract to Phoenix Fence Corp. to address immediate or urgent needs.
As an alternative to this award, since general contractor licenses are now required, the City has the ability to engage other available general contractors under other contracts for projects determined to be too costly through this fixed price contract. Finally, the Procurement Department is working with user departments to issue a competitive solicitation to establish a prequalification pool of qualified vendors as an alternate method of procuring the services and ensuring the City is realizing the lowest costs possible through individual project-specific quote requests.
Purchases pursuant to the award of the ITB shall be subject to funds availability approved through the City's budgeting process. It is not anticipated that grant funding will be utilized for these types of projects.
All additional future purchases shall be subject to prior commission budgetary approval.
Based on the foregoing, it is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, approve the award of a contract, pursuant to Invitation to Bid (ITB) No. 2023-002-DF for the fencing services, to Phoenix Fence Corp. as the sole responsive and responsible Bidder to the ITB.
|Is this a "Residents Right to Know" item, pursuant to City Code Section 2-14?|| ||Does this item utilize G.O. Bond Funds?|
|No|| ||No|| |
Facilities and Fleet Management/Procurement