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Home My WebLink AboutR-2014-118 Authorized purchase & placement of mulch through Fiscal Year 2015 not to exceed $67,500.00 from East Coast Mulch Corporation using Southeast Florida Governmental Co-op Group RFP T-36-13 RESOLUTION NO. 2014-118 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO PURCHASE AND PROVIDE FOR THE PLACEMENT OF MULCH THROUGH FISCAL YEAR 2015, IN AN AMOUNT NOT TO EXCEED $67,500.00, FROM EAST COAST MULCH CORPORATION USING AVAILABLE PRICING FROM THE SOUTHEAST FLORIDA GOVERNMENTAL CO-OP GROUP REQUEST FOR PROPOSALS NUMBER T-36-13, WITHOUT COMPETITIVE BIDDIING AND WITHOUT ADVERTISEMENTS FOR BIDS; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection 0), authorizes the City Manager to purchase supplies, services, equipment and materials for the City government in amounts in excess of the established monetary threshold without competitive bidding and without advertisement for bids if he is authorized to do so in advance by a resolution adopted by the City Commission, and if such purchases are made pursuant to a competitive bid obtained within the last eighteen (18) months by other government agencies such as the Federal Government, State of Florida or a Florida municipality or county; and WHEREAS, the Dania Beach Code of Ordinances, Chapter 2, Article 1, Section 2-10, "Monetary thresholds for certain purchases and payment disbursement authorizations", Subsection(a), sets the monetary threshold or limitation at $25,000.00; and WHEREAS, the Public Services Director has determined that it is necessary to purchase mulch for placement in the City's swales and parks, using available pricing from Southeast Florida Governmental Co-Op Group Request for Proposals No. T-36-13, a copy of which is attached as Exhibit "A", which is made a part of and is incorporated into this Resolution by this reference; NOW,THEREFORE,BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH,FLORIDA: Section 1. That the foregoing "Whereas" clauses are ratified and confirmed as being true and correct and they are made a specific part of and incorporated into this Resolution by this reference. Section 2. That the City Manager is authorized to pay to East Coast Mulch Corporation, in an amount not to exceed Sixty Seven Thousand Five Hundred Dollars ($67,500.00) for Fiscal Year 2015, for the purchase of mulch and for it to be placed in the City's swales and parks, using available pricing through Southeast Florida Governmental Co-Op Group Request for Proposals No. T-36-13. Section 3. That the proper City officials are authorized to execute an associated agreement, if necessary; provided, however, that no agreement will become effective unless and until City officials complete their execution of it. Section 4. That funding for the purchase was planned and is available in the General Fund, Public Services Parks Maintenance Division, Grounds Maintenance Account, Account No. 001-39-04-539-46-50 for Thirty-Four Thousand Dollars ($34,000.00) and in the Streets Division, Grounds Maintenance Account, Account No. 001-39-06-541-46-50 for Thirty-Three Thousand Five Hundred Dollars ($33,500.00). Section 5. That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict. Section 6. That this Resolution shall be in force and take effect immediately upon its passage and adoption. PASSED AND ADOPTED on December 9, 2014. ATTEST: �_� R�� T ell(t.s t LOUISE STILSON, CMC ALV1NO, SR. CITY CLERK YOR APPROVED AS T FORV AND CORRECTNESS: f THOMAA J. A SB O CITY ATTORNEY 2 RESOLUTION#2014-118 ♦�jtl pompano City of Pompano Beach, Purchasing Division 1190 N.E. 3rd Avenue, Building C ® beach. Pompano Beach, Florida, 33060 Florida's Warmest Welcome July 28, 2014 Kenneth Bowden, President Advanced Mulch, Inc. PO Box 32943 Palm Beach Gardens, Florida 33420 Via Email, and Facsimile (561) 733-1317 Dear Mr. Bowden, The City Commission, at their September 10, 2013 meeting, agenda item#2, approved award of an open-end contract at the unit prices bid to your company for the following: Bid T-36-13, Mulch (Cooperative Bid) (alternate contractor, Bid Item 11) As the primary contractor could not provide item-11,the City exercised its option to enter into an agreement with the next low bidder. The contract period shall be one year, from September 16, 2014 through September 15, 2015. The City and other agencies in the Southeast Florida Cooperative will purchase Mulch, as needed, at the unit prices stated in your bid proposal,throughout the contract period. Bid Item 11., Playground Safety Wood Chips, installed (minimum order: 20 cubic yards) The specifications, terms, and conditions of the Bid shall remain firm for the initial contract period, and any renewal period. Contract renewal may be made as per the terms contained in the bid document. Thank you for your continued cooperation. Very truI yours, �- i Jeff English Purchasing Agent cc: Public Works Department/grounds div. file pompano City of Pompano Beach, Purchasing Division beach® 1190 N.E. 3rd Avenue, Building C WPompano Beach, Florida, 33060 Florida's Warmest Welcome July 28, 2014 George Henry, Director of Operations East Coast Mulch PO Box 1352 Jupiter, Florida 33468 Via Email, and Facsimile (561) 277-9491 Dear Mr. Henry, This letter is to confirm the City of Pompano Beach is exercising the contract renewal option with your company for T-36-13 "Mulch (Cooperative Bid)." This renewal will be for one year from September 16, 2014 to September 15, 2015. The pricing,terms and conditions of the original bid and contract period remain unchanged for this renewal period. Thank you for your continued cooperation. Very truly yours, *it/ Jeff English Purchasing Agent cc: Public Works Department/grounds div. file pompano City of Pompano Beach, Purchasing Division 1190 N.E. 3rd Avenue, Building C OArdbeach. Pompano Beach, Florida, 33060 Florida's Warmest Welcome July 28, 2014 David Harper, Branch Mgr. FIS Outdoor, Inc. 5320 NW 101h Terr. Ft. Lauderdale, Florida 33309 Via Email, and Facsimile (954) 689-6409 Dear Mr. Harper, This letter is to confirm the City of Pompano Beach is exercising the contract renewal option with your company for T-36-13 "Mulch (Cooperative Bid)." This renewal will be for one year from September 16, 2014 to September 15, 2015. The pricing, terms and conditions of the original bid and contract period remain unchanged for this renewal period. Thank you for your continued cooperation. Very truly yours, l Jeff English Purchasing Agent cc: Public Works Department/grounds div. file pompano City of Pompano Beach, Purchasing Division �beach. 1190 N.E. 3rd Avenue, Building C Pompano Beach, Florida, 33060 Florida's Warmest Welcome July 28, 2014 John W. Cauthen, President Forestry Resources, Inc. 4353 Michigan Link Ft. Myers, Florida 33916 Via Email, and Facsimile (239)334-4602 Dear Mr. Cauthen, This letter is to confirm the City of Pompano Beach is exercising the contract renewal option with your company for T-36-13 "Mulch (Cooperative Bid)." This renewal will be for one year from September 16, 2014 to September 15, 2015. Thank you for your advanced notice that you will no longer be able to provide item-11: "Playground Safety Wood Chips, installed"for the coming year. The City will exercise its option to purchase item-11 from the next low bidder. Your award for items 10 and 12 remains unchanged. The pricing,terms and conditions of the original bid and contract period remain unchanged for this renewal period. Thank you for your continued cooperation. Very truly yours, Jeff English Purchasing Agent cc: Public Works Department/grounds div. file ♦V1la pompano City of Pompano Beach, Purchasing Division 1190 N.E. 3rd Avenue, Building C OArdbeach. Pompano Beach, Florida, 33060 Florida's Warmest Welcome July 28, 2014 Loren Stanley, President Landscape Products, Inc. 1208 NW 10th Ave. Okeechobee, Florida 34972 Via Email, and Facsimile (863) 763-0358 Dear Ms. Stanley, This letter is to confirm the City of Pompano Beach is exercising the contract renewal option with your company for T-36-13 "Mulch (Cooperative Bid)." This renewal will be for one year from September 16, 2014 to September 15, 2015. The pricing, terms and conditions of the original bid and contract period remain unchanged for this renewal period. Thank you for your continued cooperation. Very truly yours, Jeff English Purchasing Agent cc: Public Works Department/grounds div. file pompano City of Pompano Beach, Purchasing Division beach® 1190 N.E. 3rd Avenue, Building C Pompano Beach, Florida, 33060 Florida's Warmest Welcome July 28, 2014 Brian J. Lulfs, President Superior Mulch, Inc. 9621 SR#7 Boynton Beach, Florida 33062 Via Email, and Facsimile (561) 734-3013 Dear Mr. Lulfs, This letter is to confirm the City of Pompano Beach is exercising the contract renewal option with your company for T-36-13 "Mulch (Cooperative Bid)." This renewal will be for one year from September 16, 2014 to September 15, 2015. The pricing,terms and conditions of the original bid and contract period remain unchanged for this renewal period. Thank you for your continued cooperation. Very truly yours, 1177-4141J Jeff English Purchasing Agent cc: Public Works Department/grounds div. file pompano City of Pompano Beach, Purchasing Division 1190 N.E. 3rd Avenue, Building C OArAbeach® Pompano Beach, Florida, 33060 Florida's Warmest Welcome August 8, 2014 Ronald Pierantoni,Vice President of Sales The Fibar Group, LLC 80 Business Park Drive—Suite 300 Armonk, New York 10504 Via Email ron@fibar.com and Facsimile (914) 273-8659 Dear Mr. Pierantoni, This letter is to confirm the City of Pompano Beach is exercising the contract renewal option with your company for T-36-13 "Mulch (Cooperative Bid)." This renewal will be for one year from September 16, 2014 to September 15, 2015. The pricing,terms and conditions of the original bid and contract period remain unchanged for this renewal period. Thank you for your continued cooperation. Very truly yours, 4WIfl, Jeff English Purchasing Agent cc: Public Works Department/grounds div. file