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ITEM: AUTHORIZATION TO RENEW EXISTING CONTRACTS FOR THE PURCHASE AND DELIVERY OF FERTILIZERS, HERBICIDES, INSECTICIDES, FUNGICIDES AND OTHER SPECIALTY ITEMS TO MULTIPLE VENDORS
REQUEST: Authorization to renew existing contracts for the purchase and delivery of fertilizers, herbicides, insecticides, fungicides and other specialty items with multiple vendors.
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EXPLANATION: The Public Works Department applies a variety of fertilizers, herbicides, insecticides, fungicides and specialty items throughout the year in order to maintain the health and aesthetics of athletic fields, playgrounds, and other Village properties and common areas.
On August 13, 2013 Council renewed contracts for such products, to multiple vendors as summarized below:
Firm |
Local Preference |
John Deere Landscapes |
Not Local |
Upstart Products |
Not Local |
Howard Fertilizer and Chemical |
Not Local |
Clarke Mosquito |
Not Local |
Diamond R. Fertilizer |
Not Local |
Agrium Advanced Technologies |
Not Local (did not agree to renew for this renewal period) |
The initial term of the contract was for one (1) year with a provision for three (3) additional one (1) year renewals. The Public Works Department is seeking authorization to exercise the second renewal option effective through August, 14, 2015. Of the six awardees listed above, five have agreed to renew (Agrium Advanced Technologies did not agree). Of those, two awardees, John Deere Landscapes and Howard Fertilizer and Chemical are proposing price increases on a total of ten (10) items (see attached list). Additionally, Howard Fertilizer and Chemical has proposed a price decrease on one item. Based on past usage, the increases will amount to approximately $50.00 in additional annual expenditures. Pursuant to the Special Terms and Conditions of the original bid document, price escalations and de-escalations may be considered at each renewal period
The contracts are awarded to both a primary and secondary vendor where available. In the event the product is not available from the primary vendor, the product will be purchased from the secondary vendor. For the "not available" items, the departments will solicit quotes and purchase from the lowest, responsive bidder.
The contract was compared with a similar Palm Beach County School District and Southeast Florida Co-Op contract and those contracts did not provide all line items contained in our contract. However, for the majority of comparable items, Wellington's pricing was superior.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Approximately $260,000 in funds have been included in the proposed FY 2015 Landscape Maintenance, Aquatics Sports Facilities, Neighborhood Parks and Environmental Services budgets to cover these expenditures as follows:
· Landscape Maintenance - $60,000
· Aquatics Sports Facilities - $120,000
· Neighborhood Parks - $19,000
· Environmental Services - $60,000
WELLINGTON FUNDAMENTAL: Protecting our Investment
RECOMMENDATION: Authorization to renew existing contracts for the purchase and delivery of fertilizers, herbicides, insecticides, fungicides and other specialty items with multiple vendors.