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ITEM: AUTHORIZATION TO RENEW EXISTING CONTRACTS FOR PURCHASE, DELIVERY AND INSTALLATION OF MULCH, PINE STRAW, AND GROUND PREPARATION, VILLAGE-WIDE
REQUEST: Authorization to renew existing contracts with Amerigrow Recycling-Delray, Limited Partnership and East Coast Mulch Corp. for the purchase, delivery and installation of mulch, pine straw and ground preparation, Village-wide, in the amount of $165,000.
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EXPLANATION: The Public Works Department utilizes various mulch materials to maintain facilities and medians throughout the Village.
On May 10, 2022, Council awarded ITB #202208 Annual Contract for Mulch, Pine Straw and Ground Preparation, to Amerigrow Recycling-Delray Limited Partnership and East Coast Mulch Corporation to provide those materials to be used Village-wide.
The original bid document provides for price increases based on the most recent Consumer Price Index and/or written proof of a manufacture’s price increase. In an effort to ensure best pricing for the Village, staff was able to negotiate the request renewal increase with East Coast Mulch Corporation from 5% to 3%. The fiscal impact of the 3% increase should not exceed an approximate annual amount of $4,950.
Staff is seeking authorization to exercise the second renewal option with both vendors through May 9, 2025 and will utilize the lowest priced vendor on a project-by-project basis.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds have been allocated in the FY 24 Public Works Grounds and Fields operating budgets to cover these expenditures.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to renew existing contracts with Amerigrow Recycling-Delray, Limited Partnership and East Coast Mulch Corp. for the purchase, delivery and installation of mulch, pine straw and ground preparation, Village-wide, in the amount of $165,000.