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RESOLUTION AUTHORIZING ADDITIONAL TIME OF TWO YEARS WITH EXPENDITURE AUTHORITY IN THE AMOUNT OF $18,629,677.00 FOR A TOTAL MODIFIED CUMULATIVE POOL AMOUNT OF $48,438,677.00 FOR PREQUALIFICATION POOL NO. RTQ-00862, FIRE SUPPRESSION SYSTEMS SERVICES, FOR MULTIPLE COUNTY DEPARTMENTS; PROVIDED THAT ANY CONTRACT AWARD UNDER THE POOL EXCEEDING $5,000,000.00, OR $1,500,000.00 FOR MIAMI-DADE AVIATION DEPARTMENT, IS RATIFIED BY THE BOARD

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WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board authorizes additional time of two years with expenditure authority in the amount of $18,629,677.00 for a total modified cumulative pool amount of $48,438,677.00 for Prequalification Pool No. RTQ-00862, Fire Suppression Systems Services, for multiple County departments; provided that any contract award under the pool exceeding $5,000,000.00, or $1,500,000.00 for Miami-Dade Aviation Department, is ratified by the Board. A copy of the pool documents is on file with and available upon request from the Strategic Procurement Department.

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Date:

To: Honorable Chairman Anthony Rodriguez
and Members, Board of County Commissioners

From: Daniella Levine Cava
Mayor

Subject: Request for Additional Time with Expenditure Authority to
Prequalification Pool for Fire Suppression Systems Services

STAFF RECOMMENDATION
Summary
This item is for additional time of two years with expenditure authority for the purchase of fire suppression system services for multiple County departments. The extension will allow departments to continue procuring services on an as-needed basis through spot market competitions to ensure ongoing compliance with fire and life safety codes. Fire suppression devices include various types of automatic fire sprinkler systems, standpipe systems, fire pumps and controllers, portable fire extinguishers, clean agent systems for data and communications rooms, kitchen hood suppression systems, foam systems for fuel and fleet facilities, and fire line components. These systems are critical to quickly detect, control, and extinguish fires; protect employees, residents, and visitors; safeguard County assets and infrastructure; and ensure continuity of essential operations. Utilization of these services ensures County compliance with national standards established by the National Fire Protection Association (NFPA) and the Florida Fire Prevention Code.

Departments have confirmed that the pool meets their needs, and there is healthy participation from the pre-qualified vendors. The pool requirements have not changed, and it is further anticipated that if the pool was resolicited, the same vendors would prequalify. Additionally, due diligence was performed on all prequalified vendors, and no issues were identified. As this is an open pool, market research and outreach were conducted to identify additional vendors via INFORMS and DemandStar notices; however, no additional vendors responded. This extension will allow existing prequalified vendors to remain in the pool provided they continue to meet the requirements, resulting in greater efficiency for both existing vendors and the County due to a reduction in administrative work. Continuing with the current pool will allow existing vendors to focus on accessing bid opportunities, as opposed to repeating pre-qualification documentation. This pool will remain open and additional qualified vendors may be added at any time. To encourage participation, outreach events are held on an ongoing basis to inform vendors about pool opportunities and the benefits of becoming prequalified. Therefore, a two-year extension is being requested to take advantage of on-going efforts and efficiencies built under the existing pool, ensuring continued growth and effectiveness. Extension of the pool will continue to streamline processes and reduce time to procure these goods and services, saving the County time and money and reducing administrative barriers for our vendors.

Recommendation
It is recommended that the Board of County Commissioners (Board) approve extending Prequalification Pool No. RTQ-00862, Fire Suppression Systems Services, for two years with additional expenditure authority of $18,629,677. An extension to the current pool is recommended to allow departments to competitively solicit services needed to maintain their fire suppression systems. Currently, there are eleven vendors prequalified within the pool, six of which have local addresses and three are certified Small Business Enterprise (SBE) firms.


Background
This pool was established on October 2, 2018 by the Board via Resolution No. R-995-18 for an eight-year term. The pool was subsequently modified under delegated authority and by the Board via Resolution No. R-82-23. As the Board has suggested a maximum of ten years for prequalification pools, only a two year extension is being recommended, although this pool could be extended for longer.

Additional allocation is requested to support departmental needs as follows:

• Community Services Department (CSD) is requesting $56,000 to continue purchasing fire extinguishers and fire suppression systems, along with inspection and maintenance services. These services support Head Start and Early Head Start facilities, Community Resource Centers, adult day care centers, operational sites, and transportation vehicles. This allocation will allow CSD to maintain safe environments for staff, program participants, and the public while meeting all applicable fire safety regulations.

• Department of Solid Waste Management Department (DSWM) is requesting $180,000 to continue to obtain inspections, repairs, and maintenance for fire suppression systems. The allocation request will cover inspections, hydrostatic testing, recharging, and replacement of fire extinguishers as needed. These services are essential to maintain safe operations at waste management facilities, where fire risks may be elevated due to the nature of materials handled.

• Department of Transportation and Public Works (DTPW) is requesting $619,677 to support inspection, maintenance, repair, and replacement of fire suppression systems across its transit and public works facilities. Services include annual and multi-year inspections of fire sprinkler and suppression systems; inspection, maintenance, certification, and hydrostatic testing of fire extinguishers; refill and recharge services for various extinguisher types; and the purchase and replacement of fire suppression equipment as needed.

These services are required across bus maintenance facilities, Metrorail stations and garages, Metromover locations, park and ride facilities, and other operational sites, including specialized systems such as clean agent and Halon-based suppression units. The requested allocation will support both scheduled compliance-driven activities and as-needed corrective services to ensure all systems remain fully operational and in compliance with applicable fire and life safety codes, while supporting uninterrupted transit operations.

• Miami-Dade Aviation Department (MDAD) is requesting $16,874,000 to obtain services that support their current and future fire suppression systems and fire extinguishers. Additional services are required for the Miami Intermodal Center building and five new facilities incorporated as part of the Aviation Central Terminal expansion. MDAD is required to maintain, inspect, test, and certify newly installed systems to ensure continued operational safety and regulatory compliance across all covered facilities. The allocation request also accounts for rising material costs driven by current market conditions for extinguishers and related equipment.

• Miami-Dade Corrections and Rehabilitation Department (MDCR) is requesting $500,000 to maintain and repair current fire suppression systems across its facilities. The allocation request will also allow MDCR to replace outdated or obsolete equipment and implement required system upgrades. These improvements are necessary to maintain compliance with fire safety regulations and to ensure the protection of staff, inmates, and visitors.

• Miami-Dade Fire Rescue Department (MDFR) is requesting $400,000 to be used for standard fire suppression services and unanticipated repairs identified during routine fire inspections. This funding supports required inspections, maintenance, repairs, and equipment purchases for fire suppression systems across 53 MDFR facilities, in compliance with NFPA standards. These services are essential to ensure operational readiness, regulatory compliance, and the safety of personnel and facilities.

Scope
The impact of this item is countywide in nature.

Delegated Authority
There is no additional delegation of authority sought in this item as the authority to solicit pricing and award contracts up to an aggregate amount of the allocation authorized by the Board, exercise all provisions of the solicitation documents and any resulting contracts pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38, and add vendors to the pool at any time, subject to ratification by the Board on a bi-annual basis, was granted when the pool was established. Any contract award under the prequalification pool exceeding $5,000,000, or $1,500,000 for MDAD, is subject to ratification by the Board.

Fiscal Impact/Funding Source
The pool expires on October 31, 2026, and has a cumulative allocation of $29,809,000. If this request is approved, the pool will have a modified cumulative allocation of $48,438,677 and will expire on October 31, 2028. The requested increase in expenditure authority is based on historical usage and the departments’ anticipated needs throughout the extended term.

Dept Existing Cumulative
Allocation Additional Allocation Requested Modified Cumulative Allocation Funding Source Budgeted
CSD $60,000 $56,000 $116,000 General Fund /
Federal Funds FY 2025-26 Adopted Budget, Volume 3, Page 150, Operating Expenses
DSWM $432,000 $180,000 $612,000 General Fund /
Proprietary Funds FY 2025-26 Adopted Budget, Volume 3, Page 51, Other Operating
DTPW $1,663,000 $619,677 $2,282,677 DTPW Operating FY 2025-26 Adopted Budget, Volume 2, Page 132, Other Operating
MDAD $12,233,000 $16,874,000 $29,107,000 Proprietary Funds FY 2025-26 Adopted Budget, Volume 3, Page 203 Contractual Services
MDCR $1,740,000 $500,000 $2,240,000 General Fund FY 2025-26 Adopted Budget, Volume 2, Page 54, Other Operating
MDFR $1,308,000 $400,000 $1,708,000 Fire District FY 2025–26 Adopted Budget, Volume 2, Page 76, Contractual Services
Multiple* $12,373,000 $0 $12,373,000 Multiple Multiple
Total $29,809,000 $18,629,677 $48,438,677
*Includes approximately $304,000 for Miami-Dade Sheriff’s Office.
Track Record/Monitor
Robert Mendoza of the Strategic Procurement Department (SPD) is the Procurement Manager.

Prequalified Vendors
Advanced Systems Inc. 1415 South 30 Avenue Hollywood, FL None David Wallace
All Fire Services, Inc. 2027 Sherman Street
Hollywood, FL None Wendy Brasecker-Rothenberg
All In One Fire, Inc. (SBE) 10421 Northwest 28 Street Suite D104
Doral, FL Same William Lazaro Larroche
Black Fire Protection, Inc. 11093 Meridian Drive North
Parkland, FL None Kirby Black
C J Fire Protection, Inc. (SBE) 19101 West Oakmont Drive Miami, FL Same Connell Johnson
Cintas Corporation No. 2 9318 Florida Palm Drive
Tampa, FL None Michael Hansen
Dan Enterprises Team LLC (SBE) 19081 Northwest 78 Avenue
Hialeah, FL Same Hiedi Perez
Metro Dade Security System, Inc. 8491 Northwest 17 Street
Doral, FL Same Dorys M Martinez
Pye-Barker Fire & Safety, LLC 2500 Northwinds Parkway Suite 200
Alpharetta, GA 2924 NW 109 Avenue
Miami, FL Dirx Christian
Security Fire Prevention, Inc. 7298 West Flagler Street Miami, FL Same Arturo Garcia
Sprinklermatic Fire Protection Systems, Inc. 4740 Davie Road
Davie, FL None Robin Collier

Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with SPD’s Procurement Guidelines to determine vendor responsibility, including verifying corporate status and that there are no performance and compliance issues through various vendor responsibility lists and a keyword internet search. The lists that were referenced included convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to vendor responsibility.

Applicability of Ordinances and Contract Measures
• The two percent User Access Program applies.
• Small Business Enterprise measures and Local Preference will be determined at the time of spot market competition where permitted by funding source.
• The Living Wage Ordinance does not apply.

________________________
Jimmy Morales
Chief Operating Officer