Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue The Attached Change Order Revising The Blanket Purchase Order Between Speedy Valdes Lawn Service And The City Of Hollywood, To Provide Grounds Maintenance By Increasing The Estimated Annual Expenditure Of $53,370.00 To $119,552.00 For The Remainder Of The Second Year Of The Initial Three Year Contract Period, And Also To $119,552.00 For The Third Year Of The Initial Three Year Contract Period.
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The Department of Public Works required multiple contracts for City-Wide Grounds Maintenance Services City-wide for twelve (12) zones identified and set aside to be serviced by local Hollywood vendors.
On March 11, 2014, Set-Aside Bid F-4399-14-RD was posted on the City’s website and was mailed to sixty-five (65) local Hollywood vendors and the bid was advertised online via the City’s website and DemandStar in accordance with the City's Purchasing Ordinance, Section 38.42(A) (1).
Bid F-4399-14-RD was opened at 3:00 P.M. on March 25, 2014, and resulted in responses from five (5) bidders.
On June 18, 2014, the City Commission approved Resolution R-2014-170, authorizing the issuance of Blanket Purchase Orders with four (4) local vendors including blanket purchase order number B002618 with Speedy Valdes Lawn Service for Grounds Maintenance Services for an initial three (3) year contract period.
On June 25, 2014 Procurement Services established Blanket Purchase Order Number B002618 with Speedy Valdes Lawn Service to provide grounds maintenance services including additional services as operationally necessary Citywide in an annual estimated expenditure amount of $53,370.00.
The Department of Public Works required the need for plant and shrub installation services utilizing the “additional services” line of this grounds maintenance blanket purchase order while the bid solicitation and award process for landscape design and field services & plant and shrub installation was taking place. The Public Works had to make increases because of the elimination of removing some zones from two companies who had failed to perform, and we thus needed to increase the other BPO’s of the other companies Speedy Valdes and Nice & Smooth, to take up these added zones; thus a need to increase the BPO’s. The City also added new areas of the City into the landscaping requirements that were not previously included which were the Pembroke Wall landscaping, Stan Goldman Park, and Charles Vollman Park. We do have the funding however for the amounts of the needed BPO’s increase in our Public Works Budget for these areas and contracts.
Public Works also have and will experience operational need situations where other “additional services” are required such as debris removal, sod preparation, etc. which are on an as needed basis during the course of the contract.
The required additional services performed along with the monthly grounds maintenance services have increased the estimated annual expenditure.
The Department of Public Works grounds maintenance contract with Speedy Valdes Lawn Service is designed to provide routine landscape maintenance at various municipal parks, facilities, and rights-of-ways throughout the City of Hollywood.
In addition the contracted vendor was utilized to perform the additional services, plant and shrub installations citywide, while contracts for these landscape design and field services were being solicited.
Firstly, the Department of Public Works requires an increase to the annual expenditure amount of the blanket purchase order, number B002618, during the current term, 7/1/2015 - 6/30/2016, from $53,370.00 to $119,552.00.
This is an increase of $66,182.00 based upon the following summary detailing the explanation for the increase;
• $53,370.00 is the original obligated contract amount
o $93,540.00 Expended to date
o $5,600.00 Pending invoice (services rendered, not paid to date)
o $31,967.00 of this expended to date amount includes invoices for Additional Services. Additional services is within the scope of the effort; however, the initial funding of $53,370.00 did not include funding for additional services
o $20,412.00 Amount needed to cover operations. Average weekly cost is $2,916.00 from 5/16/2016 - 7/1/2016. 7 weeks x $2,916.00 = $20,412.00.
Secondly, the Department of Public Works also requires an increase to the annual expenditure amount of the blanket purchase order, number B002617, for the next contract term, 7/1/2016 - 6/30/2017, to $119,552.00.
This is an increase of $66,182.00 based upon funding the additional services line items and operational expenses based on current spending.
The landscape design and field services & plant and shrub installation contract has since been awarded; however, the Public Works Department still has an operational need for Speedy Valdes Lawn Service to provide “additional services” such as debris removal, sod preparation, etc.; and in relation to this blanket purchase order.
Since the initial agreement award the Department of Public Works have utilized the services of Speedy Valdes Lawn Service resulting in satisfactory service and performance.
Speedy Valdes Lawn Service has notified the Department of Public works staff that they are capable of providing the required increased services as needed.
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 $66,182.00 to provide funding for the Department of Public Works increased Citywide operational need for grounds maintenance services and additional services as needed for the remainder of the service contract’s second year of the initial three (3) year term expiring on July 1, 2016 and the increased estimated annual expenditure amount shall be $119,552.00.
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 $66,182.00 to provide funding for the Department of Public Works increased Citywide operational need for the grounds maintenance services and additional services as needed for the contract’s final year of the initial three (3) year term expiring on July 1, 2017 and the increased estimated annual expenditure amount shall be $119,552.00.
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
Mirtha Dziedzic, Interim Director, Financial Services,
Sylvia Glazer, Director, Public Works
Paul Bassar, Contract Compliance Officer