Subject:
Title
Award of bid to Smith Industries, Inc. d/b/a Smith Fence Company for fencing, gate operators, and handrails.
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Recommended Action:
Recommended Action
Approval of the award of bid to Smith Industries, Inc. d/b/a Smith Fence Company (Smith Fence) for fencing, gate operators, and handrails - a Tampa Bay Area Purchasing Cooperative (Cooperative) contract.
• This Cooperative contract is for requirements of fencing, gate operators, and handrails.
• Award recommendation in the amount of $2,540,868.20 (36-month term) for County requirements. Cooperative expenditures are $7,539,823.00, for a total County and Cooperative expenditure in the amount of $10,080,691.20.
• One bid was received from Smith Fence deemed as the only responsive and responsible bid received. Other potential vendors were contacted but couldn’t provide the requirements for this bid due to the quantities requested and breadth of material required based upon Cooperative specifications.
• This Cooperative contract is facilitated and administered by the County; Cooperative participants include Cities of Dunedin, Pinellas Park, Clearwater, Tarpon Springs, and Pinellas County School Board. However, all local municipalities utilize this contract.
• Requirements for this contract have been significantly modified compared to the current Cooperative contract in force. However, comparing like items between this contract and current contract reflects unit price increases ranging from 30% to 60%. This is a directly attributable to market volatility for metal and steel products. This contract contains an annual adjustment factor (increase/decrease) based on the Producer Price Index or 10% whichever is less. Due to current market volatility, this is only a thirty six-month contract when historically it has been a sixty-month contract. If the market stabilizes and prices are reduced accordingly, we have the option to cancel and re-solicit this contract.
• Funding is from multiple funds, centers, and accounts/programs dependent upon the requesting department. Departments have budgeted adequate funding in Fiscal Year 2023 for fencing products
Contract No. 23-0054-ITB, estimated annual expenditure of $846,956.07 with a thirty six-month expenditure not-to-exceed amount of $2,540,868.20; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
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Strategic Plan:
Ensure Public Health, Safety, and Welfare
2.1 Provide planning, coordination, prevention, and protective services to ensure a safe and secure community
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
Summary:
Summary
This Cooperative contract provides labor and materials for installation of various types of fencing, administered by the County, and includes requirements for the Cities of Dunedin, Pinellas Park, Clearwater, Tarpon Springs, and the Pinellas County School Board. Cooperative participants are responsible for issuance of their own awards.
This 36-month contract contains a provision for price adjustments annually (decrease or increase) to commence one (1) year from the date of award in an amount not to exceed the average of the Producer Price for Metal and Metal Products (PPI) or 10%, whichever is less, for all Urban Customers, not seasonally adjusted for the twelve months prior contract.
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Background Information:
On October 28, 2022, the Purchasing and Risk Management Division released an Invitation to Bid with the intent to establish an agreement for Fencing, Gate Operators and Handrails. After reaching more than 568 vendors, one bid was received from Smith Fence, the current vendor. This contract has historically been difficult to competitively source due to the breadth of fencing the Cooperative specifies and the size and scope of many of the installations.
This contract replaces the current contract with Smith Fence, which was awarded on June 22, 2021. Smith Fence is unable to maintain current contract pricing due to market volatility and increasing labor costs.
Fiscal Impact:
Estimated 36-Month Expenditure Not to Exceed: $2,540,868.20
Funding is from multiple Funds, Centers, Accounts, and Programs, dependent on the requesting department. Cooperative participants are responsible for their own funding in the amount of $7,539,823.00.
Departments have adequate funding in FY23 for fencing products and services.
Staff Member Responsible:
Merry Celeste, Division Director, Purchasing & Risk, Administrative Services
Joe Lauro, Director of Administrative Services
Partners:
City of Dunedin
City of Clearwater
City of Pinellas Park
City of Tarpon Springs
Pinellas County School Board
Attachments:
Goods and Services Agreement