Agenda 04/14/2015 Item #16D5 4/14/2015 16.D.5.
• EXECUTIVE SUMMARY
Recommendation to reject the non-responsive sole bid response for Invitation to Bid No.
15-6421 "Aquatic and Water Feature On-Call and Emergency Services", and authorize
staff to procure all future "on-call" maintenance repair services utilizing the applicable
quotation and formal bid provisions in the Board approved Purchasing Ordinance.
OBJECTIVE: To ensure the sustained on-call maintenance and repair aspect of the Parks and
Recreation aquatic facilities by maintaining all equipment in safe condition for the public.
CONSIDERATIONS: On September 23, 2014 (Agenda item 16D20), after two (2) failed
attempts to solicit bids for inspection and on-call services for pool and Aquatic features, the
Board approved the Award of Invitation to Bid(ITB) 14-6278RR"Aquatic Maintenance Support
Services,"to Tri-City Pools, Inc.,in the estimated annual amount of$80,000, for:
• Section A: Weekly.Interactive Water Features Preventive Maintenance (15 features shall
be inspected and maintained each week for 52 weeks per year);
• Section B: Semi-annual Aquatic Facilities (pools)Preventive Maintenance(15 pools shall
be inspected and maintained twice per year); and,
• An hourly rate and mark-up of materials
In the original solicitation document, the County requested that bidders provide a price for each
of the services in Section A and Section B, which was the basis of determining the order of the
lowest responsive bidder to the highest responsive bidder outlined in the instructions. The
County also requested that the bidders provide an hourly rate and a discount off the
Manufactured Suggested Retail Price in the event the County requested additional "on — call"
maintenance repair support services.
To summarize, the order of the lowest responsive bidder for the annualized Total of Section A
and B work [without"on—.call"maintenance repair support services]:
• Tri-City Pools: $27,900.60;
• Vista Pools: $36,279.84.
On January 27, 2015 (Agenda Item l 1 C moved from 16D10), the Board continued this item
so that staff from the Clerk's Finance Department and Procurement Services could review new
pricing information for "on — call" maintenance repair support services questioning the
application of the hourly rate and Manufacturer's Suggested Retail Price(MSRP).
On February 10, 2015 (Agenda Item 16D7) the Board gave staff direction to re-solicit the "on-
call" maintenance repair support service portion of the contract. More than forty (40) telephone
calls, along with thirty (30) e-mail notifications were made to local pool contractors prior to
issuing the bid. On February 24,2015,the Purchasing Division formally issued the solicitation to
two hundred and seven email addresses,twenty four(24) solicitation packages were downloaded
and one bid was received from Aquatic Technology Systems, Inc., Port St. Lucie. The vendor
was deemed non-responsive as pricing was incomplete and documentation was not included.
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4/14/2015 16.D.5.
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Staff recommends that for each distinct"on-call" repair, that staff follow the Board's Purchasing
Ordinance (and policy) Section 8: Purchases under $50,000 (for quotes) and Section 9: Formal
Competitive Threshold (for formal bids) in compliance with the Board's direction on 4/22/2014,
Agenda Item 11E. This action will ensure that the County will receive the current overall lowest
price at the time of the repair. Utilizing this quote process may also result in generating more
interest for County work and create a larger vendor pool for a future maintenance contract. The
Board approves expenditures prior to payment with a finding of valid public purpose [Purchasing
Ordinance Section 7 Purchases in General]. In summary, the Ordinance and policy allows for
staff to compete for individual maintenance repair support services:
• $3,000 or less: staff will obtain one quote from a vendor
• More than three thousand ($3,000) to fifty thousand ($50,000): staff will obtain three
quotes and issue purchase orders to the lowest responsive vendor; and,
• In excess of fifty thousand ($50,000): Staff will follow the Board's Purchasing Ordinance
Section 9 Formal: Competitive Threshold for obtaining bids for service.
Staff recommends that the Board: Reject Invitation to Bid No. 15-6421 "Aquatic and Water
Feature On-Call and Emergency Services"and authorize staff to obtain quotes for individual"on
— call" repairs for maintenance repair support services and award to the lowest qualified and
responsive vendor. Should any single repair estimate exceed fifty thousand ($50,000) dollars,
Procurement Services staff will conduct a formal competition to complete the repair unless
otherwise exempt per the Purchasing Ordinance.
FISCAL IMPACT: Funds to maintain aquatic facilities are available within various cost
centers in General Fund (001),MSTD General Fund (111), and Parks CIP Fund (306).
GROWTH MANAGEMENT IMPACT: There is no growth management impact
associated with this Executive Summary.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and
requires majority vote for approval. -CMG
RECOMMENDATION: That the Board of County Commissioners rejects the non-
responsive sole bid response for Invitation to Bid No. 15-6421 "Aquatic and Water Feature On-
Call and Emergency Services" and authorizes staff to procure all future "on-call" maintenance
repair support services utilizing the applicable quotation and formal bid provisions in the Board
approved Purchasing Ordinance.
Prepared By: Natali Betancur,Operations Analyst,Parks and Recreation Department
Attachments:
• 15-6421 Aquatic and Water Feature On-Call and Emergency Services Bid Tabulation.
Packet Page-1006-
COLLIER COUNTY 4/14/2015 16.D.5.
Board of County Commissioners
Item Number: 16.16.D.16.D.5.
Item Summary: Recommendation to reject the non-responsive sole bid response for
Invitation to Bid No. 15-6421 "Aquatic and Water Feature On-Call and Emergency Services", and
authorize staff to procure all future "on-call" maintenance repair services utilizing the
applicable quotation and formal bid provisions in the Board approved Purchasing Ordinance.
Meeting Date: 4/14/2015
Prepared By
Name: BetancurNatali
Title: Operations Analyst,Beach&Water
3/19/2015 10:38:25 AM
Approved By
Name: WashburnJlonka
Title:Manager-Park Operations,Parks &Recreation
Date: 3/24/2015 9:12:09 AM
Name: BrilhartBrenda
Title: Procurement Specialist,Purchasing&General Services
Date: 3/24/2015 2:47:57 PM
Name: Markiewiczjoanne
Title: Division Director-Purchasing&Gen Svc,Purchasing&General Services
Date: 3/24/2015 4:25:51 PM
Name: WilliamsBarry
Title: Division Director-Parks &Recreation,Parks&Recreation
Date: 3/24/2015 4:51:46 PM
Name: JohnsonScott
Title:Manager-Procurement,Purchasing&General Services
Date: 3/25/2015 10:39:46 AM
Name: TownsendAmanda
Title:Division Director-Operations Support,Public Services Department
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4/14/2015 16.D.5.
Date: 3/25/2015 2:48:34 PM
Name: CarnellSteve
Title:Department Head-Public Services,Public Services Department
Date: 3/26/2015 7:26:42 AM
Name: GreeneColleen
Title:Assistant County Attorney, CAO General Services
Date: 3/27/2015 11:10:37 AM
Name: UsherSusan
Title: Management/Budget Analyst, Senior, Office of Management&Budget
Date: 4/6/2015 2:03:55 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 4/8/2015 8:26:27 AM
Name: OchsLeo
Title: County Manager, County Managers Office
Date:4/8/2015 12:48:16 PM
Packet Page-1008-
PM: Natali Betancour Bid Tabulation Notifi 4/14/2015 16.D.5.
Procurement Svcs: Scott Johnson 15-6421 Aquatic and Water Features Downloaded: 24
On-Call and Emergency Services Submissions:1
Non-Responsive
Aquatic Technology
Item Description Systems, Inc.
Port St. Lucie
Per Hour
1 General Pool Contractor No Response /
2 General Pool Laborer \ No Response /
3 Electrician \, No Response /
4 Plumber \ No Response /
5 Diver \No Response/
Evidence of 5 years of comparable /'
experience \ N /
Evidence of Certified Pool Operator or
Aquatic Facility Operator on staff ` Y /
Evidence of certification of training on ITT \ f
Marlow Pump and Motors 14u/
State of Florida Department of Corporations /N\
Attachment 2:Vendor Check List / N \
Attachment 3: Bid Response / N \
- Compliance Signature Block / N
Attachment 4: Local Vendor Preference / N \
Attachment 5: Immigration Certification / N
E-Verify Profile Page or MOU / N
Attachment 6:Substitute W9 / N
Attachment 7: Insurance / N '\
Bidder non-responsive, did not submit hourly rates or required forms.
Brenda Brilhart, Procurement Strategist 3/11/2015
Diana DeLeon, Witness
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