Title
MOTION TO APPROVE THE FIRST AMENDMENT TO THE AGREEMENT WITH JACKSON LAND DEVELOPMENT, LLC FOR THE REPAIRS MADE TO THE 16-INCH WATER MAIN AT 13620 PINES BOULEVARD AND THE REPAIRS MADE TO THE 16-INCH AND A 24-INCH WATER MAIN VALVES AT THE INTERSECTION OF PINES BOULEVARD AND NW 196 AVENUE IN THE AMOUNT OF $105,893, UTILIZING PRICING ESTABLISHED IN THE CITY OF PLANTATION'S CONTRACT NO.081-2121, CITYWIDE UTILITY REPAIR SERVICES, 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 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)(5) states that, "Utilization of other governmental agencies' contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- 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."
- Section 35.28 of the City's Code of Ordinances is titled "CHANGE ORDERS."
- Section 35.28(B) states that "Notwithstanding the provisions of division (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 10% of the original contract amount or $25,000."
SUMMARY EXPLANATION AND BACKGOUND:
1. On April 6, 2026, the City entered into an Agreement with Jackson Land Development, LLC (JLD) for the purposes of repairing two (2) large water main construction efforts, utilizing pricing established in the City of Plantation’s Contract No. 081-21, Citywide Utility Repair Services, for a total amount of $84,199. Since the original contract was below the $100,000 threshold, the agreement was not presented to the City Commission for approval prior to execution.
2. The construction included the repair of a 16-inch water main along the south side of 13620 Pines Boulevard for an originally quoted amount of $30,157.50 and the replacement of a 16-inch and a 24-inch valve at the northwestern corner of the intersection of Pines Boulevard and NW 196 Avenue for an original quoted amount of $54,041.50. These valves required replacement due to concerns related to water quality and circulation due to the age, condition and inoperability of the valves, which were installed in the late 1980s.
3. On April 22, 2026, JLD mobilized, completed underground location work, and began excavating the 16-inch PVC pipe segment at 13620 Pines Boulevard. After exposing this main, the Contractor uncovered an 18-inch storm drainage main running alongside and above the 16-inch water main. The water main that required repair was located approximately 10 feet below the ground. The drainage pipe had to be temporarily relocated to safely access the water main and remove the affected segment to complete the necessary repair. This unforeseen site condition required additional work resulting in an additional cost of $15,913.79. The revised total cost of the repairs at 13620 Pines Boulevard is now $46,071.30.
4. On April 30, 2026, JLD initiated work at NW 196 Avenue. As JLD began excavating to access the existing 16-inch and 24-inch valves, City staff worked to isolate the two water mains to facilitate a complete shutdown of water mains to allow the valves to be replaced. Staff encountered significant difficulty achieving a complete shutdown of the water mains. JLD could not safely proceed with the valve replacement work without a complete shutdown.
5. After five days of efforts to shut down the water mains, the City determined that line-stopping valves were required to achieve the shutdown for valve replacements. JLD’s crews demobilized and later remobilized once the line-stopping valves could be rescheduled.
6. On June 8, 2026, JLD returned to excavate the areas required for installation. Due to tightly compacted limestone encountered in the approximately 10-foot-deep excavation JLD spent three days jack hammering rock around the water main for access to install the two line stopping valves. Additional trench and shoring equipment was also required by the JLD subcontractor for safe installation of the line stopping valves and enclosures.
7. The water main was finally shut down completely on June 16, 2026 after 12 additional days of effort by JLD and its subcontractor. JLD then completed the valve replacement and restored the affected area by July 2, 2026, over an additional 11 days effort.
8. Due to the depth, complexity of shutting off the existing water mains, consolidated lime rock and additional equipment and labor time necessary to access and work on these pipes and valves significant additional costs accumulated over and above the originally quoted work amounts for these sites. Despite the best efforts and intentions these mains presented numerous challenges. As a result, line-stopping valves were required and required a demobiliation/remobilization to accomplish the valve replacements at NW 196 Avenue. As a result, an additional $89,978.54 was incurred. The revised total cost for the repairs at NW 196 Avenue is now $144,020.04.
9. The Utilities Department recommends the City Commission approve the first amendment to increase the contract value from $84,199 to $190,091.34, an increase of $105,892.34, utilizing the pricing established in the City of Plantation’s Contract No. 081-21, Citywide Utility Repair, pursuant to Section 35.18 (C)(5) of the City’s of Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $105,892.34, for additional repairs at 13620 Pines Boulevard and NW 196 Avenue.
b) Amount budgeted for this item in Account No: 471-533-6032-546150-0000-000-0000- (R&M Land & Bldg)
c) Source of funding for difference, if not fully budgeted: Upon approval, a Budget Adjustment will transfer $105,000 from Account no. 471-533-6032-552651-0000-000-0000- (Non-capital Meters)
d) 5 year projection of the operational cost of the project
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Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
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Revenues |
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Expenditures |
$190,091.34 |
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Net Cost |
$190,091.34 |
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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? N/A
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? N/A