Title
MOTION TO AWARD IFB # PSPW-25-04 "NEW PLAYGROUND TURF FOR THE EAST CAMPUS CHARTER SCHOOL" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, TOP TURF LLC., IN THE AMOUNT NOT TO EXCEED $99,997.23, WHICH INCLUDES AN OWNER'S CONTINGENCY IN THE AMOUNT OF $9,090.66
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- 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."
- 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 March 5th, 2025, the City Commission authorized the advertisement of IFB # PSPW-25-04 "New Playground Turf for the East Campus Charter School", which was advertised on March 12, 2025.
2. The purpose of this solicitation was to seek proposals from qualified firms to remove the mulch play field and install high traffic artificial playground turf in its place at the East Campus Charter School located at 10801 Pembroke Rd. Pembroke Pines, FL 33024. The installation of artificial turf will enhance the playground area by providing a cushioned, slip resistant surface that improves safety and reduces the risk of injuries. This durable, all weather material will remain green and accessible year-round, offering a more reliable and enjoyable play environment for students.
In addition to improving overall playability, the new artificial turf surface will help address existing drainage issues that currently cause water pooling in several locations, which contribute to mosquito problems. Replacing the mulch, which often becomes muddy and unusable after rain, with the new artificial turf will minimize downtime, ensure consistent outdoor access, and support the school’s curriculum compliance requirements by providing a more functional, low maintenance space.
3. On April 8th, 2025, the City opened bids from the following ten vendors, listed in ascending order of their primary or alternative bid submittal, whichever was lower:
|
Vendor |
Primary |
Alternative |
|
TOP TURF LLC |
$ 90,906.57 |
$ 90,906.57 |
|
JP Miller Services LLC DBA Forever Lawn Gold Coast |
N/A |
$ 95,933.35 |
|
Easy Grass Distributing, LLC |
N/A |
$ 118,567.25 |
|
FieldCraft Builders of Florida LLC |
$ 129,804.00 |
N/A |
|
360 Recreation LLC |
$ 142,250.00 |
N/A |
|
Sportzturf |
$ 153,300.00 |
N/A |
|
RCS Construction & Remodeling, LLC |
$ 180,690.00 |
$ 170,000.00 |
|
ProGreen Synthetic Turf Systems |
$ 176,382.00 |
N/A |
|
DAN ENTERPRISES TEAM, LLC |
$ 197,771.71 |
N/A |
|
KOMPAN Inc |
$ 367,515.71 |
N/A |
4. The Public Services Department reviewed the proposals and deemed Top Turf LLC., to be the most responsive/responsible bidder.
5. In addition, Top Turf LLC. has also completed the Equal Benefits Certification Form and has utilized the following allowable exemption, stating that the "Contractor does not provide benefits to employees' spouses in traditional marriages."
6. The Public Services Department is requesting the inclusion of an owner's contingency in the amount of $9,090.66.
Including an owner’s contingency is a standard and prudent construction practice that provides a pre-approved reserve for addressing unforeseen conditions that may arise once the project is underway and during the removal of existing playground surfaces and installation of new turf. While the scope of work is clearly defined, site-related unknowns are common in outdoor construction projects, particularly in heavily used play areas where subsurface conditions are not fully visible. These unforeseen issues need to be addressed and resolved immediately to minimize safety and operational concerns.
Without an owner’s contingency, staff may be required to pause construction and return to the City Commission for approval of any unexpected costs. This can cause significant delays, disrupt school operations, and ultimately result in increased construction costs due to extended timelines, contractor standby time, or remobilization.
7. Request Commission to award IFB # PSPW-25-04 “New Playground Turf for the East Campus Charter School” to the most responsive/responsible bidder, in the amount not to exceed $99,997.23, which includes an owner's contingency amount of $9,090.66
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $99,997.23, which includes an owner's contingency amount of $9,090.66
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-519-6001-663000-0000-000-0000 (Improvement Other Bldg.)
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.