Title
MOTION TO RATIFY THE CITY MANAGER'S APPROVAL OF THREE (3) EMERGENCY SEWER LINE REPAIRS, TWO (2) REPAIRS AT 1801 NW 87 WAY AND ONE (1) AT 6661 SW 6 STREET, UTILIZING PRICING FROM THE CITY OF FORT LAUDERDALE'S ITB# 12204-293 AWARDED TO SOUTHERN UNDERGROUND INDUSTRIES, IN AN AMOUNT NOT TO EXCEED $82,370.00, PURSUANT TO SECTION 35.18(C)(1) 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)(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. The City of Pembroke Pines Utilities Department is responsible for the operation and maintenance of the City's sewer system through its operations and maintenance contractor, Jacobs/OMI.
2. During the recent heavy rainfall event, sinkholes developed in swale areas, exposing three (3) sewer main failures (two (2) of the failures were in close proximity to each other). The depth of the mains was greater than the maximum threshold established in the City’s contract with Jacobs OMI, so an emergency repair contractor was required.
3. On May 3, 2023, Utilities Department Staff solicited and obtained two (2) quotes in the amount of $49,160.00 and $33,210.00 from Southern Underground Industries, utilizing pricing established in their repair contract with the City of Fort Lauderdale ITB# 12204-293.
4. On May 9, 2023, City Manager Dodge approved the quotes and the emergency repairs, via email.
5. On May 30, 2023, City Manager Dodge notified the City Commission of this emergency purchase approval via email, and advised that ratification of his approval would be on the Commission's June 7, 2023 meeting agenda.
6. Staff recommends City Commission ratification of the City Manager's approval of the three (3) emergency sewer line repairs at 1801 NW 87 Way and 6661 SW 6 Street, at a cost of $82,370.00.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $82,370.00
b) Amount budgeted for this item in Account No: 471-535-6021-546150-0000-000-0000- 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:
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Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
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Revenues |
$0 |
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|
|
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Expenditures |
$82,370.00 |
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|
|
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Net Cost |
$82,370.00 |
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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.