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ITEM: AUTHORIZATION TO RENEW EXISTING CONTRACTS WITH MULTIPLE VENDORS FOR THE PURCHASE AND DELIVERY OF FERTILIZERS, HERBICIDES, INSECTICIDES, FUNGICIDES AND OTHER SPECIALTY ITEMS
REQUEST: Authorization to renew existing contracts with multiple vendors for the purchase and delivery of fertilizers, herbicides, insecticides, fungicides and other specialty items in the amount of approximately $206,500 annually.
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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 September 24, 2015, Council awarded ITB #012-15/ENR to multiple vendors to provide such goods and services. As part of the renewal process, three of the six awarded vendors requested slight price increases. The increases pose a minimal financial impact to the Village as summarized below:
|
Vendors |
Local Status |
Net Annual Impact to the Village |
|
Upstart Products |
Non-Local |
None |
|
Site One Landscape (Formally John Deere Landscapes) |
Non-Local |
$333.70 |
|
Howard Fertilizer |
Non-Local |
$355.80 |
|
Red River Specialties |
Non-Local |
None |
|
Univar Environmental |
Non-Local |
$50.00 |
|
Diamond R |
Non-Local |
None |
Pursuant to the Special Terms and Conditions of the original bid document, price increases are permitted during the renewal period, upon mutual agreement between the Village and the vendor.
In order to ensure competitive pricing, staff researched and found a similar recently awarded Southeast Florida Co-Op contract and found the Village’s pricing remains competitive.
Staff is requesting authorization to exercise the second renewal option through September 24, 2018, with price increases from three of the six awarded vendors.
Products are awarded to a primary, secondary and tertiary awardee for each product as shown on Exhibit A. In the event the product is not available from the primary vendor, the product will be purchased from the secondary awardee. In the event the product is not available from the secondary awardee, the product will be purchased from the tertiary awardee. For products awarded to multiple primary vendors with the same pricing, the department will rotate purchases from such vendors. For items classified as “no award”, staff will solicit quotes and purchase from the lowest, responsive bidder.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds have been allocated in the proposed FY 2018 Landscape Maintenance and Sports Fields operating budgets to cover these expenditures.
WELLINGTON FUNDAMENTAL: Protecting our Investment
RECOMMENDATION: Authorization to renew existing contracts with multiple vendors for the purchase and delivery of fertilizers, herbicides, insecticides, fungicides and other specialty items in the amount of approximately $206,500 annually.