Loading...
HomeMy WebLinkAboutPurchase of Grass Seed (282,800 pounds)REQUEST: SUBMITTED BY: CITY OF PALM DESERT DEVELOPMENT SERVICES STAFF REPORT Authorize the Annual Purchase of Grass Seed for City Parks and Desert Willow Golf Course Jay Niemczak, Park Facilities Manager CONTRACTOR: Simplot Partners 42200 State Street Palm Desert, California 92260 DATE: August 28, 2008 CONTENTS: Seed Specifications Recommendation: By Minute Motion: Authorize the purchase of 282,800 pounds of grass seed from Simplot Partners in the amount of $267,251.92 (including tax, shipping, and handling). Discussion: The City of Palm Desert and Desert Willow Golf Course purchase grass seed on an annual basis for the overseeding of City parks, sports fields, and the Desert Willow Golf Course. The City and Desert Willow combine seed orders in order to maximize cost savings on the purchase. This year the City is utilizing 35,000 pounds of grass seed with the remainder being utilized by the Desert Willow Golf Course. Desert Willow will house it's portion of the seed, and the City's portion will be stored at the Joni Yard. The Park Facilities Manager will oversee the daily distribution of seed. Staff Report Authorize Annual Seed Purchase August 28, 2008 Page 2 of 2 On July 19, 2008, the City requested bids for the purchase of the annual grass seed. Sealed bids were opened on Friday, August 8, 2008, with the following results: Simplot Partners (Palm Desert, CA) Hi Tech Irrigation Inc. (Indio, CA) United Agri Products (La Quinta, CA) John Deere (Cleveland, OH) $ 267,251.92 $ 268,817.39 $ 270,284.95 $ 335,959.11 Staff is recommending that the City Council authorize the purchase of 282,800 pounds of grass seed from the lowest responsive bidder, Simplot Partners of Palm Desert, California, in the amount of $267,251.92 (including tax, shipping and handling). Funds are available in Account Nos.110-4610-453-2190, 110-4611-453-2190, and 110- 4611-453-3371 for the City's portion of the seed in the amount of $32,640.66 with the balance to be funded by Desert Willow Corporation in the amount of $234,611.26 from Account No. 520-4195-495-8031. Submitted By: J Niemczak rk Facilities Manager Homer Croy% ACM for D oDment Services a., --Carlos L. City Man Department Head: nis Stee rks and Recreation Services Manager Paul S. Gibson Director of Finance CITY COUNCIL CTION: APPROVED / DENIED eqe-4 RECEIVED OTHER MEETINN DATE �$' • (7� AYES: eri . ,�, Finer e 1 , .ap, e jeI a:zl , ' SO 1 NOES: f'J( e ABSENT: Al(-. ABSTAIN: /401.Q., VERIFIED BY: fV( /(fC)yY) Original on File wilql City Clerk's Office July 8, 2008 NOTICE INVITATION TO BIDDERS Notice is hereby given that the City of Palm Desert will receive sealed bids for furnishing: 282,800 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 Friday, August 8, 2008, 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 Development Services Department located at 73-510 Fred Waring Drive, Palm Desert, California. CITY OF PALM DESERT RACHELLE D. KLASSEN CITY CLERK BID TERMS AND CONDITIONS REQUIREMENT TO MEET ALL BID PROVISIONS Each bidder shall meet all of the specifications and bid terms and conditions. Non- substantial deviations may be considered provided that the bidder submits a full description and explanation of, and justification for, the proposed deviations. Final determination of any proposed deviation will be made by the City of Palm Desert. BID RETENTION AND AWARD 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. 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. 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 siqned. 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 Friday, August 8, 2008. * Indicate on the sealed envelope: SEALED BID FOR ANNUAL SEED ORDER SPECIFICATIONS 1. Tournament quality standard perennial rye grass seed blend shall be the following variety in equal portions: A. Slugger/ Flash II / Academy II B. Topgun II / LaQuinta C. Jett / Sonata / Integra 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 .OS%. • 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 272,000 pounds with an additional 7,500 pounds Apron treated. 2. Poa Trivialis shall be one of the following varieties: A. Starlite B. Sabre III C. Laser Blend and Packaging Specifications: ■ Seed shall be shrink wrapped and palletized. ■ Quantity shall be—3,300 pounds Apron treated. 3. Seed order shall be delivered on two separate dates. The first delivery will be 60% of order by September 12, 2008, the second to be 40% of order (October). Date of delivery to be established by the City of Palm Desert andlor 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 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 272,000 LB. $ $ blend. Seed brand/variety: 2. Perennial rye grass seed 7,500 LB. $ $ blend, Apron treated. Seed brand/variety: 3. Poa Trivialis grass seed 3,300 LB. $ $ Apron treated Seed brand/variety: 4. Amount tax: $ 5. Amount shipping: $ TOTAL AMOUNT OF BID IN FIGURES $ TOTAL AMOUNT OF BID IN WORDS COMPANY NAME: ADDRESS SIGNATURE DATE TITLE TELEPHONE NO.