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Home My WebLink AboutPurchase High Tech Irrigation - 316,800 Pounds of Grass SeedREQUEST: SUBMITTED BY: APPLICANT: DATE: CONTENTS: Recommendation: CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT Authorize the Purchase of Grass Seed from High Tech Irrigation, Inc. H. Spencer Knight, Landscape Manager High Tech Irrigation, Inc. 74-773 Joni Drive Palm Desert, Ca. 92260 September 8, 2005 AN By minute motion, authorize the purchase of 316,800 pounds of grass seed from High Tech Irrigation, Inc. of Palm Desert, California, in the amount of $237,241.26 (includes sales tax and shipping). Discussion: The City and Desert Willow purchase grass seed on an annual basis for overseeding of City parks, sports fields, and the Desert Willow Golf Resort. The City and Desert Willow combine seed orders to maximize cost savings on the purchase. On July 6, 2005 the City Clerk called for bids on the purchase of this grass seed. Sealed bids were opened on Monday, July 25, 2005, at 10:00 a.m. with the following results: High Tech Irrigation Inc. (Palm Desert, CA) $237,241.26 Simplot Partners (Palm Desert, CA) $239,919.38 Lesco, Inc. (Cleveland, OH) $244,295.11 Verdicon (Corona, CA) $253,966.21 G ''Pub WorkskSial( Reports'2005iSeptember &4 Approve Grass Seed Aurchase'Award Grass Seed Bid 05-06 doc Staff Report — Grass Seed September 8, 2005 Page 2 of 2 This year the City is utilizing 25,000 pounds of the grass seed and the remainder is being used by Desert Willow. Desert Willow will house their portion and the City's seed will be stored at the Joni Yard. Jay Niemczak, Parks Maintenance Supervisor, will oversee the daily distribution of seed. Seed will be distributed in quantities allowing for only one day's need. Funds are available in Account No. 110-4610-453-2190, 110-4611-453-3370, and 110-4611-453-3371 for the City's portion and the Desert Willow Corporation will pay for the balance. Therefore, staff recommends that City Council authorize staff to purchase 316,800 pounds of grass seed from High Tech Irrigation, Inc. of Palm Desert, California, in the amount of $237,241.26 (includes sales tax and shipping). Submitted By: HIS ncer night ape anager City Mana r /hsk Department Head: C:;)-4 -, - Michael Errante, P.E. Director of Public Works ervices Finance Director G IPub WorksIStaH Reportsl2005lSeptember 8W Approve Grass Seed PurcnaselAward Grass Seed Bid 05-06 doc CITY OF PALM DESERT CALIFORNIA SPECIFICATIONS FOR ANNUAL SEED ORDER CITY OF PALM DESERT MICHAEL ERRANTE, P.E. DIRECTOR OF PUBLIC WORKS 73-510 Fred Waring Palm Desert, CA 92260 (760) 356-0611 July 2005 APPROVED BY: MICHAEL ERRANTE, P.E. . R.C.E.#42138 EXP. 3/31/05 ail 1//0s ]bate July 1, 2005 NOTICE INVITATION TO BIDDERS Notice is hereby given that the City of Palm Desert will receive sealed bids for furnishing: 316,800 POUNDS OF GRASS SEED Completed, sealed bids will be accepted by the City Clerk, Palm Desert City Hall, 73-510 Fred Waring Drive, Palm Desert, California, until 10:00 a.m. on Monday, July 25, 2005, at which time they will be opened and read publicly. Public and vendors are invited to be present. It is the responsibility of the bidder to see that any bids sent through the mail have sufficient time to be in the hands of the City Clerk prior to bid opening time. The receiving time at the City Hall will be the governing factor on acceptability of bids. Telegraphic or telephone bids will not be accepted. Specifications may be obtained at the Public Works Department located at 73-510 Fred Waring Drive, Palm Desert, California. CITY OF PALM DESERT RACHELLE D. KLASSEN CITY CLERK IfA GA?ubWorksWndwpe DepsnmrndDceen Will..kOn a Secd,2005 Seed Specifiu[ima doc BID TERMS AND CONDITIONS REQUIREMENT TO MEET ALL BID PROVISIONS Each bidder shall meet all of the specifications and bid terms and conditions deviations may be considered provided that the bidder submits a full explanation of, and justification for, the proposed deviations. The City of make final determination of any proposed deviation. BID RETENTION AND AWARD Non -substantial description and Palm Desert will The City reserves the right to retain all bids for a period of thirty days (30) for examination and comparison. The City also reserves the right to waive non -substantial irregularities in any bid, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that the bids are qualified by specific limitations, and to make award to - the lowest responsible, responsive bidder as the interest of the City may require. BID WITHDRAWAL _. A bidder may withdrawal their proposal, without prejudice, prior to the time specified for the bid opening, by submitting a written request to the City Clerk for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than the place stated in the "Notice Inviting Bids" will be considered. All bids will be opened and declared publicly. Bidders, or their representative, are invited to be present at the opening of the bids. SUBMISSION OF ONE BID ONLY No individual, or business entity of any kind, shall be allowed to make or file, or to be interested in more than one bid, except an alternative bid when specifically requested; however, an individual or business entity which has submitted a sub -proposal to a bidder submitting a proposal, or has quoted prices on materials to bidder, is not thereby disqualified from submitting a sub -proposal or from quoting prices to other bidders submitting proposals. COMMUNICATION REGARDING BID All timely requests for information submitted in writing will receive a written response from the City. Telephone communication with City staff are not encouraged, but will be permitted; however, any such oral communication shall not be binding on the City. 3 G.\PubWak2U mdscape Depmtmed\Desen WillmvtGracs Seedt2003 Seed Spccifimions.doc PAYMENT The City's payment terms are sixty (60) days from the receipt of an original invoice referencing the city's project number and acceptance of the materials, supplies, equipment, or service (Net 60). BID PROPOSAL SUBMISSION City shall accept a cost bid proposal only on the City proposal form included in the bid package. The proposal must be completed in full and signed. Completed sealed bid proposals will be accepted by the City Clerk, City of Palm Desert, 73-510 Fred Waring Drive, Palm Desert, California, until 10:00 a.m. on Monday, July 25, 2005. * Indicate on the sealed envelope: SEALED BID FOR ANNUAL SEED ORDER 4 CrTubWorkeJAndsape AepartmemXDesert Wd]owlGr n Seed=05 Sced Speririaaoas.doe SPECIFICATIONS 1. Tournament quality standard perennial rye grass seed blend shall be the following variety in equal portions: A. Flash B / Academy 11 B. Palmer M / Prelude III / Pennant C. Paragon / Evening shade / Laredo. Blend and packaging specifications: • Purity shall not be less than 98.5%. • Successful germination shall not be less than 90%. • Inert material shall be less than 1.5%. • Weed seed shall be less than .05%. • Fluorescence shall be less than 2.5%. • State of origin shall be Oregon. • Seed shall be free of Poa annua, Bentgrass and course grass. • Seed shall be shrink wrapped and palletized. Bid quantity shall be 304,000 pounds with an additional 7,500 pounds Apron treated. 2. Poa Trivialis shall be one of the following varieties: A. Laser B. Sabre C. Starlight Blend and Packaging Specifications: ■ Seed shall be shrink wrapped and palletized. • Quantity shall be — 5,300 pounds Apron treated. 3. Seed order shall be delivered on two separate dates. The first delivery will be 60% of order (September), the second to be 40% of order (October). Date of delivery to be established by the City of Palm Desert and/or it's designated representative. PROPOSAL FOR FURNISHING GRASS SEED Responding to an invitation to Bidder furnishing grass seed to the City of Palm Desert, the undersigned bidder, proposes and agrees to furnish the merchandise in good order as 5 G%?uLWrnk%UAPd"pe Depvxicti Desen WiIIowWooss Seed=05 Seed Spocirics6cns 4c specified. We/I will furnish and deliver the specified merchandise to the City of Palm Desert and will accept as full payment thereof, the following amount: ITEM ITEM DESCRIPTION ESTIMATED UNIT UNIT TOTAL NO. QUANTITY PRICE 1. Perennial rye grass seed 304,000 LB. $ . L7S $ d OS AD. blend. ➢ Seed brand / variety:_,6"A ff - / Ac aeo+ v i 2. Perennial rye grass seed 7,500 LB. $ . 7c$ $ �7. 7 _) /_ 5-0 blend, Apron treated.�� ➢ Seed brand / variety:fArk 3. Poa Trivialis grass seed 5,300 LB. $ (.88 $ `f --CYQ Apron treated ➢ Seed brand / variety: Sfa r/ �e A04 T:,v,'a /:c 4. Amount tax: $ / 70 . X 5. Amount shipping: $ 0.00 C;Ac1.alew( ,o TOTAL AMOUNT OF BID IN FIGURES $ r TOTAL AMOUNT OF BID IN WORDSluo fwo /iiawc✓iF1�/:�'Jir SevattSll,Ic%� / p a6 A�I�lL�/'lM 7�►-' O� GiAd %dam COMPANY NAME: Ho94 TeCX Xfr% Qu 1'0'7 -Yy• 773 Jon : i%. x"esel-t a ADDRESS s IGNATURE DMA „9 1 k t /V4A 77 %V y TITLE TELEPHONE NO. GAN WorksuAndscape Dcp.nmendDesen WillowWsrass SecdUM Seed Spc6ficatioes doc