TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Terrence R. Moore, ICMA-CM
DATE: January 7, 2025
Title
APPROVAL OF RESOLUTIONS NO. 06-25 AND 07-25 TO AWARD AGREEMENTS WITH MOTPLANS.COM, LLC AND ALL AMERICAN BARRICADES, LLC FOR BARRICADES, FLASHERS, AND RELATED ITEMS UTILIZING THE CITY OF FORT LAUDERDALE ITB 203-3 IN THE AMOUNT OF $66,667
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Recommended Action:
Recommendation
Motion to approve Resolution No. 06-25 and 07-25 to awards agreements with Motplans.com and All American Barricades, LLC for Barricades, Flashers, and Related Items in the estimated amount of $66,6673-3 from execution date through January 22, 2026, utilizing the Southeast Florida Governmental Purchasing Cooperative Group Bid# 203-3.
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Background:
The City of Delray Beach Purchasing and Contract Administration Division is apart of the Southeast Florida Governmental Purchasing Cooperative Group (CO-OP). On October 27,2023 City of Fort Lauderdale as the lead agency through the Southeast Florida Governmental Purchasing Cooperative Group issued ITB 203-3 for barricade and equipment rental. On November 28, 2023 the City of Fort Lauderdale received bid submittals from All American Barricades, LLC, Motplans.com and Roadsafe. On February 21, 2024, the City of Fort Lauderdale, as the lead agency through the Southeast Florida Governmental Purchasing Cooperative Group, awarded ITB# 203-3 to Motplans.com and All American Barricades, LLC in an effort to be sure that adequate services can be provided to Cities operations during peak usage times at the lowest cost. The bids provided by Motplans.com and All American Barricades, LLC met the requirements of the solicitation and were deemed responsive and responsible. The initial term of the agreements is two (2) years, ending on January 22, 2026, with the option to renew for two (2) additional one-year periods with final expiration in 2028.
The City of Delray Beach uses traffic control devices and equipment for activities that is primarily related to road closures for special events. Barricades are used during these special events to aid with security, traffic, and crowd control. The City is responsible for procuring these services for events produced by the City as well as outside event producers, following approval through the special events review process. Staff is requesting approval of the resolutions to award agreements with the vendors utilizing the prices, terms and conditions of ITB 203-3.
Should the City exercise the renewal options provided in the Agreement, the estimated total agreement value for both vendors is as follows:
|
Agreement Value |
|
Initial Term |
Upon Execution - January 22, 2026 |
$26,667 |
|
Renewal Term 1 |
January 23, 2026 - January 22, 2027 |
$20,000 |
|
Renewal Term 2 |
January 23, 2027 - January 22, 2028 |
$20,000 |
|
TOTAL |
$66,667 |
The City at its sole discretion reserves the right to terminate this contract with or without cause immediately upon providing written notice to Contractor. Upon receipt of such notice, the Contractor shall not incur any additional costs under the contract. The City shall be liable only for the reasonable costs incurred by Contractor prior to the date of the notice of termination. The City shall be the sole judge of “reasonable costs.”
This motion is in accordance with Code of Ordinances Section 36.02, Commission Approval Required.
Attachments:
1. Resolution No. 06-25
2. Exhibit A to Resolution No. 06-25
3. Agreement P2024-037 with MotPlans.com, LLC.
4. Legal Review Checklist
5. Resolution No. 07-25
6. Exhibit A to Resolution No. 07-25
7. Agreement P2024-037 with All American Barricades, LLC.
8. Legal Review Checklist
9. Agreements ITB 203-3 - City of Fort Lauderdale
10. Bid Tabulation ITB 203-3 - City of Fort Lauderdale
11. Final Solicitation ITB 203-3 - City of Fort Lauderdale
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
001-90-900-519.49-68 (General Fund/Reimbursed Special Event Charges)
001-41-320-541.52-20 (Public Works/Streets Maintenance)
Timing of Request:
Timely approval is requested to utilize the services for upcoming special events.