Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue The Attached Blanket Purchase Orders Between BTS Land Services Corp. And The City Of Hollywood, Raydel Landscaping Corp. And The City Of Hollywood, And EDJ Service, Inc. And The City Of Hollywood For City-Wide Tree Trimming, Pruning, Removal, And Stump Grinding Services, For An Estimated Annual Expenditure Of $130,000.00.
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The Department of Public Works requested that Procurement Services solicit bids for City-wide tree trimming, pruning, removal, and stump grinding services, to supplement the efforts of in-house staff, and to eliminate the quote process each time one of these services is needed, by establishing blanket purchase order agreements with firm unit pricing.
The Public Works Department is seeking to establish a contract, including all labor and equipment, for City-wide tree trimming, pruning, removal, and stump grinding services, including disposal, with up to three (3) qualified contractors.
On August 31, 2015, Notification of Bids, Bid Number 4443-15-RD was electronically advertised via BidSync in accordance with the City’s Purchasing Ordinance, Section 38.42(A).
RFP-4443-15-RD was opened at 3:00 p.m. on September 24, 2015, and resulted in the following five (5) responses:
BTS Land Services Corp. $475,455.00
Davie, Florida
Raydel Landscaping Corp. $517,532.50
Hialeah, Florida
EDJ Service LLC. $543,090.00
Davie, Florida
Quality Tree Care, Inc. $697,820.00
Fort Lauderdale, Florida (Non-Responsive)
All County Tree & Landscape Co., Inc. $743,550.00 Plantation, Florida
Upon review of the bids submitted, the Department of Public Works rejected Bid Section VIII (01-05) - Fence Line Trimming of Right-of-Ways as the service will be performed by City staff.
The bidders total bid pricing has been adjusted to reflect the elimination of Bid Section VIII (01-05) - Fence Line Trimming of Right-of-Ways.
The bid submitted from Quality Tree Care, Inc. was determined to be non-responsive as they failed to provide the licensing as specified and required in the bid document.
Raydel Landscaping Corp. currently provides the required services to the City of Hollywood in a satisfactory manner.
Although the City of Hollywood has no prior experience with BTS Land Services Corp. and EDJ Service, LLC, a check of their references has resulted in positive responses.
After all Bids received were thoroughly reviewed, the Director of Public Works and the Director of Procurement Services have recommended that the City Commission approve awards to the three (3) lowest responsive, responsible bidders, BTS Land Services Corp. of Davie, Florida, Raydel Landscaping Corp. of Hialeah, Florida, and EDJ Service LLC of Plantation, Florida, who meet all requirements of the bid document.
Although the bid dollar amounts received exceed the department’s budgeted amount of $130,000.00 for the required services, the Department of Public Works will request the required tree trimming, pruning, removal, and stump grinding services for various projects and routine maintenance in an amount not to exceed $130,000.00 annually.
The lowest bidder shall be considered the primary vendor and should receive the largest volume of work, but the City of Hollywood reserves the right to procure from the second or third lowest bidder if: a) the lowest bidder cannot comply with requirements or specifications; b) the lowest bidder is not in compliance with requirements or specifications on current or previous orders; c) in cases of emergency; d) if it is in the best interest of the City to do so regardless of reason.
The term of this agreement is for an initial two (2) year period with the right to renew for two (2) additional two (2) year periods subject to vendor acceptance, satisfactory performance and determination that renewal will be in the best interest of the City.
Award is subject to the City receiving all insurance required and approved by the City’s Risk Manager, along with signed statements of Hold Harmless and Indemnity to the City.
Funding in the amount of $130,000.00 has been provided in the fiscal year 2016 budget in the Public Work’s Maintenance - Facilities Account Numbers 01.5171.00482.541.005224 Maintenance - Facilities and 01.5171.00481.541.005229 Maintenance - Right of Way, and will be budgeted in subsequent fiscal years.
Recommended for inclusion on the agenda by:
Wazir A. Ishmael, City Manager
Matthew Lalla, Director, Financial Services
Sylvia Glazer, Director, Public Works
Joel Wasserman, Director, Procurement Services