Title
MOTION TO RATIFY THE CITY MANAGER’S APPROVAL FOR THE EMERGENCY REPAIR OF THE CULVERT WHICH COLLAPSED UNDER NW 86 AVENUE AT NW 3 STREET WITH HINTERLAND GROUP INC, FOR AN ESTIMATED AMOUNT OF $55,548.50, PURSUANT TO SECTION 35.18(C)(1) OF THE CITY’S CODE OF ORDINANCE.
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 regarding "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)(1) states, “Emergency purchases. In urgent cases of compelling emergency that require the immediate purchase of commodities or services, the City Manager is empowered to waive competitive bidding or competitive proposals and authorize the Chief Procurement Officer to secure by open market procedure any commodities or services, notwithstanding the estimated cost of the commodities or services.”
- 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 the morning of March 25, 2025, South Broward Drainage District (SBDD) was notified of a possible pipe collapse within the City of Pembroke Pines (COPP) on NW 86th Avenue & NW 3rd Street. SBDD staff met with COPP staff at the location and confirmed the partial pipe collapse on the east side of NW 86th Avenue within SBDD Basin 1. The culvert in question is a 54" Corrugated Metal Pipe that was installed back in 1977. The canal and roadway both belong to the City.
The following morning, a diver for SBDD was able to sleeve the existing pipe with a 15" HDPE and 18" Corrugated Aluminum Pipe to allow for continued flow until the existing pipe could be repaired/replaced.
2. The City and SBDD looked for long-term solutions to repair and/or line the pipe without having to replace the existing pipe or dig up the roadway. The solution the City and SBDD came to was to install a new 54" CIPP liner to repair and line the pipe without having to replace the existing pipe or dig up the roadway.
3. SBDD took the lead in obtaining quotes for this emergency repair.
SBDD received three proposals from the following vendors:
Hinterland Group, Inc. $111,097 (Charlotte County Contract)
Hinterland Group, Inc. $131,925 (Polk County Contract)
Shenandoah General Construction, LLC. $183,602 (Broward College Contract)
4. COPP and SBDD staff has reviewed the three proposals and have determined that all Contractors are qualified to perform the work.
5. The canal and roadway both belong to the City, however, the partial culvert collapse impedes the flow of water, so City staff proposed a cost sharing agreement with SBDD.
SBDD’s Commission agreed to the 50% cost share agreement based on Hinterland Group, Inc.’s proposal and that the City of Pembroke Pines administer the repair.
6. As a result, the City would pay for the entire $111,097 to Hinterland Group, Inc., and then at project completion the City would invoice the South Broward Drainage District for 50% of the cost, which would result in a total estimated net cost to the SBDD and the City of $55,548.50 each.
7. Request City Commission ratify the City Manager’s approval for the emergency repair of the culvert which collapsed under NW 86 Avenue at NW 3 Street with Hinterland Group Inc., for an estimated amount $55,548.50, pursuant to section 35.18(C)(1) of the City’s code of ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $55,548.50.
b) Amount budgeted for this item in Account No: 100-541-6002-546165-0000-000-0000 (R&M Drainage)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$ 55,548.50 |
N/A |
N/A |
N/A |
N/A |
|
Expenditures |
$111,097.00 |
N/A |
N/A |
N/A |
N/A |
|
Net Cost |
$ 55,548.50 |
N/A |
N/A |
N/A |
N/A |
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.