TO: Mayor and Commissioners
FROM: Suzanne Fisher, Parks and Recreation Director
THROUGH: Mark R. Lauzier, City Manager
DATE: January 16, 2018
Title
AWARD OF BID 2018-005 TO ENTER INTO AN AGREEMENT BETWEEN THE CITY OF DELRAY BEACH AND STO LANDSCAPE SERVICES, INC. FOR SPORTS FIELD MAINTENANCE OF THE SEACREST SOCCER COMPLEX AND HILLTOPPER STADIUM
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Recommended Action:
Recommendation
Motion to award Bid 2018-005 for an agreement between the City of Delray Beach and STO Landscape Services, Inc. for sports field maintenance of the Seacrest Soccer Complex and Hilltoper Stadium in an amount not-to-exceed $248,040 for the initial three-year agreement term, and to authorize the City Manager to exercise any and all options to renew.
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Background:
On October 11, 2017, the City of Delray Beach (City) issued ITB No. 2018-005 for sports field maintenance at the Seacrest Soccer Complex and Hilltopper Stadium. Sports field maintenance includes services such as mowing, edging, line trimming, weed control, pest control, litter control, turf tree and shrub fertilization, and mulching. All of these services are performed to ensure sports turf conditions at a high performance level. Through www.BidSync.com, approximately 75 potential bidders were notified of this solicitation opportunity, and nine of those potential bidders downloaded the solicitation documents. One bid was received, from STO Landscaping Services, Inc (STO), and they were determined to be the lowest responsive, responsible bidder. Several of the nine potential bidders are located outside of Palm Beach County, and some specialize only in certain services. STO provides all services requested by the City, and they are located within Palm Beach County.
The sports field maintenance services will be performed at the Seacrest Soccer Complex (8.7 acres) and Hilltopper Stadium (3.2 acres). Both of these facilities are located at 2501 Seacrest Blvd. in Delray Beach.
Based on the estimated usage of services, and the bid prices submitted by STO, the City estimates an annual expenditure of $82,680 for sports field maintenance at the Seacrest Soccer Complex Hilltopper Stadium. Therefore, it's estimated that the City will spend a total of $248,040 throughout the initial three-year agreement term. Upon mutual agreement of the City and STO, the agreement may be renewed for up to two additional years. It is requested that the City Commission authorize the City Manager to exercise any and all renewal options for the agreement.
This motion is in accordance with the City Code of Ordinances, Section 36 and City Policies and Procedures.
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source/Financial Impact:
Funding is available from account number 001-72-738-572.34-90 Other Contractual Services.