Title
MOTION TO AWARD IFB # RE-25-02 “BUNKER SAND REPLACEMENT AND TEE RENOVATION AT PEMBROKE LAKES GOLF COURSE” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, SSS DOWN TO EARTH OPCO, LLC., IN AN AMOUNT NOT TO EXCEED $245,370.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.”
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.”
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On March 19, 2025, the City Commission authorized the advertisement of IFB # RE-25-02 “Bunker Sand Replacement and Tee Renovation at Pembroke Lakes Golf Course", which was advertised on March 26, 2025.
2. The purpose of this solicitation was to seek proposals from qualified firms to furnish all materials, labor, and equipment for installing bunker sand in all fairway bunkers and leveling various tee surfaces. The golf course was last renovated between 2006 and 2007. Since then, the bunker sand has eroded away, dirt has mixed in, and the tees on holes 1, 6, 11, 12, 16, and 18 have settled and have become uneven. These conditions are not conducive to golf play and need to be addressed.
3. On April 29, 2025, the City opened three (3) proposals from the following vendors, listed below:
|
|
Vendors |
|
Description |
SSS Down to Earth |
T.Mac Wilder |
Miliani Const. |
|
Bunker Sand Replacement |
$177,099.00 |
$168,495.00 |
$255,969.00 |
|
Tee Leveling Renovation |
$68,271.00 |
$65,800.00 |
$137,200.00 |
|
Subtotal |
$245,370.00 |
$234,295.00 |
$393,169.00 |
|
Payment & Performance Bond % |
0.0% |
5.0% |
2.5% |
|
Cost for Payment & Performance Bond |
$0.00 |
$11,714.75 |
$9,829.23 |
|
Project Total |
$245,370.00 |
$246,009.75 |
$402,998.23 |
4. The Procurement Department confirmed with SSS Down to Earth Opco, LLC. that the cost of the payment and performance bond was included in their project bid, which explains the 0% entry for that line item.
5. The Recreation and Cultural Arts Department has deemed SSS Down to Earth Opco, LLC. to be the most responsive/responsible bidder.
6. In addition, SSS Down to Earth Opco, LLC. has completed the Equal Benefits Certification Form and stated that the “Contractor currently complies with the requirements of this section."
7. Request Commission to award IFB # RE-25-02 “Bunker Sand Replacement and Tee Renovation at Pembroke Lakes Golf Course” to the most responsive/responsible bidder, SSS Down to Earth Opco, LLC., in an amount not to exceed $245,370.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $245,370
b) Amount budgeted for this item in Account No: Funds are available in account # 001-575-7006-546150-0000-000-0000 (R&M Land Bldg & Improvement)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.