Title
MOTION TO APPROVE THE FIRST AMENDMENT TO THE ORIGINAL AGREEMENT BETWEEN THE CITY OF PEMBROKE PINES AND FLORIDA TECHNICAL CONSULTANTS, LLC. (FTC), FOR DEVELOPMENT OF THE CITY’S GEOGRAPHIC INFORMATION SYSTEM (GIS) FOR POTABLE WATER AND SANITARY SEWER FOR AN AMOUNT NOT TO EXCEED $46,800, 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(A)(1) states, “An initial purchase of, or contract for, commodities or services, in excess of $25,00, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed.”
- On May 15, 2019, the City Commission awarded The Implementation of a Utility Geographic System (GIS) with Florida Technical Consultants (FTC), LLC., utilizing the pricing from the Town of Davie Bid #B-16-168 for a total amount not to exceed $139,740, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
SUMMARY EXPLANATION AND BACKGROUND:
1. The purpose of the GIS System is for use as a Planning, Operations Management and Implementation Management Tool to better facilitate the Management of the City’s Utilities Raw Water, Potable Water, Sanitary Sewer and Extensive Distribution Network throughout the City.
2. Since the execution of the Original Agreement, the Utilities Division has identified several field changes that need to be made to update and maintain the GIS system. The Utilities Division is requesting additional mobile applications which will provide additional benefits to the City.
3. These additional mobile applications include data sets that can be built to support the City, eg. Elevation Contour lines, address field changes made to date, provide additional staff training and build additional data sets.
4. Section 7.1 of the Original Agreement with FTC, LLC. allows for an increase, decrease, or modification to the Scope of Services, and must be in accordance with the provisions of the City’s Code of Ordinances. In addition, it must be contained in a written amendment executed by both parties.
5. FTC, LLC. has presented a proposal with the same hourly rates agreed upon in the Original Agreement.
6. Request City Commission to approve the First Amendment to the Original Agreement between the City of Pembroke Pines and Florida Technical Consultants, LLC., (FTC), for Geographic Information System (GIS) for Potable Water and Sanitary Sewer for an amount not to exceed $46,800, pursuant to Section 35.18(C)(5) of the City’s Procurement Code.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $46,800
b) Amount budgeted for this item in Account No: $46,800 in Account No. 471-536-6010-64051 (Computer Programs)
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