Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Execute A Construction Contract With Green Alliance, Inc. For The MLK Community Center HVAC Replacement, In The Amount Of $364,976.89.
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The MLK Community Center is a 19,128 square foot multi-purpose center that holds several youth and teen basketball leagues, clinics, children day camps, aftercare programs, senior programs and a fitness room, which is currently closed.
The gymnasium has recently been updated, with a beautiful new resurfaced wooden floor, making this a perfect setting for the community meetings and municipal events which are held frequently at this building.
The HVAC systems at the MLK Community Center are currently over 20 years old and have had multiple malfunctioning incidents that have affected the daily operations of the building.
Several community meetings have been held during times when the HVAC units failed. The City’s Public Works staff works on the existing units several times a month to keep the units functioning, however these solutions are only temporary.
There are a total of nine units that service the building and need to be replaced. One of the units is permanently broken, and is unable to be fixed, as parts for this unit no longer exist. Due to this, there is a large section of the community center, which includes the weight room, that is permanently closed to staff and residents as there is no way to provide air conditioning.
The HVAC replacement scope of work for the project was electronically advertised on www.bidsync.com on September 28, 2022, with the bid solicitation number IFB-4759-22-WV project, and 50 vendors viewed the solicitation with nine vendors downloading bid documents.
On June 15, 2022, the Office of the City Clerk and the Department of Design and Construction Management (“DCM”) received three bid responses for the Bid No. IFB-4759-22-WV project.
The three submitted bid responses are as follows:
Company Base Bid
Air Changes Mechanical $370,209.00
1365 N.W 98th Ct Unit 4
Doral, FL 33172
Green Alliance, Inc. $364,976.89
14996 SW 20th Terr
Miami, FL 33185
Thermo Air, Inc. $414,600.00
2875 North 29th Ave.
Hollywood, FL 33020
DCM and the Office of Procurement Services staff reviewed and evaluated the submitted bids in accordance with Section 38.43(F) of the City’s Procurement Code and, after the evaluation, Green Alliance, Inc. was determined to be the lowest responsive and responsible bidder and the best value.
On December 8, 2022, a Notice of Intent to Award was posted on the City’s website and on bidsync.com, and resulted in no bid protests.
DCM recommended and gained approval from the City Manager per CM Memo PR-23-066 to contract with Green Alliance, Inc. as an Emergency Procurement, as the building does not have a reliable HVAC system.
Market conditions in the HVAC industry are volatile and units have become difficult to procure and prices on the units have been increasing frequently. Units that may be available currently can and most frequently are sold out immediately, causing lead times that vary between 20 and 40 weeks. Units needed for the MLK Community Center have a current lead time of 30 weeks. Time is of the essence for the procurement of these units, to hold the price and lock in lead times.
Due to the emergency nature of this project, it was agreed upon to approve this bid initially by Emergency Memo and then go through the official Commission process after the fact. This decision was approved based on the urgent need to procure and release the HVAC equipment, which has an estimated lead time of 30 weeks if we are not able to procure a unit that is in stock.
Fiscal Impact:
Funding for the contract was included in the amended FY 2023 Capital Improvement Plan and is available in account number 117.509901.51900.563010.001499.000.000.
Recommended for inclusion on the agenda by:
Nicole Heran, Deputy Director, Design and Construction Management
Jose Cortes, Director, Design and Construction Management
Gus Zambrano, AICP, Assistant City Manager/Sustainable Development