Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue The Attached Blanket Purchase Order Between East Coast Mulch Corp. And The City Of Hollywood, To Supply Mulch For An Estimated Amount Of $75,000.00.
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The Department of Public Works required an agreement for the supply, delivery and installation of various mulch products (bagged and bulk), for use at various locations throughout the City.
On September 16, 2015 the City of Pompano Beach, Florida, acting as lead agency for the Southeast Florida Governmental Purchasing Cooperative Group, awarded Bid #E-34-15, in which the City of Hollywood was an active participant, to three (3) vendors, including East Coast Mulch of Jupiter, Florida for the supply, bulk delivery and installation of various mulch products for an initial one (1) year contract period, with an option to renew for two (2) additional one (1) year periods.
Section 38.46 of the City of Hollywood’s Purchasing Ordinance provides that, the Director shall have the authority to join with other governmental entities in cooperative purchasing plans when the best interest of the City would be served.
On September 16, 2015 Procurement Services established Blanket Purchase Order Number B002781 to East Coast Mulch for the supply, bulk delivery and installation of various red and brown mulch products in an annual estimated expenditure amount of $16,800.00.
The Department of Public Works has notified Procurement Services of their need to increase the estimated annual expenditure of blanket purchase order B002781 in an additional amount of $58,200.00 with East Coast Mulch for the supply and delivery of brown mulch.
Recently awarded City contracts for plant and shrub installation will increase plant and shrub infill and replacement at various municipal parks, facilities, and right-of-ways throughout the City of Hollywood and mulch on these new projects will greatly enhance the aesthetics of the community.
The Department of Public Works estimated annual expenditure for the supply of mulch was given prior to the award of the City’s new plant/shrub installation contracts on February 2, 2016, and now that their requirement to complete these installations has increased, their projection for the use of mulch has increased.
Since the initial agreement award the Department of Public Works have utilized the services of East Coast Mulch resulting in satisfactory service and performance.
East Coast Mulch has notified the Department of Public Works staff that they have the operational capability of providing the required increased mulch product and services as needed.
The Department of Public Works has estimated that their annual expenditure of $16,800.00 needs to be increased by $58,200.00 for the supply and delivery of brown mulch products to be approximately $75,000.00 for the agreement period.
The Director of Public Works and the Contract Compliance Officer recommend that the City Commission authorize the increase of the established blanket purchase order’s estimated annual expenditure in the additional dollar amount of $58,200.00 to provide funding for the Department of Public Works increased Citywide operational need for the supply, bulk delivery and installation of various red and brown mulch products as needed for the remainder of the service contract’s initial one (1) year term expiring on September 15, 2016, for an increased estimated expenditure amount of $75,000.00.
Award is subject to the City’s receipt and approval of all insurance certificates required by the City’s Risk Manager, along with signed statements of Hold Harmless and Indemnity to the City.
Funding for the required service has been provided in the FY 2016 budget in the Department of Public Works Account Numbers 01.5171.00481.541.005229 Maintenance - Right of Way and 01.5171.00483.541.005224 Maintenance - Facilities and will be budgeted in subsequent fiscal years.
Recommended for inclusion on the agenda by:
Dr. Wazir Ishmael, City Manager
Gus Zambrano, Assistant City Manager/Sustainable Development, Office of the City Manager
Mirtha Dziedzic, Interim Director, Financial Services
Sylvia Glazer, Director, Public Works
Paul Bassar, Contract Compliance Officer, Office of the City Manager