Title
MOTION TO APPROVE THE INSTALLATION OF THE HYDROWICK DRAINAGE ELEMENT SYSTEM AT PEMBROKE LAKES GOLF COURSE FROM THE SOLE SOURCE VENDOR, ATLANTIC DRAINAGE SYSTEM, INC., IN AN AMOUNT NOT TO EXCEED $59,993, PURSUANT TO SECTION 35.18(C)(3) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance 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)(3) states, "City Standard, single-source and sole-source commodities or services. City standard, single-source and sole-source commodities or services are exempt from competitive bidding."
- 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) of the City’s Code of Ordinance 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. The Pembroke Pines Recreation Department is requesting to install the Hydrowick drainage element system at the Pembroke Lakes Golf Course addressing the drain basins on hole number 10 and hole number 18. Hydrowick's design is a lightweight, flexible standing water solution designed to remove excess water and minimize surface disruption in the process. Hydrowick’s patented construction of high-quality fiberglass and type 304 stainless steel allows water to pass through an open steel core using siphoning and passive capillary action, draining water two times faster than traditional pipe-based drainage systems. The product is quickly and easily installed using minimal labor that doesn’t require drainage excavation, complicated pipe maintenance, or expensive French drain work. This process allows for minimal down time for the golf course. The Hydrowick system not only drains rainwater, it pulls excess moisture out of the soil to prevent standing water that would create muck.
The installation process slices a line in the existing turf, installs the system, and fills the holes with sand. This procedure is not only cost saving, but the process is significantly faster allowing play on the golf course to resume the next day. Other systems require significant downtime as the turf and soil have to be removed, new material and turf to be installed, and then the turf must have time to take root.
2. In 2021, the golf course began using the Hyrdowick system to address small areas of the course. This work continued annually in the off season, yielding notable enhancements to problematic zones. The Hydrowick system not only significantly improved drainage in the targeted areas, but also positively impacted the surrounding turf by effectively extracting excess moisture from the soil.
If the City did not utilize the Hydrowick system, the City would need to have a company de-muck the surrounding areas of the existing drainage basins, which would entail tearing up the turf, removing the soil/much around the basin and installing new rock and soil before replacing the turf. The basins themselves would also have to be modified to allow better drainage, and in some cases the basins would have to be lowered to help water flow.
3. The Pembroke Pines Recreation Department obtained a sole source letter from Aqua-Terra Canada, the global master distributor of the Hydrowick drainage element, stating that Atlantic Drainage Systems, Inc. is the sole provide/installer for the Hydrowick drainage element in the state of Florida and Georgia.
4. Atlantic Drainage Systems, has provided a quote for the work to be performed, for a total cost not to exceed $59,993 for the installation of 8,275 linear feet of the Hydrowick drainage system.
5. On January 31, 2023, the Procurement Department issued Notice of Intent to Award a Sole Source Procurement (NTSS) # RE-NTSS-23-01 “Hydrowick Drainage System for the Pembroke Lakes Country Club” in order to give vendors the opportunity to come forward if they did not agree that this proposed purchase is a sole source.
6. On February 10, 2023, RE-NTSS-23-01 “Hydrowick Drainage System for the Pembroke Lakes Country Club” was opened, and no responses were received.
7. Request City Commission to approve the installation of the Hydrowick Drainage Element System at the Pembroke Lakes Golf Course, from the sole source vendor, Atlantic Drainage System, Inc., in an amount not to exceed $59,993, pursuant to Section 35.18(C)(3) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $59,993
b) Amount budgeted for this item in Account No: $60,000 is available for drainage work at Golf Course in account # 001-575-7006-546150-0000-000-0000- R&M Land Bldg. & Improvement.
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.