Title
MOTION TO AWARD IFB # PSPW-23-11 “CITYWIDE TREES, PLANTS & OTHER LANDSCAPING MATERIALS" TO TROPICAL TOUCH GARDEN CENTER, BLUE MARLIN INVESTMENTS, INC. DBA CAYCO LANDSCAPING, AND MACCABI LANDSCAPE CORPORATION, TO BE USED ON AN AS NEEDED BASIS IN THE ANNUAL AMOUNT NOT TO EXCEED $500,000.
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 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- 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 $25,000, 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 June 7, 2023, the City Commission authorized the advertisement of IFB # PSPW-23-11 "Citywide Trees, Plants, and Other Landscaping Materials", which was advertised on June 22, 2023.
2. The purpose of this solicitation was to provide trees, plants and other landscaping materials throughout the City of Pembroke Pines on an as-needed basis. In addition to furnishing materials, the City is requesting for pricing to install and maintain materials along with additional labor and equipment costs for miscellaneous landscaping projects as they arise.
3. On July 18, 2023, the City opened three (3) bids from the following vendors listed in alphabetical order:
- Blue Marlin Investments, Inc. dba Cayco Landscaping
- Maccabi Landscape Corporation
- Tropical Touch Garden Center
4. The Public Services Department has reviewed the three bids, and has deemed all three vendors responsive/responsible bidders.
5. In addition, Blue Marlin Investments, Inc. has completed the Equal Benefits Certification Form and have stated "Contractor currently complies with the requirements of this section. Maccabi Landscape Corporation has also completed the Equal Benefits Certification Form and is utilizing the following allowable exemption; "Will Comply at the time of contract award." Tropical Touch Garden Center has also completed the Equal Benefits Certification Form and is utilizing the following allowable exemption, "Contractor does not provide benefits to employees' spouses in traditional marriages."
6. Recommend City Commission to award IFB # PSPW-23-11 “Citywide Trees, Plants & other Landscaping Materials" to Tropical Touch Garden Center, Blue Marlin Investments, Inc. dba Cayco Landscaping, and Maccabi Landscape Corporation, to be used on an as needed basis in the annual amount not to exceed $500,000.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $500,000
b) Amount budgeted for this item in Account No: Funds are available in account #001-539-6004-546161-0000-000-0000- (R&M Landscaping) and other accounts within various department budgets.
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.