Title
MOTION TO RATIFY THE CITY MANAGERS APPROVAL OF THE PURCHASE AND INSTALLATION OF LVT FLOORING IN VARIOUS AREAS OF THE PEMBROKE PINES CHARTER SCHOOL ACADEMIC VILLAGE BUILDING “U” AND CENTRAL CAMPUS CHARTER SCHOOL, FROM MILLIKEN SERVICES, LLC., FOR AN INCREASE OF $70,735.10, UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA ALTERNATE SOURCE CONTRACT # 30161700-24-SRCWL-ACS, VIA SOURCEWELL CONTRACT # 061323-MAC, PURSUANT TO SECTION 35.18(C)(5) 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 that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states, “Utilization of other governmental agencies’ contracts.”
- 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 $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
- Section 35.15 defines CHANGE ORDER. "Changes, due to unanticipated conditions or developments, made to an executory contract, which do not substantially alter the character of the work contracted for, and which do not vary so substantially from the original specifications as to constitute a new undertaking. The changes must reasonably and conscientiously be viewed as being in fulfillment of the original scope of the contract rather than as departing therefrom. Further, the changes, when viewed against the background of the work described in the contract and the language used in the specifications, must clearly be directed either to the achievement of a more satisfactory result or the elimination of work not necessarily to the satisfactory completion of the contract."
- Section 35.28 of the City's Code of Ordinances is titled "CHANGE ORDERS."
- Section 35.28(B) states that "Notwithstanding the provisions of division (A) above, the City Manager is not authorized to approve a change order without authorization of the City Commission where the initial purchase required the City Commission’s approval and where the sum of all change orders issued under the contract exceeds 10% of the original contract amount or $25,000."
SUMMARY EXPLANATION AND BACKGROUND:
1. On June 17, 2026, City Commission approved the renovation of the flooring in the following areas of Academic Village Charter School:
Academic Village Building “U” - Rooms 128, 133, 207, 217, 219, 224, 229A, 230, 231, 233, and 235.
The flooring in those locations required replacement due to normal wear and tear. Academic Village Building “U” was built approximately 25 years ago, and much of the existing carpeting was original from when the building was built. Accordingly, the proposed flooring replacement is considered necessary routine maintenance to address the aging flooring and maintain the facility in an appropriate condition.
2. In July 2026, staff identified additional rooms needing flooring replacement, which were not part of the original list. Given the condition of the existing flooring and the need to coordinate the work with school operations, the City Manager authorized staff to proceed with the additional flooring replacement to address the identified maintenance needs while minimizing disruptions to instructional activities.
3. The Public Services Department obtained additional quotes utilizing the same contract used for the previous approval: State of Florida Alternate Source Contract No. 30161700-24-SRCWL-ACS, “Flooring Materials, with Related Supplies and Services.”
4. The State of Florida utilizes the Alternate Contract Source (ACS) #30161700-24-SRCWL-ACS for the purchase of floor coverings for State of Florida Agencies and other eligible users utilizing the Sourcewell Contract # 061323-MAC for the purchase and installation of new carpet and flooring products intended solely for use as commercial grade floor coverings.
5. The City of Pembroke Pines is an eligible user of the State of Florida Alternate Contract Source (ACS) #30161700-24-SRCWL-ACS. As defined by Florida Administrative Code Rule 60A-1.001(4)(e), eligible user means "Political subdivisions, including counties, cities, towns, villages and districts, as described be Section 1.01(8), F.S., and instrumentalities thereof."
6. Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and contract award process for the benefit of its 50,000+ members across the United States and Canada. Sourcewell’s solicitation process complies with Minnesota law and policies, and results in cooperative contracting solutions from which Sourcewell’s members procure equipment, products, and services.
7. Sourcewell’s contract is effective through August 9, 2027. This alternate contract source includes indoor/outdoor, resilient, ceramic tile, porcelain tile, wood, hardwood, linoleum, rubber, vinyl, broadloom, carpet tile, epoxy, and other flooring hybrids, floor mats, area rugs, and floor cleaning services from various manufacturers.
8. The Public Services Department received quotes from Milliken Services, LLC. for the additional work. The Procurement Department reviewed the quotes to verify the accuracy of the pricing. The quotes received include the following cost breakdown for each room at Central Campus:
|
Central Campus |
|
|
Room # |
Cost |
|
206 |
$12,360.55 |
|
202 |
$12,807.38 |
|
207 |
$12,442.81 |
|
211 |
$11,035.48 |
|
M127 |
$15,873.69 |
|
Admin Entry |
$6,215.19 |
|
|
|
|
Total |
$70,735.10 |
Of the proposal subtotal, $2,275.78 consists of Open Market Items, which are an authorized exemption under the contract and may be purchased in accordance with its terms.
The table below reflects the total changes and the new total contract value, including the original contingency.
|
Original Contract Value |
$119,769.19 |
|
Increase |
$70,735.10 |
|
New Contract Value |
$190,504.29 |
The additional flooring replacement work was completed over the summer and continued through the weekend of September 12, 2026, to minimize disruptions to school operations and instructional activities.
9. Request Commission to ratify the City Manager's approval of the purchase and installation of LVT flooring in various areas of the Pembroke Pines Charter School Academic Village Building “U” and Central Campus Charter School, from Milliken Services, LLC., for an increase of $70,735.10, utilizing pricing established by the State of Florida Alternate Source Contract # 30161700-24-SRCWL-ACS, via Sourcewell contract # 061323-MAC, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $70,735.10
b) Amount budgeted for this item is in Account No: Funding was available within the contingency account (#530010-552/554) of the FY 2026–27 Charter School Budget and was subsequently transferred to accounts #170-569-5051-546150-7900-350-0000-00552 and #171-569-5052-546150-7900-350-0000-00554 (Repairs and Maintenance – Land, Buildings, and Improvements).
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.