Title
MOTION TO APPROVE THE CHANGE ORDER IN THE AMOUNT OF $3,600 TO THE PURCHASE ORDER ISSUED TO CORRADINO GROUP FOR TRAFFIC ENGINEERING SERVICES BRINGING THE TOTAL PURCHASE ORDER AMOUNT TO $27,600.
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)(2) states, “Professional services. Contracts for professional services involving peculiar skill, ability, experience or expertise, which are in their nature unique and not subject to competitive bidding, or competitive proposals, are exempt from this section; however, state laws, such as the Consultants' Competitive Negotiation Act of the state statutes, as may be amended from time to time to the extent applicable, shall be followed.”
- 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."
- Section 35.28 of the City's Code of Ordinances is titled "CHANGE ORDERS."
- Section 35.28(B) states that "Notwithstanding the provisions of (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 5% of the original contract amount or $25,000.
SUMMARY EXPLANATION AND BACKGROUND:
1. In August of 2020, the Engineering Division obtained Purchase Order # 20200774 in the amount of $24,000 for Corradino Group to perform Development Review Committee (DRC) traffic engineering review services, utilizing the Professional Services exemption pursuant to Section 35.18(C)(2) of the City's Code of Ordinances.
2. The City Engineer explained that: "Each project that goes before the DRC, that generates traffic, must be reviewed by a traffic engineer. For the recent past we have none on staff or under contract. Projects are submitted to engineering for review on a weekly basis. As projects are received in our department, we request reviews of each project separately. Individual projects require less than $5,000 of engineering time for the review of the initial and possible re-submittals by applicants, combined. There are current projects that are ongoing and require continuity of the reviewing traffic engineer."
3. Due to the transition from the SmartStream system to the City's new ERP System, Tyler/Munis, the Purchase Order was converted to PO # 20210393 in the new system. Below is a summary of all invoices paid and pending against PO # 20200774 / 20210393:
|
16000 Pines Market & Residences |
|
|
|
|
Invoice # |
Invoice Date |
Amount |
PO # |
|
4586C-01 |
7/13/2020 |
$4,000.00 |
20200774 |
|
4586C-02 |
9/30/2020 |
$1,600.00 |
20200774 |
|
4586C-03 |
11/17/2020 |
$2,600.00 |
20210393 |
|
4586C-04 |
1/21/2021 |
$2,800.00 |
20210393 |
|
|
Total: |
$11,000.00 |
|
|
Avant Pembroke Pines |
|
|
|
|
Invoice # |
Invoice Date |
Amount |
PO # |
|
4586D-01 |
7/13/2020 |
$2,400.00 |
20200774 |
|
|
Total |
$2,400.00 |
|
|
Cali Coffee |
|
|
|
|
Invoice # |
Invoice Date |
Amount |
PO # |
|
4586B-01 |
7/13/2020 |
$1,200.00 |
20200774 |
|
|
Total |
$1,200.00 |
|
|
Century Center |
|
|
|
|
Invoice # |
Invoice Date |
Amount |
PO # |
|
4586A-01 |
7/13/2020 |
$2,800.00 |
20200774 |
|
4586A-02 |
9/30/2020 |
$1,800.00 |
20200774 |
|
4586A-03 |
11/17/2020 |
$800.00 |
20210393 |
|
4586A-04 |
1/21/2021 |
$800.00 |
20210393 |
|
|
Total |
$6,200.00 |
|
|
Merrick Park |
|
|
|
|
Invoice # |
Invoice Date |
Amount |
PO # |
|
4586-01 |
7/13/2020 |
$3,600.00 |
20200774 |
|
4586-02 |
9/30/2020 |
$400.00 |
20200774 |
|
4586-03 |
1/21/2021 |
$600.00 |
20210393 |
|
4586-04 |
3/19/2021 |
$1,400.00 |
20210393 |
|
4586-05 |
5/11/2021 |
$800.00 |
20210393 |
|
|
Total |
$6,800.00 |
|
3. On August 5, 2020, the City Commission approved the negotiated continuing contract with Marlin Engineering, Inc. pursuant to the award of PSEN-19-08 “Traffic Engineering Services and Development Review Committee (DRC) Assistance,” in accordance with Florida Statute 287.055, Consultant’s Competitive Negotiation Act (CCNA), for an initial three (3) year period and for an annual amount not to exceed $85,000.
4. On August 31, 2020, the City's Engineering Division confirmed that Corradino Group was assigned these projects before the City executed the continuing services agreement for traffic engineering services with Marlin Engineering, Inc. In addition, the Purchase Order which was created for $24,000 was to process future invoices for projects which Corradino Group had already been assigned but had not completed.
5. The Engineering Department has confirmed that these projects have been completed and there will be no additional payments for these services.
6. Request Commission to approve the change order in the amount of $3,600 to the purchase order issued to Corradino Group for Traffic Engineering Services, bringing the total purchase order amount to $27,600.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $3,600 (The total purchase order will be for $27,600).
b) Amount budgeted for this item in Account No: $3,600 is available in account # 001-519-6006-531100-0000-000-0000 (Professional Service - Engineering)
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.