Title
MOTION TO APPROVE THE FIRST AMENDMENT TO WORK AUTHORIZATION #11 WITH HAZEN AND SAWYER, P.C. (HAZEN), THE CITY'S CONTINUING SERVICES CONSULTANT FOR WASTEWATER TREATMENT PLANT PROCESS ENGINEERING, PUMPING AND FORCE MAINS, IN AN AMOUNT NOT TO EXCEED $90,638.36.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines a Request for Qualifications as “A written solicitation for competitive sealed offers with the title, date and hour of the public opening designated. A request for qualifications shall include, but is not limited to, general information, functional or general specifications, statement of work, instructions for offer and evaluation criteria. All requests for qualifications shall state the relative importance of the evaluation criteria. The city may engage in competitive negotiations with responsible offerors determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of offers, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offer.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- 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 $100,000 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."
- F.S. Section 287.055(2)(a) defines Professional services as “those services within the scope of the practice of architecture, professional engineering, landscape architecture, or registered surveying and mapping, as defined by the laws of the state, or those performed by any architect, professional engineer, landscape architect, or registered surveyor and mapper in connection with his or her professional employment or practice.”
- F.S. Section 287.055(2)(f) states “Project” means that fixed capital outlay study or planning activity described in the public notice of the state or a state agency under paragraph (3)(a). A project may include:
1. A grouping of minor construction, rehabilitation, or renovation activities.
2. A grouping of substantially similar construction, rehabilitation, or renovation activities.
- F.S. Section 287.055(3)(a)1. Each agency shall publicly announce, in a uniform and consistent manner, each occasion when professional services must be purchased for a project the basic construction cost of which is estimated by the agency to exceed the threshold amount provided in s.287.017 for CATEGORY FIVE ($325,000) or for a planning or study activity when the fee for professional services exceeds the threshold amount provided in s.287.017 for CATEGORY TWO ($35,000), except in cases of valid public emergencies certified by the agency head. The public notice must include a general description of the project and must indicate how interested consultants may apply for consideration.”
- F.S. Section 287.055(2)(g) states:
(1) “A “continuing contract” is a contract for any of the following:
a. Professional services entered into in accordance with all the procedures of this act between an agency and a firm whereby the firm provides professional services to the agency for projects in which the estimated construction costs of each individual project under the contract does not exceed $7.5 million. Beginning July 1, 2025, and each July 1 thereafter, the department shall adjust the maximum amount allowed on the preceding June 30 for each individual project in a continuing contract by using the change in the June-to-June Consumer Price Index for All Urban Consumers issued by the Bureau of Labor Statistics of the United States Department of Labor. The department shall publish the adjusted amount on its website;
b. Study activity if the fee for professional services for each individual study under the contract does not exceed $500,000; or
c. Work of a specified nature as outlined in the contract required by the agency, with the contract being for a fixed term or with no time limitation except that the contract must provide a termination clause.
(2) Firms providing professional services under continuing contracts may not be required to bid against one another."
Note - Effective July 1, 2025, as published on the Department of Management Services (DMS) website, the threshold for the estimated construction cost of each individual project under a continuing contract has been increased from $7.5 million to $7,725,000, in accordance with Section 287.055(2)(g), Florida Statutes.
- 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.”
SUMMARY EXPLANATION AND BACKGROUND:
1. On October 8, 2024, the City Commission approved the second amendment to, and renewal of, the continuing engineering services contract with Hazen and Sawyer pursuant to the award of PSUT-20-10 "Wastewater Treatment Plant Process Engineering, Pumping, and Force Mains", in accordance with Florida Statute 287.055, Consultants Competitive Negotiations Act (CCNA).
2. On November 20, 2024, the City Commission authorized the Utilities Department to proceed with Work Authorization #11 with Hazen in the amount of $174,850.12 to establish the design criteria, evaluate available screening and grit removal technologies, perform a hydraulic evaluation, and produce cost estimates and a proposed implementation schedule.
3. Hazen is nearing completion of Work Authorization #11. While the current effort could proceed as originally planned, staff believes it would be beneficial at this time to leverage the Utilities Director’s experience with similar rehabilitation projects involving existing Headworks processes at nearby facilities. Staff is therefore recommending performing a condition assessment and rehabilitation of the existing Pembroke Pines Headworks Process in lieu of pursuing a complete replacement at this stage. This approach would also allow the City to maximize prior investments already made in the existing infrastructure and help avoid the cost escalations experienced on similar projects.
4. The rehabilitation project would include a condition assessment of the structural, mechanical, electrical, instrumentation, and control systems, along with the preparation of a technical memorandum. This work can be completed within 180 days from authorization to proceed.
5. A rehabilitation project would also be expected to have significantly fewer impacts on the surrounding existing infrastructure throughout the plant site.
6. The City has expended $135,920.76 toward the Preliminary Engineering Report for complete replacement. Transitioning to a rehabilitation approach is anticipated to cost $90,638.36, and sufficient funding remains in the current fiscal year budget to support the additional rehabilitation conditions analysis. A rehabilitation approach is also expected to yield significant cost savings compared to full facility replacement while still meeting the City’s operational needs.
Per Section 4.1 of the First Amendment, the City may negotiate compensation separately for each work authorization. As stated above, the negotiated cost for this amendment to Work Authorization #11 is $90,638.36. The detailed fee schedule is attached to the proposal and utilizes the same hourly rates previously approved under the original Work Authorization #11.
7. On August 25, 2025, the City Manager approved the Third Amendment to extend the engineering services contract with Hazen for 180 days, naturally expiring July 31, 2026, pursuant to the award of PSUT-20-10 "Wastewater Treatment Plant Process Engineering, Pumping, and Force Mains", in accordance with Florida Statute 287.055, Consultants Competitive Negotiations Act (CCNA). The extension would accommodate for this proposed amendment to Work Authorization #11.
8. Staff recommends commission to approve the First Amendment to Work Authorization #11 with Hazen and Sawyer, P.C. (Hazen), the City's continuing services consultant for wastewater treatment plant process engineering, pumping and force mains, in an amount not to exceed $90,638.36.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $90,638.36
b) Amount budgeted for this item in Account No: Funds are available in account 471-535-6022-663183-0000-000-0000-00834
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
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Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
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Revenues |
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Expenditures |
$90,638.36 |
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Net Cost |
$90,638.36 |
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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? 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