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ITEM: AUTHORIZATION TO 1) AWARD ANNUAL SOD CONTRACTS TO MULTIPLE VENDORS AND 2) AWARD A CONTRACT TO PERFECT PITCH SPORTS FIELDS FOR SOD PREPARATION AND 3) APPROVE RESOLUTION NO. R2025-17 AMENDING THE FISCAL YEAR 2024/2025 GENERAL FUND PUBLIC WORKS DEPARTMENT OPERATING BUDGET TO ALLOCATE FUND BALANCE OF $700,000 FOR SOD REPLACEMENT ON SPORTS FIELDS
REQUEST: Authorization to 1) Award annual sod contracts to multiple vendors in the amount of approximately $1,256,900 annually and 2) Award a contract to Perfect Pitch Sports Fields for sod preparation at Village Park in the amount of $139,800 and 3) Approve Resolution No. R2025-17 Amending the Fiscal Year 2024/2025 General Fund Public Works Department Operating Budget to Allocate Fund Balance of $700,000 for Sod Replacement on Sports Fields.
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EXPLANATION: The Public Works Department utilizes various types of sod to maintain facilities throughout the Village.
Staff is seeking authorization to:
1. Award Sod contracts to the following vendors as shown on Exhibit A.
• Agricultural Land Services
• Odums Sod
• Mola Delivery & Nursery
• Gvi Garden Center
On February 21, 2025, the Village released ITB #202509 seeking qualified vendors to provide various types of sod throughout the Village. The solicitation was posted on Demandstar, Palm Beach County’s Legal Notice site and Wellington’s website. On March 18, 2025, the Village received five (5) submittals. Four (4) of the submittals were deemed responsive and responsible.
The initial term of the contract is for one (1) year from date of award with the option to renew for four (4) additional one (1) year periods. Prior year sod expenditures were $556,860.00.
2. Award a contract to Perfect Pitch Sports Fields for sod preparation at Village Park in the amount of $139,800. As part of ITB #202509 described above, the Village seeked firms interested in providing a cost for sod preparation services. The only bidder for these services provided a price of $2.00 per square foot which is significantly higher than the $.23 per square foot the Village was paying under its previous Council awarded contract. In lieu of recommending award of such contract, the Village contacted other local vendors to provide quotes for sod preparation, specifically for the Village Park project. Perfect Pitch Sports Field provided a price of $.30 per square foot (see attached quote) or $139,800 for the project.
3. Approve Resolution No. R2025-17 Amending the Fiscal Year 2024/2025 General Fund Public Works Department Operating Budget to Allocate Fund Balance of $700,000 for Sod Replacement on Sports Fields and Providing an Effective Date
Staff recommends 1) Awarding annual sod contracts to multiple vendors for approximately $1,256,900 annually and 2) Awarding a contract to Perfect Pitch Sports Fields in the amount of $139,800 for sod preparation at Village Park and 3) Approving Resolution No. R2025-17 Amending the Fiscal Year 2024/2025 General Fund Public Works Department Operating Budget to Allocate Fund Balance of $700,000 for Sod Replacement on Sports Field.
BUDGET AMENDMENT REQUIRED: YES
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds have been allocated in the FY 2025 Public Works Operating, Major Maintenance, Capital Budgets and per the attached capital project budget amendment Resolution No. R2025-17.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to 1) Award annual sod contracts to multiple vendors in the amount of approximately $1,256,900 annually and 2) Award a contract to Perfect Pitch Sports Fields for sod preparation at Village Park in the amount of $139,800 and 3) Approve Resolution No. R2025-17 Amending the Fiscal Year 2024/2025 General Fund Public Works Department Operating Budget to Allocate Fund Balance of $700,000 for Sod Replacement on Sports Fields.