Background:
The City of Sunrise has 106 installed shade canopies and awnings of various sizes at parks and public facilities throughout the City. In the event of an impending natural disaster such as a hurricane, and understanding the potential impact these disasters could bring to City property, these shade canopies and awnings require temporary removal and reinstallation services. In addition, these shade structures may also require repair and/or replacement where removal and/or reinstallation may be required. The City requires a qualified and experienced vendor that can provide temporary removal and subsequent reinstallation services on an as needed basis, and can also provide repairs and/or replacements when necessary. The Contractor for these services will be required to respond to the City’s needs in an expedited manner as to minimize the impact to Sunrise residents before and after a natural disaster. Although the bid includes the cost for all parks and canopies, the contractor will only be utilized on an as needed basis.
The City’s Leisure Services Department is the primary user of the services which will be provided at the following locations on an as needed basis:
- City Park (3)
- Flamingo Park (10)
- Nob Hill Soccer Club Park (12)
- Oak Hammock Park (8)
- Oscar Wind Park (10)
- Piper Field (1)
- Sunrise Athletic Complex (16)
- Sunrise Civic Center (3)
- Sunrise Sportsplex (16)
- Sunrise Tennis Club (8)
- Welleby Park (11)
- Welleby Pool (1)
- Veterans Park (7)
Bid No. 26-04-10-MM for the Removal and Reinstallation of Canopies and Awnings was advertised on DemandStar and distributed to over 700 vendors. The City received three (3) responses.
Staff reviewed all submissions. During the evaluation process, a price confirmation letter was issued to the apparent lowest bidder; however, the firm requested to withdraw its bid due to recent operational changes that reduced its capacity to meet bid requirements and respond to the City in an expedited and timely manner. The second-lowest bidder was deemed non-responsible, as staff was unable to verify the firm’s ability to meet all solicitation requirements. Multiple attempts to contact the firm were unsuccessful. In accordance with Bid Documents and City of Sunrise Code Section 5-171, "...a qualified bidder, responsible bidder, qualified offeror, or responsible offeror means a person, firm or entity which is fully capable of meeting all requirements of the solicitation and subsequent contract".
Staff also explored the possibility of piggybacking on contracts from other local municipalities; however, no agreements were identified. The City’s needs include unique line items specific to structure measurements, limiting the feasibility of utilizing other agencies’ contracts.
The Leisure Services Department and Procurement Office evaluated the remaining bidder and recommend awarding, on an as needed basis, to the responsive and responsible bidder EJ Tropical Awnings.Inc (EJ). EJ held the City's previous contract for this type of work and the Leisure Services Department was satisfied with the services performed.
The prices submitted by EJ are per unit and include all costs, including but not limited to labor, travel, mobilization, necessary equipment, supplies, and incidentals. The required response time is within 72 hours from the time of request and within 8 hours during hurricane season. These services will be utilized on an as-needed basis, and the City will incur costs only if services are rendered. Language has also been added to the resolution to allow for additional canopy removal and reinstallation services up to $25,000.00 in the event that the City adds additional shade canopies and/or awnings at City parks or facilities.
Considering the increased quantity of new and improved shades and canopies, along with the additional locations, the pricing for these services falls within the Leisure Services Department’s anticipated expenditures for this work. When comparing the pricing from the most recent contract award five years ago, more than 56% of the prices increased 10% or less, which is very competitive pricing during this period. Since that time, we have also added a significant number of new shade canopies throughout our parks. The initial term of the Contract is three (3) years, and pricing shall remain firm throughout this period. Optional renewal periods allow for an annual price adjustment if increases occur in the industry, not to exceed 5%, in accordance with the Consumer Price Index as published by the Bureau of Labor Statistics, U.S. Department of Labor.
The City did not receive any responses from a City of Sunrise vendor that could provide the service. It is requested that the City Commission authorize award of this contract to EJ Tropical Awnings.Inc.