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ITEM: AUTHORIZATION TO AWARD CONTRACTS FOR THE PURCHASE AND DELIVERY OF FILL MATERIALS
REQUEST: Authorization to award contracts to a primary and secondary vendor for the purchase and delivery of fill materials in the amount of approximately $43,500 annually.
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EXPLANATION: The Public Works Department utilizes a variety of fill materials to maintain park facilities Village-wide.
On May 25, 2018, the Village released ITB #019-18/ER for the Purchase and Delivery of Fill Materials, seeking qualified vendors to provide such services. On June 18, 2018, the Village received three (3) proposals meeting the required specifications. The Public Works Department is requesting authorization to award primary and secondary contracts as summarized in Exhibit A attached.
The initial term of the contract is for three (3) years from date of award with the option to renew for two (2) additional one (1) year periods.
Under Wellington’s Local Preference Policy, Florida Superior Sand, Inc., qualifies as a “Palm Beach County” local vendor. As part of their bid, Florida Superior provided pricing within 5% of the lowest bid of a non-local bidder (True Haul, LLC), for line item #4 (Green Top Dressing sand) and were afforded the opportunity to submit a best and final bid equal to or lower than the amount of the non-local bidder (see attached). Florida Superior Sand Inc. subsequently proposed a best and final bid, for this line item, equal to the lowest non-local bidder.
The secondary vendor will be utilized only in the event the primary vendor cannot provide the required material.
Staff recommends awarding contracts to Florida Superior Sand, Inc., a Palm Beach County local vendor and True Haul, LLC, a non-local vendor for the purchase and delivery of fill materials in the amount of approximately $43,500 annually.
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 2018 operating budget to cover these expenditures.
WELLINGTON FUNDAMENTAL: Protecting our Investment
RECOMMENDATION: Authorization to award contracts to a primary and secondary vendor for the purchase and delivery of fill materials in the amount of approximately $43,500 annually.