Title
MOTION TO AWARD IFB #CS-26-03 “COUNTERTOPS FOR HOUSING APARTMENTS” TO LY MARBLE AND GRANITE AS THE PRIMARY CONTRACTOR AND GRANITE TOPS INDUSTRIES AS THE SECONDARY CONTRACTOR, IN AN INITIAL ANNUAL AMOUNT NOT TO EXCEED OF $195,320, FOR THE INSTALLATION OF QUARTZ COUNTER TOPS ON AN AS NEEDED BASIS.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date, and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing precise specifications defining the actual commodities required. The invitation for bid shall include instruction to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- 35.18(A) states, "A purchase of or contract for commodities or services that is estimated by the Chief Procurement Officer to cost more than $100,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On August 19, 2026, the City Commission authorized the advertisement of IFB #CS-26-03 “Countertops for Housing Apartments,” which was advertised on August 20, 2026.
2. The purpose of the solicitation is to seek bids from qualified firms to supply and install quartz counter tops for the housing apartments on an as needed basis.
3. On September 29, 2026, the City opened proposals from the following six (6) vendors listed in ascending order:
|
Vendor |
Total |
|
LY Marble and Granite |
$165,000.00 |
|
Granite Tops Industries |
$195,320.00 |
|
Veer Industries And General Contract |
$197,550.00 |
|
SFL Property Maintenance Corp |
$221,620.00 |
|
E. Gomez Construction |
$485,206.00 |
|
XL Eagle LLC |
$519,035.87 |
4. The Public Services Department reviewed the bids and recommends awarding LY Marble and Granite as the primary contractor and Granite Tops Industries as the secondary contractor, as they were found to be the most responsive and responsible bidders.
Having a primary and secondary contractor would expedite the individual award process and mitigate potential operational challenges that could delay the installation of quartz countertops in apartments requiring updates.
Although contracts are being recommended for award to two vendors, expenditures are expected to be limited to the lowest-priced vendor under normal operating conditions. The requested award amount is based on the pricing submitted by the second-ranked vendor and establishes the maximum authorized expenditure.
This approach allows the City to utilize the Secondary Contractor if the Primary Contractor experiences performance issues, cannot meet service requirements, or additional resources are needed. The tiered award structure provides flexibility to address operational needs, minimize potential service disruptions, and ensure the timely completion of countertop installations.
5. The contracts shall be for an initial two (2) year period with the option for two (2) additional two (2) year renewal terms. After the first year period, unit prices may be adjusted annually on the anniversary date of the agreement based on the applicable Consumer Price Index (CPI) provided that any annual adjustment shall not exceed four percent (4%).
6. Request City Commission to award IFB # CS-26-03 “Countertops for Housing Apartments,” to LY Marble and Granite as the Primary Contractor and Granite Tops Industries as the Secondary Contractor, in an initial annual amount not to exceed $195,320, for the installation of quartz counter tops on an as needed basis.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $165,000 for the initial year, utilizing the primary contractor, LY Marble and Granite. The amount not to exceed $195,320 represents the pricing submitted by the secondary contractor for the estimated quantity of apartments in the bid and establishes the maximum authorized expenditure for the contract in the event that the primary contractor cannot provide the requested services. However, services shall be on an as-needed basis and may be less than the quantities listed in the solicitation.
b) Amount budgeted for this item in Account No: Funds are available in the following accounts:
Pines Point: 001-554-8002-546150-0000-000-0000 (R&M Land Bldg. & Improvement)
Pines Place: 001-554-8002-546150-0000-000-0000-00603 (R&M Land Bldg. & Improvement)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.