Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF LVT FLOORING IN VARIOUS AREAS OF THE PEMBROKE PINES CHARTER SCHOOL ACADEMIC VILLAGE - BUILDING “U”, FROM MILLIKEN SERVICES, LLC., IN THE AMOUNT NOT TO EXCEED $73,262.90, WHICH INCLUDES A 10% OWNER’S CONTIGENCY IN THE AMOUNT OF $6,660.26, 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 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)(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 $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 City of Pembroke Pines Charter Schools would like to renovate the flooring of the Academic Village Charter School in the following areas:
Building “U” - Rooms 202, 205, 208, 210, 211, 213, and 232.
Academic Village Building “U” was built approximately 25 years ago and much of the floor is still the original carpet. Due to normal wear and tear, the carpet, specifically in the rooms identified, needs to be replaced.
2. The Public Services Department intends to utilize the State of Florida Alternate Source Contract #30161700-24-SRCWL-ACS for “Flooring Materials, with related Supplies and Services”
3. 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.
4. 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."
5. 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.
6. 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.
7. The following contractors participate in this Alternate Contract Source (ACS):
- Bentley Mills Inc.
- Forbo Flooring, Inc. dba Forbo Flooring Systems
- Interface Americas Inc.
- Mannington Mills Inc.
- Milliken Services LLC
- Mohawk Carpet Distribution Inc.
- Shaw Industries, Inc.
- Tarkett USA Inc.
8. The Public Services Department selected to utilize Milliken Services, LLC., which does not utilize authorized resellers under the contract. As a result, the Public Services Department obtained a quote for this project from Milliken Services, LLC., with the following breakdown of cost per room in Building U:
|
|
Room |
Cost |
|
|
202 |
$6,378.68 |
|
|
205 |
$10,682.64 |
|
|
208 |
$10,348.55 |
|
|
210 |
$10,348.55 |
|
|
211 |
$9,614.74 |
|
|
213 |
$9,614.74 |
|
|
232 |
$9,614.74 |
|
|
Total |
$66,602.64 |
The Public Services Department recommends the purchase and installation of LVT flooring at Academic Village Charter School by Milliken Services, LLC.
9. The Public Services Department is requesting the inclusion of an owner's contingency in the amount of $6,660.26.
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. During construction activities, underlying issues such as hidden structural damage, unexpected deterioration, or additional repair needs often only become visible after surface work begins and throughout the entire construction process. 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.
10. Request Commission to approve the purchase and installation of LVT flooring in various areas of the Pembroke Pines Charter School Academic Village Building “U”, from Milliken Services, LLC., in the amount not to exceed $73,262.90, which includes a 10% owner’s contingency in the amount of $6,660.26, 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: $73,262.90, which includes an owner’s contingency in the amount of $6,660.26.
b) Amount budgeted for this item is in Account No: Funds will be available in the FY 2025-26 Academic Village Charter School Proposed Budget in account # 172-569-5053-546150-7900-350-0000 (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.