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Resolution 2020-31130 RESOLUTION NO. 2020-31130 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO INVITATION TO BID (ITB) 2020-020-ND, TO ESTABLISH A POOL OF SUPPLIERS FOR THE PURCHASE OF LIGHT POLES, FIXTURES, BASES .AND OTHER RELATED LIGHTING AND ELECTRICAL PARTS AND SUPPLIES TO EXPEDITE THE SELECTION OF VENDORS FOR FUTURE PROJECTS, AND APPROVE THE INITIAL POOL OF QUALIFIED SUPPLIERS; FURTHER, AUTHORIZING THE CITY MANAGER TO KEEP THE ITB OPEN FOR THE PURPOSE OF PREQUALIFYING ADDITIONAL SUPPLIERS, AND DELEGATING TO THE CITY MANAGER.THE AUTHORITY TO ADD OR REMOVE SUPPLIERS TO THE POOL, PROVIDED SUCH VENDORS MEET THE REQUIREMENTS OF THE ITB; AND FURTHER PROVIDING THAT ANY PURCHASE IN EXCESS OF $100,000 SHALL BE SUBJECT TO THE PRIOR APPROVAL OF THE CITY COMMISSION WHEREAS, on October 7, 2019, the City issued an Invitation to Bid 2020-020-ND (the "ITB") to establish a contract, by means of sealed applications, with qualified suppliers for the establishment of a prequalified pool of suppliers for the purchase of light poles, fixtures, bases and other related lighting and electrical parts and supplies; and WHEREAS, on October 28, 2019, bids were received from DL Trading LLC ("DL Trading"), Rossim International LLC ("Rossim"), and South Dade Electrical Supply, Inc. ("South Dade"); and . WHEREAS, on November 19, 2019 DL Trading notified the City of the withdrawal of their proposal submission, therefore received no further consideration; and WHEREAS, the ITB stated that following the review of applications, the responsive and responsible bidder(s) meeting all terms and conditions of the ITB will be recommended for award; and WHEREAS, in its due diligence, the Procurement Department found that Rossim and South Dade met the requirements of the ITB; and WHEREAS, the ITB asked that the suppliers provide proof that they are authorized by the manufacturer to sell the proposed brands to the City; and WHEREAS, South Dade did not provide proof of authorization from certain manufacturers, and the response pertaining to these brands had to be rejected; and WHEREAS, the brands that each supplier is authorized to distribute to the City is included in Attachment"A"; and WHEREAS, when a need arises, the City will seek quotes from all prequalified suppliers for the specific brand required; and • WHEREAS, for purchases up to $100,000, the approval of the City Manager or designee will be required in accordance with the City Manager's existing delegated procurement authority under the City Code; purchases exceeding $100,000 will be submitted to the City Commission for its consideration; and WHEREAS, to maximize competition . among the prequalified suppliers, the Administration is recommending that the ITB remain open, to permit the City Manager to prequalify additional suppliers as part of the pool, provided that such vendors meet all of the requirements of the ITB. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF. THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager, pursuant to Invitation to Bid (ITB) No. 2020-020-ND, to establish a pool of suppliers for the purchase of light poles, fixtures, bases and other related lighting and electrical parts and supplies to expedite the selection of vendors for future projects, and approve the initial pool of qualified suppliers; further, authorizing the City Manager to keep the ITB open for the purpose of prequalifying additional suppliers, and delegating to the City Manager the authority to add or remove suppliers to the pool, provided such vendors meet the requirements of the ITB; and further providing that any purchase in excess of$100,000 shall be subject to the prior approval of the City Commission. /� PASSED AND ADOPTED this /5' day of J 4111A'4fy 2020. ATTEST: IOW RA AEL . GR NA O, CITY CLERK. DAN GELBER, MAYOR F:\PURC\Solicitations12020\2020-020-ND ITB Purchase of Light Poles, Fixtures, and Bases\10 - Commission Award Documents\ITB-2020-020-ND - Resolution.doc • APPROVED AS TO FORM & LANGUAGE &FOR EXECUTION • cb,„) e/ti,.1%-• I (a (A 4 CitAttorney Date . te. ••• .. y eP °S N. \.\ l f"� ON/7 ATTACHMENT A ROSSIM SOUTH DADE ELECTRICAL INTERNATIONAL MANUFACTURER SUPPLY, INC. LLC Akron Foundry Company Arcluce V Brooks Products ✓ Culte'r Hammer V Eaton V Flagpoles, Inc. ✓ GE V Hapco V Holophane ✓ Hubbell Lighting V Hubbell Power Systems, Inc. Inventronics Kim Lighting V King Luminaire ✓ Lithonia Lighting V Louis Poulsen V Mainstreet Lighting V Mean Well NSI Industries ✓ P&K Philips Advance V Philips Gardco V Philips Hadco ✓ Phoenix V Precast Specialties V Selux V Siemens V Square D. Stresscrete V Sylvania ✓ Thomas&Betts V U.S. Precast Unique Solutions Valmont V Other: Electrostart ✓ Disproel V Resolutions - C7 0 MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: January 15, 2020 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO INVITATION TO BID (ITB)2020-020- ND, TO ESTABLISH A POOL OF SUPPLIERS FOR THE PURCHASE OF LIGHT POLES, FIXTURES, BASES, AND OTHER RELATED LIGHTING AND ELECTRICAL PARTS AND SUPPLIES TO EXPEDITE THE SELECTION OF VENDORS FOR FUTURE PROJECTS, AND APPROVE THE INITIAL POOL OF QUALIFIED SUPPLIERS, AS SET FORTH IN EXHIBIT "A" TO THE COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION; FURTHER, AUTHORIZING THE CITY MANAGER TO KEEP THE ITB OPEN FOR THE PURPOSE OF PREQUALIFYING ADDITIONAL SUPPLIERS, AND DELEGATING TO THE CITY MANAGER THE AUTHORITY TO ADD (OR REMOVE) SUPPLIERS TO THE POOL, PROVIDED THE ADDED SUPPLIERS MEET THE REQUIREMENTS OF THE ITB; AND FURTHER PROVIDING THAT ANY PURCHASE IN EXCESS OF $100,000 SHALL BE SUBJECT TO THE PRIOR APPROVAL OF THE CI TY COMMI SS I ON. RECOMMENDATION Adopt the Resolution accepting the recommendation of the City Manager. BACKGROUND/HISTORY On October 7, 2019,the City issued an invitation to Bid 2020-020-ND (the "ITB"). The purpose of the ITB is to establish a contract, by means of sealed applications,with qualified suppliers for the establishment of a prequalified pool of suppliers for the purchase of light poles, fixtures, bases and other related lighting and electrical parts and supplies. The pre-qualified pool established shall effectively create a source of viable suppliers from which the City may issue Invitation to Quotes (ITQs) for the purchase and delivery of various light poles, fixtures, bases and other related lighting and electrical parts and supplies on an "as needed" basis, during the term of the contract. Further,at any time,the City, through the approval of the City Manager, may accept applications and add additional or remove suppliers to the list of prequalified suppliers during the term of the contract. Page 779 of 1618 ANALYSIS The ITB was issued on October 7, 2019, with bid opening date of October 28, 2019.The Procurement Department issued bid notices to 4,594 companies utilizing www.bidsync.com website. 42 prospective bidders accessed the advertised solicitation. The notices resulted in the receipt of three (3) responses from: DL Trading LLC ("DL Trading"), Rossim International LLC ("Rossim"), and South Dade Electrical Supply, Inc. ("South Dade"). On November 19, 2019 DL Trading notified the City of the withdrawal of their proposal submission, therefore received no further consideration. The ITB stated that following the review of applications, the responsive and responsible bidder(s)meeting all terms and conditions of the ITB will be recommended for award. I n its due diligence, the Procurement Department found that Rossim and South Dade met the requirements of the ITB. Accordingly, Rossim and South Dade have been deemed responsive, responsible bidders meeting all terms and conditions of the ITB and are recommended for award. The I TB asked that the suppliers provide proof that they are authorized by the manufacturer to sell the proposed brands to the City. South Dade did not provide proof of authorization from the following manufacturers:Akron, Us Precast, Unique Solutions, and Hubell Power Systems, Inc. Therefore, the response pertaining to these brands had to be rejected. The brands that each supplier is authorized to distribute to the City is included in Attachment A. FINANCIAL INFORMATION The funding for this project is as follows: Account(s) 011-0840- Amount(s) $250,000 000342-29- 403-521-00- 00-00 CONCLUSION I concur with staff that it is in the best interest of the City to have a pool of prequalified suppliers for the purchase of light poles, fixtures, and bases from which proposals can be sought to purchase various light poles, fixtures, bases and other related lighting and electrical parts and supplies on an "as needed" basis. Otherwise, redundant and time-consuming efforts would be required to qualify suppliers each time a need was identified. With a prequalified pool, price quotes can be quickly sought from the prequalified contractors. Further, in order to continue to maximize competition by continuing to add suppliers, I recommend that the period for submitting applications be extended to be consistent with the term of the contract. New applicants that meet the ITB requirements will be added to the pool. Suppliers that do not perform well will be removed from the pool. Therefore, I recommend that the Mayor and City Commission of the City of Miami Beach, Florida, approve the Resolution, accepting the recommendation of the City Manager, pursuant to Invitation to Bid (ITB) No. 2020-020-ND, to establish a pool of suppliers for the purchase of light poles, fixtures, bases and other related lighting and electrical parts and supplies to expedite the selection of vendors for future projects, and approve the initial pool of qualified suppliers, as Page 780 of 1618 set forth in Exhibit"A" to the Commission Memorandum accompanying this Resolution; further, authorizing the City Manager to keep the ITB open for the purpose of prequalifying additional suppliers, and delegating to the City Manager the authority to add (or remove) suppliers to the pool, provided that the added suppliers meet the requirements of the ITB; and further providing that any purchase in excess of $100,000 shall be subject to the prior approval of the City Commission. Applicable Area Citywide Is this a Resident Right to Does this item utilize G.O. Know item? Bond Funds? No No Legislative Tracking Public Works/Procurement ATTACHMENTS: Description © Attachment A Page 781 of 1618 ATTACHMENT A ROSSIM SOUTH DADE ELECTRICAL INTERNATIONAL MANUFACTURER SUPPLY,INC. LLC Akron Foundry Company Arcluce ✓ Brooks Products ✓ Culter Hammer ✓ Eaton ✓ Flagpoles, Inc. ✓ GE ✓ Hapco ✓ Holophane ✓ Hubbell Lighting ✓ Hubbell Power Systems,Inc. Inventronics Kim Lighting ✓ King Luminaire ✓ Lithonia Lighting ✓ Louis Paulsen ✓ Mainstreet Lighting ✓ Mean Well NSI Industries ✓ P&K Philips Advance ✓ Philips Gardco ✓ Philips Hadco ✓ Phoenix ✓ Precast Specialties ✓ Selux ✓ Siemens ✓ . Square 0. Stresscrete ✓ Sylvania ✓ Thomas&Betts ✓ U.S.Precast Unique Solutions Valmont ✓ Other: Electrostart ✓ Disproel ✓ Page 782 of 1618