Title
MOTION TO AWARD IFB # PSPW-20-01 “CITYWIDE TREES, PLANTS & OTHER LANDSCAPING MATERIALS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, AARON AGRICULTURE, TO BE USED ON AN AS NEEDED BASIS IN THE ANNUAL AMOUNT NOT TO EXCEED $1,000,000.
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(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(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(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 February 5, 2020, the City Commission authorized the advertisement of IFB # PSPW-20-01 "Citywide Trees, Plants, and Other Landscaping Materials", which was advertised on February 11, 2020.
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 March 10, 2020, the City opened six (6) bids from the following vendors:
- Maccabi Landscape Corp
- Copper's Nursery, Inc
- Superior Landscaping & Lawn Service, Inc
- Aaron Agriculture
- SFM Services, Inc
- Sherlock Tree Company
4. The Public Services Department has reviewed the bids, and has deemed Aaron Agriculture to be the most responsive/responsible bidder as they provided the lowest price for the majority of the plant material in comparison to the other vendors. The line items for Sod will not be included in this agreement, as the South East Florida Chapter of the NIGP Cooperative Agreement has better pricing.
5. In addition, Aaron Agriculture has also completed the Equal Benefits Certification Form and have utilized the following allowable exemption, "Contractor does not provide benefits to employees' spouses in traditional marriages."
6. Recommend City Commission to award IFB # PSPW-20-01 “Citywide Trees, Plants & other Landscaping Materials" to the most responsive/responsible bidder, Aaron Agriculture, to be used on an as needed basis in the annual amount not to exceed $1,000,000.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: None at this time. The contracts are to be used on an as needed basis in the estimated yearly amount of $1,000,000.
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account #1-539-6004-63115 (Landscaping) and # 1-539-6004-46161 (R&M Landscaping). In addition, other Departments may also utilize these services under City Object # 46150 and # 63115.
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.