July 22, 2014
Status:
Approve the recommendation for award for the above contract.
Contract Term: July 22, 2014 through July 21, 2017, 3 Years
User Department: Building Department
Award Amount: $2,000,000
Vendor(s) Awarded: C.A.P. Government, Inc.
M/WBW Vendor(s): None
The School Board of Broward County, Florida, solicited RFP 14-069F for Emergency Building Code Services. This is an emergency services contract that will only be used if there is a declared emergency, such as a hurricane. If Broward County experiences a windstorm event, comparable to Hurricane Andrew in 1992, the thirteen (13) existing inspectors/plan examiners would be incapable of keeping pace with the restoration of the District's property. Structures will need to be restored in a timely manner for immediate occupancy.
C.A.P. Government, Inc. has committed to a minimum support force of twenty (20) inspectors and five (5) plan examiners, and a building official (if necessary). This manpower, in conjunction with SBBC's Building Department staff and staff (4-8) obtained from Broward County Building Code Services, should be a substantial force to deal with the aftermath of a major hurricane to ensure the safety of our buildings.
There are a limited number of firms capable of providing these services given short notice at fixed cost for services. Feedback was received from two (2) potential firms, indicating that they were either unable to quote overall, or could not maintain the cost of services. There is a level of business uncertainty that firms would have to consider, and the reason behind the limited number of respondents. As a result, Procurement & Warehousing Services was able to achieve a 12% savings, yielding a $240,000 reduction to the $2M budgeted amount, for this contract over a three (3) year period with the single respondent (C.A.P. Government, Inc.).
Due diligence was put forth, whereby one thousand, five-hundred and sixty-nine (1,569) firms were notified via DemandStar, to ensure that sufficient vendor participation was realized. Twenty-six (26) downloaded the RFP for consideration.
It is important to note, this solicitation was publicized before the SBBC mandate was implemented; wherein cases of a single bidder/respondent at time of Bid/RFP closing, terms and conditions of the contract may be negotiated.
Document 00200, Instructions to Bidders, specifies the Agreement is to be provided to the contractor after the award is approved by the Board. Therefore, the Agreement is executed after award, and is not available at the time of award.
This agreement has been reviewed and approved as to form and legal content by the Office of General Counsel.
The maximum estimated financial impact will be $2,000,000. There is no financial impact at this time. Use of this contract is subject to the need and availability of funds included in the Adopted District Educational Facilities Plan, Fiscal Years 2013-14 to 2017-18 for any projects needing these services.
This contract has been negotiated with the best pricing available, with an average savings of 12%. When another governmental agency provides services to another governmental agency, Florida statutes require those services to be rendered at cost plus a slight administrative fee.
Note: The negotiated rates for this vendor (C.A.P. Government, Inc.) are lower than the rates contracted with Broward County Building Code Services approved by the Board in June of 2012.
Requested Action
Approve the recommendation for award for the above contract.
Contract Term: July 22, 2014 through July 21, 2017, 3 Years
User Department: Building Department
Award Amount: $2,000,000
Vendor(s) Awarded: C.A.P. Government, Inc.
M/WBW Vendor(s): None
Summary
The School Board of Broward County, Florida, solicited RFP 14-069F for Emergency Building Code Services. This is an emergency services contract that will only be used if there is a declared emergency, such as a hurricane. If Broward County experiences a windstorm event, comparable to Hurricane Andrew in 1992, the thirteen (13) existing inspectors/plan examiners would be incapable of keeping pace with the restoration of the District's property. Structures will need to be restored in a timely manner for immediate occupancy.
C.A.P. Government, Inc. has committed to a minimum support force of twenty (20) inspectors and five (5) plan examiners, and a building official (if necessary). This manpower, in conjunction with SBBC's Building Department staff and staff (4-8) obtained from Broward County Building Code Services, should be a substantial force to deal with the aftermath of a major hurricane to ensure the safety of our buildings.
There are a limited number of firms capable of providing these services given short notice at fixed cost for services. Feedback was received from two (2) potential firms, indicating that they were either unable to quote overall, or could not maintain the cost of services. There is a level of business uncertainty that firms would have to consider, and the reason behind the limited number of respondents. As a result, Procurement & Warehousing Services was able to achieve a 12% savings, yielding a $240,000 reduction to the $2M budgeted amount, for this contract over a three (3) year period with the single respondent (C.A.P. Government, Inc.).
Due diligence was put forth, whereby one thousand, five-hundred and sixty-nine (1,569) firms were notified via DemandStar, to ensure that sufficient vendor participation was realized. Twenty-six (26) downloaded the RFP for consideration.
It is important to note, this solicitation was publicized before the SBBC mandate was implemented; wherein cases of a single bidder/respondent at time of Bid/RFP closing, terms and conditions of the contract may be negotiated.
Document 00200, Instructions to Bidders, specifies the Agreement is to be provided to the contractor after the award is approved by the Board. Therefore, the Agreement is executed after award, and is not available at the time of award.
This agreement has been reviewed and approved as to form and legal content by the Office of General Counsel.
School Board Goals
| Goal 2: Continuous Improvement |
Financial Impact
The maximum estimated financial impact will be $2,000,000. There is no financial impact at this time. Use of this contract is subject to the need and availability of funds included in the Adopted District Educational Facilities Plan, Fiscal Years 2013-14 to 2017-18 for any projects needing these services.
This contract has been negotiated with the best pricing available, with an average savings of 12%. When another governmental agency provides services to another governmental agency, Florida statutes require those services to be rendered at cost plus a slight administrative fee.
Note: The negotiated rates for this vendor (C.A.P. Government, Inc.) are lower than the rates contracted with Broward County Building Code Services approved by the Board in June of 2012.
Source of Additional Information
Robert Hamberger 754-321-4801 Ruby Crenshaw 754-321-0501
Associated File Attachments
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Professional Sevices Agreement for Open End Services (Files) | |
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Recommendation Tabulation (Files) | |
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Financial Analysis Worksheet (Files) | |
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Collaboration (Files) | |
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EE-3 Executed ARF (Files) |