Title
MOTION TO APPROVE THE AGREEMENT WITH SOLE SOURCE VENDOR, ATLANTIC DRAINAGE SYSTEM, INC. FOR THE INSTALLATION OF THE HYDROWICK DRAINAGE ELEMENT SYSTEM AT PEMBROKE LAKES GOLF COURSE, IN AN AMOUNT NOT TO EXCEED $74,675, PURSUANT TO SECTION 35.18(C)(3) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(3) states, "City Standard, single-source and sole-source commodities or services. City standard, single-source and sole-source commodities or services are exempt from competitive bidding."
- 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) of the City’s Code of Ordinance 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. The Pembroke Pines Recreation Department proposes installing the Hydrowick drainage system at Pembroke Lakes Golf Course to address 13 drain basins on holes 1, 3, 6, 8, and 9. The patented Hydrowick design uses high-quality fiberglass and type 304 stainless steel to remove water twice as fast as traditional drainage systems, employing siphoning and passive capillary action. Its lightweight, flexible construction allows for quick installation with minimal labor, thereby minimizing surface disruption and course downtime. Beyond draining rainwater, the system also pulls moisture from the soil to prevent standing water and muck.
The installation process simply involves slicing a line in the turf, inserting the Hydrowick system, and backfilling with sand. This reduces costs, expedites the work, and allows play to resume the next day-an improvement over traditional methods that require soil and turf removal, new material installation, and time for turf to take root.
2. In 2021, the golf course began introducing the Hydrowick system on a smaller scale and continued its installation each off-season to address drainage challenges. By removing excess soil moisture, the system has noticeably improved surrounding turf conditions. The golf course maintenance contractor is satisfied with the results and recommends ongoing use. To date, holes 1 (partial), 10, 16, 17, and 18 have been outfitted with the Hydrowick system, which continues to show positive outcomes.
3. The Pembroke Pines Recreation Department obtained a sole source letter from Aqua-Terra Canada, the global master distributor for Hydrowick, indicating that Atlantic Drainage Systems, Inc. is the sole authorized provider and installer of the product in Florida and Georgia.
4. Atlantic Drainage Systems, has provided a quote for the work to be performed, for a total cost not to exceed $74,675 for the installation of 10,300 linear feet of the Hydrowick drainage system.
5. On January 31, 2023, the Procurement Department issued Notice of Intent to Award a Sole Source Procurement (NTSS) # RE-NTSS-23-01 “Hydrowick Drainage System for the Pembroke Lakes Country Club” in order to give vendors the opportunity to come forward if they did not agree that this proposed purchase is a sole source. On February 10, 2023, RE-NTSS-23-01 “Hydrowick Drainage System for the Pembroke Lakes Country Club” was opened, and no responses were received.
6. The Recreation and Cultural Arts Division request City Commission to approve the installation of the Hydrowick Drainage Element System at the Pembroke Lakes Golf Course, from the sole source vendor, Atlantic Drainage System, Inc., in an amount not to exceed $74,675, pursuant to Section 35.18(C)(3) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $74,675
b) Amount budgeted for this item in Account No: $75,000 is available for drainage work at Golf Course 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.