Subject:
Title
Uninterruptible Power Supply and Direct Current Power Systems 800-Megahertz Sites Service Agreement Rejection of Quotes Received
End
Fiscal Impact:
None
Dept/Office:
Central Services/Purchasing Services
Requested Action:
Recommendation
It is requested that the Board, (1) reject all proposals received in response to Request for Quote Q-7-20-03, Uninterruptible Power Supply (UPS) and Direct Current (DC) Power Systems - 800 MHz Sites Service Agreement, and (2) provide notice of intent to reissue an RFQ for these services.
End
Summary Explanation and Background:
On November 7, 2019 Purchasing Services, on behalf of the Emergency Management Department formally advertised the UPS and DC Power Systems - 800-MHz Sites Service Agreement Request for Quotes. The solicitation was to get quotes from qualified contractors to provide all parts and labor necessary for inspection and maintaining in an operational condition, the UPS and DC Power Systems 800-MHz Sites.
This Request for Quote had an initial term of 3 years with an annual cost estimate of $13,500.00 per year, contract total $40,500.00. This service has been typically procured under the County Manager’s approval, as the estimated annual impact typically does not exceed $13,500.00.
On December 6, 2019 two responses were received in response to the Request for Quote. The two companies that submitted responses were UP Systems of Florida Corporation located in Oldsmar, FL and Weissco Power LLC from Califon, NJ.
The solicitation required that the awarded contractor be able to respond and be on site within one hour (60 minutes) of notification, unless due to circumstances beyond the control of the contractor (roadway damage, act of God, etc…). Based on this requirement the low bidder was determined to be non-responsive as their request for quote response indicated they could not meet this requirement.
The second low quote in response to this request for quote substantially exceeded the total contract estimate. The second low quote also exceeded the $100,000.00 threshold for the County Manager to reject all responses.
Emergency Management does not have sufficient funds to award to the second low respondent and as such is requesting the Board reject all responses to this request for quote. Emergency Management is revising the specifications and requirements in an effort to attract additional respondents when this requirement is re-advertised.
In accordance with BCC-25, Procurement, the County Purchasing Manual states that:
“If the County elects to reject all bids submitted in response to a competitive solicitation and concurrently provides notice of the intent to reissue the competitive solicitation, the rejected bids remain exempt from Florida Statute 119.07(1) and 24(a) , Article I of the State Constitution until such time as the County provides a notice of intended decision concerning the reissued competitive solicitation. A response is not exempt for longer than twelve (12) months after the initial notice rejecting all bids.”
Based on the above information, if rejection of bids is approved by the Board, the two responses received shall remain exempt from public records requests until a notice of intended decision is posted for the reissued solicitation or for a period not to exceed 12 months, whichever is less.
Clerk to the Board Instructions:
None