October 19, 2011
CITY OF HALLANDALE BEACH, REGULAR CITY COMMISSION MEETING
Date: October 19, 2011
Director’s Name: Hector D. Castro, P.E.
Department: Public Works, Utilities and Engineering
Subject: Pursuant to Chapter 23, Section 105, Award of Contracts, of the City of Hallandale Beach Code of Ordinances, Request Authorization to Award Bid #FY 2010-2011-009; Native Plants and Trees Purchase and Delivery Project Portion (A) to the Lowest Responsive, Responsible Bidder, All Green Nursery and Landscaping, in the amount not-to- exceed $60,000.00 for the Purchase of Plant and Trees for the Different Landscaping Programs; and Request Authorization to Reject Bid # FY 2010-2011-009; Native Plants and Trees Purchase and Delivery Project Portion (B
MOTION TO CONSIDER AND AUTHORIZE:
1. Pursuant to Chapter 23, Section 105, Award of Contracts, of the City of Hallandale Beach Code of Ordinances, the award of Bid # FY 2010-2011-009: Native Plants and Trees Purchase and Delivery Project Portion (A -Plants) to the lowest responsive, responsible bidder, All Green Nursery and Landscaping, in the amount not-to- exceed $60,000.00
2. Pursuant to Chapter 23, Section 105, Award of Contracts, of the City of Hallandale Beach Code of Ordinances, to Reject Bid # FY 2010-2011-009: Native Plants and Trees Purchase and Delivery Project Portion (B -Trees).
3. The City Manager to execute all related documents necessary to implement the project.
Why Action is Necessary
Pursuant to the City of Hallandale Beach Code of Ordinances Chapter 23, Sections 104 and 105, City Commission authorization is required to award a contract over the City Manager’s authorized purchasing authority of $50,000.00. Furthermore, City Commission authorization is required to reject a bid.
What Action Accomplishes
The award of the contract for Native Plants and Trees Purchase and Delivery Project Portion (A) provides the City with all the plants for the different programs and projects in the Landscaping Division. The rejection of Portion (B) will allow the purchase of the trees at a more competitive price through the quote system for the different programs and projects in the Landscaping Division.
Is this Action Goal Related
This action addresses the following City Strategic Priorities:
Environmental Sustainability by enhancing the quality of life of residents and visitors by protecting natural resources, environment, landscapes, tree canopy and planning for the conservation of these assets.
Excellence in Government by ensuring that local government is accountable, accessible and transparent in its operations; and is effective in its management of tangible assets and fiscal responsibilities.
Previous Action Taken
For the FY 11-12 on June 13, 2011 a notification for Bid# FY 2010-2011-009: Native Plants and Native Trees purchase and delivery was advertised in the Sun Sentinel and twenty seven ( 27) vendors were notified through e-mail. On June 22, 2011, a pre-bid meeting was held and seven (7) vendors attended. On June 27, 2011, Bids were received. Out of the 27 vendors notified, four (4) replied. Out of the four (4) vendors, two (2) met the minimum qualifications.
STAFF RECOMMENDS APPROVAL OF THE ABOVE MOTION
Staff evaluated the responses from the vendors and selected All Green Nursery and Landscaping as the lowest responsive, responsible bidder to supply plants for all landscape projects, including the City’s Community Improvement Program (Plant giveaway). After evaluating the responses for the purchase and delivery of the trees, Portion (B), it was determined that the cost of the trees was not competitive. The best option for the City would be to continue using the quote system for purchasing the trees, which will be used for city’s programs such as the Street Tree Program Residential (Tree Giveaway) and the Free Tree Replacement Program.
Fiscal Impact/Cost Summary:
Funding for the purchase and delivery of Native plants and trees (Landscaping Projects (LSP) 1-10 is available under the following Accounts (Beautification Supplies), and projects :
001-4210-539-3224 Property & Grounds/Grounds Maintenance $24,000.00
130-6340-559-3224 CRA/Public Works Programs $41,000.00
160-4110-541-3224 Transportation Fund/Transportation Services $ 3,000.00
430-3390-533-3224 Water Non-Departmental $19.000.00
450-3590-535-3224 Sewer Non-Departmental $16,500.00
Total Balance for Beautification Supplies $103,500.00
Exhibit 1 – Bidders Response Summary
Exhibit 2 – Bid Tabulation Sheet
Exhibit 3 – Price Comparison
Prepared By: _______________________
Assistant Operations Manger
Mark Antonio, City Manager Date
_____Approved _____Disapproved _____Hold for Discussion