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ITEM: AUTHORIZATION TO RENEW AN EXISTING CONTRACT FOR THE PURCHASE AND DELIVERY OF FILL MATERIALS
REQUEST: Authorization to renew an existing contract with Florida Superior Sand, Inc. for the purchase and delivery of fill materials in the amount of approximately $45,000.00.
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EXPLANATION: The Public Works Department utilizes a variety of fill materials to maintain park facilities Village-wide.
On June 14, 2022, Council awarded ITB #202213 to Florida Superior Sand, Inc. to provide these services and materials. Florida Superior Sand, Inc was the sole bidder.
The initial term of the contract is through June 13, 2024 and allows for three (3) additional one (1) year renewals. The original bid document provides for price increases based on the most recent Consumer Price Index and/or written proof of a manufacturer’s price increase. In an effort to ensure the best pricing for the Village, staff was able to negotiate the requested renewal with only a slight increase in price. Staff requests authorization to exercise the first renewal option through June 13, 2025 with the price increases attached. The annual financial impact of the proposed price increases is approximately $3,640.00.
Staff compared prices with a Palm Beach County School District contract, but the contract did not meet the Village’s needs.
Prior year expenditures are $40,400.00.
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 2024 operating budget to cover these expenditures.
WELLINGTON FUNDAMENTAL: Protecting our Investment
RECOMMENDATION: Authorization to renew an existing contract with Florida Superior Sand, Inc. for the purchase and delivery of fill materials in the amount of approximately $45,000.00.