Title
MOTION TO APPROVE AN AGREEMENT WITH BIRCHMORE GROUP, INC., FOR A SNOW PLAY AREA WITH 16 TONS OF SNOW, SNOW SLIDE, AND LABOR AND DELIVERY, FOR THE SNOWFEST EVENT TO BE HELD AT CHARLES F. DODGE CITY CENTER ON DECEMBER 6, 2025, IN AN AMOUNT NOT TO EXCEED $26,210, PURSUANT TO SECTION 35.18(C)(7) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances 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, "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(7) states, "The following contractual services are not subject to the competitive bid procurement requirement:"
- Section 35.18(C)(7)(m) states, "Entertainment services (performing artists, entertainment and amusements at festivals or special events)."
- 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 December 6, 2025, from 4:00 p.m. to 8:00 p.m., families throughout Pembroke Pines will gather at the Charles F. Dodge City Center to experience Snowfest, one of our community’s most beloved traditions.
2. To create this experience, staff is requesting approval of an agreement with Birchmore Group, Inc., to provide a 40' x 50' snow play area at a 1" depth, complete with 16 tons of real snow, a 9'8" dual-lane snow slide, tubes and sleds, as well as all labor and delivery services. The cost of the agreement will not exceed $26,210, with a 50% advance deposit required upon execution. Birchmore Group will deliver and prepare the snow and equipment by 3:30 p.m. on the day of the event, ensuring everything is ready when families arrive.
3. In accordance with Section 35.18(C)(7)(m) of the City’s Procurement Code, “entertainment services (performing artists, entertainment and amusements at festivals or special events)” are exempt from competitive bidding requirements.
4. The City has partnered with Birchmore Group for the past two Snowfest events and has been extremely satisfied with both their service and product. Prior to this partnership, the City experienced frequent issues with other vendors, including equipment breakdowns and inadequate snow production, which negatively impacted the event. Since contracting with Birchmore Group, the Recreation and Cultural Arts Department has had zero issues with snow quality or delivery, resulting in an improved experience for residents.
5. Staff requests Commission approval of the agreement with Birchmore Group, Inc., for a snow play area with 16 tons of snow, snow slide, and labor and delivery, for the Snowfest event to be held at Charles F. Dodge City Center on December 6, 2025, in an amount not to exceed $26,210, pursuant to Section 35.18(C)(7) of the City’s Code Of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $26,210.
b) Amount budgeted for this item in Account No: $26,210 is included in the proposed FY2026 budget for this event in account # 001-574-7003-549656-0000-000-0000 (Special Event Snowfest)
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.
|
|
FY 2026 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0 |
$0 |
NA |
NA |
NA |
|
Expenditures |
$26,210 |
$0 |
NA |
NA |
NA |
|
Net Cost |
$26,210 |
$0 |
NA |
NA |
NA |
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.