Title
MOTION TO APPROVE THE NEGOTIATED AGREEMENT WITH HAZEN AND SAWYER IN THE AMOUNT OF $6,079,965, PURSUANT TO THE AWARD OF RFQ # PSUT-25-06 “ENGINEERING SERVICES FOR ION EXCHANGE ADDITION TO THE WATER TREATMENT PLANT FOR PFAS REMOVAL," IN ACCORDANCE WITH FLORIDA STATUTE 287.055, CONSULTANTS COMPETITIVE NEGOTIATIONS ACT (CCNA).
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines a Request for Qualifications as “A written solicitation for competitive sealed offers with the title, date and hour of the public opening designated. A request for qualifications shall include, but is not limited to, general information, functional or general specifications, statement of work, instructions for offer and evaluation criteria. All requests for qualifications shall state the relative importance of the evaluation criteria. The city may engage in competitive negotiations with responsible offerors determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of offers, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offer.”
- 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."
- Florida Statute (F.S.) 287.055 is known as the “Consultant’s Competitive Negotiation Act” (CCNA).
- F.S. Section 287.055(2)(a) defines Professional services as “those services within the scope of the practice of architecture, professional engineering, landscape architecture, or registered surveying and mapping, as defined by the laws of the state, or those performed by any architect, professional engineer, landscape architect, or registered surveyor and mapper in connection with his or her professional employment or practice.”
- F.S. Section 287.055(2)(f) states “Project” means that fixed capital outlay study or planning activity described in the public notice of the state or a state agency under paragraph (3)(a). A project may include:
1. A grouping of minor construction, rehabilitation, or renovation activities.
2. A grouping of substantially similar construction, rehabilitation, or renovation activities.
- F.S. Section 287.055(3)(a)(1) states “Each agency shall publicly announce, in a uniform and consistent manner, each occasion when professional services must be purchased for a project the basic construction cost of which is estimated by the agency to exceed the threshold amount provided in s.287.017 for CATEGORY FIVE ($325,000) or for a planning or study activity when the fee for professional services exceeds the threshold amount provided in s.287.017 for CATEGORY TWO ($35,000), except in cases of valid public emergencies certified by the agency head. The public notice must include a general description of the project and must indicate how interested consultants may apply for consideration.”
- 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.”
SUMMARY EXPLANATION AND BACKGROUND:
1. On April 30, 2025, the City Commission authorized the advertisement of RFQ # PSUT-25-06 “Engineering Services for Ion Exchange Addition to the Water Treatment Plant for PFAS Removal,” which was advertised on May 7, 2025.
2. The purpose of this solicitation was to provide Professional Engineering Services for the addition of ion exchange treatment for PFAS removal to the City Water Treatment Plant located at 7960 Johnson Street, Pembroke Pines, FL 33025, in accordance with the terms, conditions, and specifications contained in this solicitation; Chapter 471, Florida Statutes (F.S.); and the Consultant's Competitive Negotiation Act (CCNA), as set forth in Florida Statute 287.055.
3. On June 10, 2025, the City received and opened three (3) proposals:
|
Vendor Names |
|
Carollo Engineers, Inc. |
|
WSP USA Inc. |
|
Hazen and Sawyer |
4. On September 11, 2025, the three (3) proposals were reviewed by an evaluation committee. Based on evaluation results, the committee approved a motion to recommend the City Commission to award RFQ PSUT-25-06 “Engineering Services for Ion Exchange Addition to the Water Treatment Plant for PFAS Removal,” to the top-ranked vendor, Hazen and Sawyer, and to direct the City Manager to negotiate a contract for services. On October 15, 2025, the City Commission approved the City manager to negotiate the agreement.
5. The Utilities Department has reached an agreement with Hazen and Sawyer, P.C. for the required services, which includes the following work elements and estimated cost:
|
|
Work Element |
Fee |
|
1 |
Project Kickoff, Data Collection and Progress Meetings |
$207,228.08 |
|
2 |
Planning and Evaluation |
$1,002,245.93 |
|
3 |
Preliminary Design |
$865,969.94 |
|
4 |
Detailed Design |
$3,021,410.15 |
|
5 |
Permitting |
$441,772.04 |
|
6 |
Bidding |
$164,338.85 |
|
|
Subtotal |
$5,702,964.99 |
|
|
Reimbursables |
$377,000.00 |
|
|
Total |
$6,079,964.99 |
|
|
Total Not to Exceed (rounded to the nearest dollar) |
$6,079,965.00 |
The Services required during Construction will be negotiated at a later date when the design, permitting and bidding services are completed.
The reimbursable section includes project-related expenses to City, including permit fees, pilot rental, analytical testing and laboratory costs, communication and reproduction, corrosion study lab and materials and travel costs directly to the project with no markup up. Most of the reimbursable expenses relate to Task 2 - Planning and Evaluation which are pass through expenses.
The project is expected to have a duration of 32 months from the anticipated Notice to Proceed date as described below and allows for completion within the US EPA deadline for these improvements dated April 28, 2031:
|
|
|
Task Duration |
Estimated Total |
|
|
Work Element |
(months) |
Months from NTP |
|
1 |
Project Kickoff, Data Collection and Progress Meetings |
2 |
2 |
|
2 |
Planning and Evaluation |
12 |
12 |
|
3 |
Preliminary Design |
6 |
12 |
|
4 |
Detailed Design |
12 |
21 |
|
5 |
Permitting |
6 |
26 |
|
6 |
Bidding |
6 |
32 |
|
|
Total (all Tasks 1 to 6 Complete) |
|
32 |
6. Staff recommends City Commission approval of the negotiated agreement with Hazen and Sawyer in the amount of $6,079,965, pursuant to the award of RFQ # PSUT-25-06 “Engineering Services for Ion Exchange Addition to the Water Treatment Plant for PFAS Removal," in accordance with Florida Statute 287.055, Consultants Competitive Negotiations Act (CCNA).
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $6,079,965
b) Amount budgeted for this item in Account No: Funds are available in Account # 471-533-6031-663000-0000-000-0000 - Improvement other than Building in Fiscal Year 2026
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
|
|
|
|
|
|
Expenditures |
$1,900,000 |
$3,100,000 |
$1,079,965 |
|
|
|
Net Cost |
$1,900,000 |
$3,100,000 |
$1,079,965 |
|
|
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