STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: February 24, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for the purchase of sod and installation for citywide use - Blue Sky Sod Farm, LLC in the estimated amount of $1,369,859.00 and Sports Field Holdings, LLC dba Sports Field Solutions in the estimated amount of $342,471.00, lowest responsible bidders of two - Total estimated amount of $1,712,330.00 - Financing: General Fund ($1,523,973.70) and Dallas Water Utilities Fund ($188,356.30)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This service price agreement will provide for the purchase of sod and installation for citywide use. Sod is used to maintain the desired level of quality grounds, fairways, and fields to establish or replace areas where maintenance and repairs have been performed on the City's parks, athletic fields, and golf courses. The Park & Recreation Department maintains the grounds at six 18-hole golf courses and over 268 adult and youth athletic fields. This service price agreement will aid in the Park & Recreation Department's facility-specific condition monitoring, predictive, and preventative maintenance programs. This agreement also allows for the purchase of various types of sod to stabilize and help protect slopes in and around the Trinity River levee system to prevent erosion. Other departments utilize sod to maintain grounds for City facilities.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $11.15; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 28, 2016, City Council authorized a three-year master agreement for the purchase of sod with Robert Denison dba Brokers Quality Grass, Blue Sky Sod Farm, LLC, and J&J Sod Company by Resolution No. 16-1554.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
General Fund |
$ 0.00 |
$520,000.00 |
$1,003,973.70 |
|
Dallas Water Utilities Fund |
$62,788.30 |
$ 62,784.00 |
$ 62,784.00 |
|
Total |
$62,788.30 |
$582,784.00 |
$1,066,757.70 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$1,712,330.00 |
Other Services |
23.80%* |
80.00% |
$1,369,859.00 |
|
• *This item reflects previous Business Inclusion and Development Policy M/WBE goal. |
|
• This contract exceeds the M/WBE goal. |
|
• Blue Sky Sod Farm, LLC - Non-Local; Workforce - 64.70% Local • Sports Field Holdings, LLC dba Sports Field Solutions - Local; Workforce - 63.15% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are not allowed |
The Office of Procurement Services received the following bids from solicitation number BY20-00013565. We opened them on June 19, 2020. We recommend the City Council award this service price agreement to the lowest responsive and responsible bidders by line. Information related to this solicitation is available upon request.
*Denotes successful bidders
Bidders Address Amount
*Blue Sky Sod Farm, LLC 621 Wolf Springs Rd. Multiple Lines
Ferris, TX 75125
*Sports Field Holdings dba 16400 Dallas Pkwy. Multiple Lines
Sports Field Solutions Suite 305
Dallas, TX 75248
OWNERS
Blue Sky Sod Farm, LLC
Cathleen Ruiz, President
Sports Field Holdings dba Sports Field Solutions
Jeff Brownlow, Chief Executive Officer
Randy Healer, Chief Operating Officer