Title
MOTION TO APPROVE AN AGREEMENT WITH THE SOLE SOURCE VENDOR, EXPONENTIAL MARKETING, LLC D/B/A AQUA GREENS, FOR THE INSTALLATION OF A FLOATING TARGET GREEN AT PEMBROKE LAKES GOLF COURSE FOR AN AMOUNT NOT TO EXCEED $38,000, 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 requests approval of the installation of a 15 X 20 oval floating target green for the Pembroke Lakes Golf Course driving range. The green will feature reflective tape and beach-like marks and will be constructed using high-quality milled aluminum skirting material, and marine-grade floating docks to ensure durability and performance.
2. Pembroke Lakes Golf Course offers an aquatic driving range for golfers to practice their swings. The six-acre lake allows golfers to improve their play by aiming at floating targets located at different distances. The current targets are past their life expectancy and must be replaced. The 15 X 20 floating target green by Aqua Greens will allow Pembroke Lakes to continue to offer a challenge for golfers during their range time. The Golf Course earns revenue by selling reusable floating golf balls for the aquatic range.
3. Aqua Greens identified themselves as the sole manufacturer specializing in these floating targets and provided a quote for the installation of a 15 X 20 oval floating target green for a total cost not to exceed $38,000.
4. As part of the due diligence process, the Procurement Department issued a Notice of Intent to Award a Sole Source Procurement for (NTSS) # RE-NTSS-24-01 “Floating Targets for Pembroke Pines Golf Course” on November 25, 2024. The notice gives vendors the opportunity to come forward if they do not agree that this proposed purchase is a sole source.
5. On December 4, 2024, RE-NTSS-24-01 “Floating Targets for Pembroke Pines Golf Course” was opened, and no responses were received.
6. Requesting the City Commission approve an agreement with the sole source vendor, Exponential Marketing LLC, D/B/A Aqua Greens, for the installation of a Floating Target Green at the Pembroke Lakes Golf Course for an amount not to exceed $38,000, pursuant to Section 35.18(C)(3) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $38,000
b) Amount budgeted for this item in Account No: $40,000 is available for this project at Pembroke Lakes 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.