Loading...
HomeMy WebLinkAboutPurchase - DW Cstm Blnd Liquid Fertilizers (03/11/10)CITY OF PALM DESERT STAFF REPORT REQUEST: AUTHORIZE THE PURCHASE OF CUSTOM BLEND LIQUID FERTILIZERS FOR THE DESERT WILLOW GOLF RESORT IN AN AMOUNT NOT -TO -EXCEED $48,352 SUBMITTED BY: Martin Alvarez, Redevelopment Manager APPLICANT: Floratine California, LLC P.O. Box 74381 Phoenix, Arizona 85087 DATE: March 11, 2010 CONTENTS: Bid Proposal Recommendation By Minute Motion: Authorize the purchase of custom blend liquid fertilizers from Floratine California in an amount not -to -exceed $48,352 for the Desert Willow Golf Resort. Funds are available in Golf Course and Ground Expenses, Account No. 520-4195-495-8031. Background The turf management of the Desert Willow Golf Course requires a variety of liquid fertilizers to manage the putting greens in a manner consistent with top rated golf courses. Technically, the direct results of using specialized custom blend liquid fertilizers include salinity reduction, bicarbonate stabilization, chloride flushing, and pH reduction. Through monitoring of the soil nutrient levels, soil physical structure, and recycled water use; custom blend liquid fertilizers are utilized to balance all agronomic components. The liquid fertilizers are also utilized to provide amino acids, plant growth hormones, micro nutrients, and silicone constituents to optimize plant health. Soil challenges are also minimized by using specialized custom blend liquid fertilizer products which consist of a low salt index, micro - nutrient absorption, slow release nitrogen sources, and biological plant protection. On February 2, 2010, the City Clerk posted a request for sealed bids for the Desert Willow Golf Resort custom blend fertilizer. Bids were opened on February 17, 2010, with one bid received from Floratine California. Staff recommends purchasing the custom blend fertilizer from Floratine California in an amount not -to -exceed $48,352 for use at the Desert Willow Golf Resort. Staff Report Custom Blend Fertilizer for the Desert Willow Golf Resort March 11, 2010 Page 2 0f 2 Fiscal Analysis The actual quantities of custom blend fertilizer on an as needed basis dependent on many conditions. The golf course Superintendent is responsible use of the custom blend fertilizer. No appropri current budget. Submitted By: ApkuGr>4„44 Cathy Walker, Sr. Management Analyst Department Head: development Paul S. Gibson, Finance Director John . oh ' uth, Cit anager purchased for Fiscal Year 2009/2010 will be factors directly related to the turf and soil for the determination of the application and ation is required; funding is available in the rtin Alvarez, Redevelopment Manager CITY COUNCILACTION APPROVED vri. D7 N;F'l) RECEIVED (3T LIZ MEETING DATE -- if- c-PCVO AYES- /IScili re3c/L/s0I1, iY!Jy, $fij/e/ f /i/"r NOES: Ait J ABSENT. N�✓l� ABSTAIN• JL f?�. VERIFIED BY: �JK l r Original on File with City Clerk's Office G:\rda\Martin Alvarez12010\SR\3-11-10 DW Custom Blend Fertilizer.doc CITY OF PALM DESERT BID OPENING ? - 3 ..d6) Date Time 00 Project Name: C2t,Le,,,i- Wr 1/a u7 G 4.0- C Contract No.: Project No.: 7 ,6ki'r J r eY�4.2e CONTRACTORNENDOR BID PRICE BIDDER'S BOND SUB LIST ADDENDUMS 1 / / 4 .41 1.3k5;; /.e.)-0:5 p 4,74 2 3 4 5 6 7 8 9 '10 11 12 13 14 15 SOLICITATION FOR SUBMISSION OF PROPOSALS FOR THE CITY OF PALM DESERT — DESERT WILLOW GOLF RESORT CUSTOM BLEND FERTILIZER PURCHASE — ANNUAL BASIS FOR FISCAL YEAR 2009-2010 City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 (760) 346-0611, Ext. 382 February 3, 2010 Macintosh HD:Users:Chadiewis:Desktop:RFP Custom Fertilizer09-10 Version 2.Doc TABLE OF CONTENTS Notice of Inviting Sealed Proposals 3 Instructions to Bidders 4 Bidder Information 6 Proposal Questionnaire 7 Bid Specifications 8 Page 2 NOTICE OF INVITING SEALED BIDS PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert invites sealed proposals to purchase CUSTOM BLEND FERTILIZER for the Desert Willow Golf Resort. The City will receive the proposals in the office of the City Clerk up to the hour of 3:00 p.m. on Wednesday the 17th of February, 2010, at which time they will be publicly opened. Request for Proposal packets are available at City of Palm Desert, Desert Willow Golf Resort Maintenance Building located at 38-400 Portola Avenue, Palm Desert, California 92260. 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 the bid closing date and time. The receiving time at City Hall will be the governing factor on acceptability of bids. Electronic or telephone bids will not be accepted. Bids must be prepared on the approved proposal forms and submitted in a sealed envelope plainly marked on the outside "SEALED BID FOR CUSTOM FERTILIZER PRODUCTS — DO NOT OPEN WITH REGULAR MAIL." Bids should be addressed to Office of the City Clerk, City of Paim Desert, 73-510 Fred Waring Drive, Palm Desert, California 92260. The complete proposal packet includes: 1) Vendor Proposal and 2) Bidder Information forms. All forms must be fully completed and submitted for the proposal to be considered responsive. The City reserves the right to reject any or all bids, to waive any irregularity, to accept any bid or portion thereof, and to take all bids under advisement for a period of sixty (60) days. Requests for additional information should be directed to Mike Tellier, Desert Willow Superintendant, at (760) 346-0015. BY ORDER OF the City Council of the City of Palm Desert. Dated this 3th day of February 2010. RACHELLE KLASSEN, CITY CLERK CITY OF PALM DESERT Page 3 INSTRUCTIONS TO BIDDERS The City of Palm Desert is currently soliciting bids for the purchase of CUSTOM BLEND FERTILIZERS for the Desert Willow Golf Resort located at 38- 995 Desert Willow Drive, Palm Desert, Califomia 92260. Successful bidders should complete the Proposal Specifications and Bidder Information forms and submit in a sealed envelope plainly marked on the outside "SEALED BID FOR CUSTOM BLEND FERTILIZER — DO NOT OPEN WITH REGULAR MAIL." The proposal is due in the office of the City Clerk no later than 3:00 p.m. on Wednesday, February 17, 2010. Proposals received after that time will not be accepted. Form of Proposal. The proposal must be made on the form of Vendor's Proposal, which is included in the Contract Documents and must be completely filled in, dated and signed. If provision is made for alternatives, they must all be bid, unless otherwise provided in the Special Provisions. Bids must be submitted on all items and schedules included in the Contract Documents. FAILURE TO BID ON ALL ITEMS AND SCHEDULES MAY RESULT IN THE BID BEING REJECTED AS NON -RESPONSIVE. Documents - Specifications. The specifications attached are a sample of various custom blend fertilizer products used at the golf resort, but, is not a catch-all of the total custom blend products which may be required. The custom blend fertilizer products requested at the sole discretion of the golf course superintendent, and is contingent on several underlying conditions, such soil analysis, temperatures, vegetation, etc. Potential bidders are cautioned that the successful bidder incurs duties and obligations under all of the Documents and that they should not merely examine the Specifications in making their bid. License. To be considered, a potential bidder must have the kind of license required under provisions of the Califomia Business and Professions Code for the work covered in its Proposal when its bid is submitted. This includes a joint venture formed to submit a bid. Additionally, the Vendor must possess a current City of Palm Desert Business License, or provide proof of exemption. Quantities. This contract will be an open purchase order for a specific amount strictly for custom blend fertilizer products for the golf resort. The actual cost of the purchase order shall be based on actual purchases, but, shall not exceed the total price of the bid and open purchase order. No obligation shall be Page 4 borne by the City of Palm Desert and the Desert Willow Golf Resort for the full price of the bid without actually purchasing the custom blend fertilizer. All payments will be made within the terms of the vendor's purchase agreement and the account will be maintained in good standing by the Desert Willow Golf Resort. Interpretation of Documents. Discrepancies, omissions, ambiguities, and requirements likely to cause disputes between trades and similar matters shall be promptly brought to the attention of the CITY, in writing, and to the attention of Martin Alvarez, Redevelopment Manager or Heather Buck, Redevelopment Project Coordinator. When appropriate, Addenda will be issued by the City of Palm Desert. No communication by anyone as to such matters except by Addenda affects the meaning or requirements of the bid documents. Addenda. CITY reserves the right to issue Addenda to the bid documents at any time prior to the time set to open bids. Each potential bidder shall leave with the CITY its name, address, phone number, and fax number, an e-mail address for the purpose of receiving Addenda. CITY will cause copies of Addenda to be mailed or delivered to such names at such addresses. To be considered, a Vendor's Proposal must list and take into account all issued Addenda. Bids, to be acceptable, must acknowledge receipt of all Addenda. Bids. Total Price Bids are required for the anticipated annual total cost of custom blend fertilizer required. The actual financial obligation between the City of Palm Desert's Desert Willow Golf Resort and the winning bidder shall be solely on actual items purchased, and could be between twenty five thousand dollars ($25,000) up to the total cost of the accepted bid. The amount of the bid for comparison purposes will be the total of all items. In case of discrepancy between the item price and the total set forth for the item, the item price shall prevail, provided however, if the amount set forth as an item price is ambiguous, unintelligible or uncertain for any cause, or is omitted, or in the case of unit basis items, is the same amount as the entry in the "total column", then the amount set forth in the 'Total" column for the item shall prevail. The evaluation of bids and award of contract shall be the exclusive decision of the City. The City reserves the right to award separate schedules to separate bidders, or all schedules to a single bidder, based upon the lowest responsible, responsive bid. Approval of Purchase. Approval by the City Council at a meeting regularly called and held, of a Vendor's Proposal authorizes the City to purchase the custom fertilizer blend up to the total bid price, on an as needed basis. The Page 5 City shall mail or deliver to the lowest responsible bidder the Notice of Award of bid acceptance. City's execution of the purchase order is contingent upon Bidder's submission of all documents required of Bidder. Qualifications of Bidders. No award will be made to any bidder who cannot give satisfactory assurance to the City as to their own ability to carry out the terms of the purchase order, both from a financial standing and by reason of previous experience as a vendor on work of the nature contemplated in this request for proposal. The bidder may be required to submit its record of work of similar nature to that proposed for this bid, and unfamiliarity with the type of work may be sufficient cause for rejection of bid. GovemmQnt Code Section 4552. In submitting a bid to a public purchasing body, the Bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Section) * or under the Cartwright Act (Chapter 2 commencing with Section 16700) or Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the awarding body tenders final payment to the Vendor, without further acknowledgment by the parties. * 15 U.S.C.A. Chapter 15 Requests for Information (RFD. In the event of a request for information regarding bidding information, all requests must be sent to the City's Representative, attention Mr. Martin Alvarez, 73-510 Fred Waring Drive, Palm Desert, CA 92260, telephone number 760-346-0611 x 467. All requests must be in writing and delivered or mailed to the above location. Faxed, RFI's are not acceptable. The specifications/products are based on the orders typically made for the Desert Willow Golf Resort. The listed items are exactly the products required for the Desert Willow Golf Resort. Brand or trade name - Substitute of equals If a potential bidder believes he knows of an equal to a specified brand or trade name which is not mentioned in the request for proposal, then such potential bidder may so advise the City's Representative of such fact, giving all relevant information. If appropriate, an addendum will be issued as to the Page 6 alleged equal provided that such issuance may be accomplished at least 5 days before the time fixed for opening bids. Unless the subject product is expressly designated for matching others in use in a particular public improvement either completed or in the course of completion, any bidder may, as part of its bid proposal, include a request for substitution of an item equal to any specified brand or trade name. The vendor may submit to the City's Representative data substantiating such a request, and the difference, if any, in cost. The Desert Willow Golf Course Superintendant shall promptly investigate the request and make a recommendation to the City of Palm Desert as to equality and acceptance as part of the bid. The City shall promptly determine whether the substitute is equal in every respect to the item specified, and approve or deny the request accordingly, and shall notify the vendor of the determination made, in writing of the decision. Unless the request is granted, substitution will not be permitted. Pricing of products It is beneficial to the bidder to provide pricing on all items so that an accurate price comparison can be made. In addition to providing the item's list price and discounted price, a percentage discount for each item should also be included that would be made available to the City regardless of the list price. Failure to provide the requested information may be considered non -responsive and result in disqualification of the proposal. Additionally, as part of the proposal review, a comparison will be conducted between prices offered on the bidder's retail site and the proposed bid prices. Note, that the award of the purchase order is based on a number of criteria including price, discount, agreement to limit changes in price, and the bidder's ability to provide the requested products timely. Bidders should base their quote on the best available pricing to the City of Palm Desert rather than on a tiered basis or plan, as the purchase order will be awarded based on the quotes submitted. This is a non-exclusive purchase order, and serves only to select the primary provider of the Custom Blend Fertilizer's for the City's Desert Willow Golf Resort. The City reserves the right to purchase from other vendors as necessary. Percentage discounts should be honored for the duration of the purchase order which shall be the fiscal year or a part thereof, depending on the date of the purchase order. Page 7 VENDOR'S PROPOSAL FOR CUSTOM BLEND FERTILIZER FOR THE CITY OF PALM DESERT- DESERT WILLOW GOLF RESORT Total bid amount is for the delivery, freight, materials, incidental expenses, and direct and indirect costs associated with providing the custom blend fertilizer for the Desert Willow Golf Resort. Annual Price Description/Item * Amount per unit Price Astron 60 gal $91 $5460 Knife plus 60 gal $49 $2940 Perk up 60 gal $89 $5340 Phlex mag 30 gal $40 $1200 Phlex man 30 gal $40 $1200 Power 0-0-22 120 gal $35 $4200 Power 0-22-28 60 gal $64 $3840 Power 23-0-0 120 gal $31 $3720 Protesyn 120 gal $51 $6120 Renaissance 30 gal $48 $1440 Turgor 120 gal $42 $5040 Defence man 12 ca. $140 $1680 Defence mag 12 ca. $170 $2040 Quad K 500 lbs. $4.00 $2000 Tri-cal 35-SP 400 Ibs. $5.33 $2132 TOTAL BID PRICE $ 48,352 Page 8 The total bid price is based on anticipated annual purchase of the specified products noted above, purchased incrementally through -out the fiscal year. A purchase order will be issued for the anticipated cost of the bid; however, the obligation of the City will be based solely on the actual products purchased. TOTAL AMOUNT OF BID IN FIGURES $ 48, 352 TOTAL AMOUNT OF BID IN WORDS forty-eight thousand three hundred fifty-two dollars and zero cents Discount Rate: free shipping Maximum Annual Change in Price: % or $ per ton IN WITNESS WHEREOF NTRACTOR executed this proposal as of date set forth on Page C-1: By: 71 Signature (Must Be Notarized) Title: Owner Contractor StateofATizons County of fit o n co j) c t do certify that on this day of rekaolLtfat pc aonally made a photocopy of 4+ S (toc u.n.r, r from the original, and it is a true, exact, complete and amdtmed copy. Notary Public Page 9 STATEOF� NAARIZONA Maticopa County ZACHARY DARDEN My Commission Expires 05/13/13 BIDDER INFORMATION The undersigned has carefully examined the documents pertinent to this proposal and hereby offers and submits the above price in consideration of the Proposal Requirements, attached hereto and a part of this offer and proposal. Company: Authorized signature: Contact Name (please print): Chad D. Lewis Title: Floratine California, LLC Owner Individual, Partnership., or corporation: LLC Address: City: State, Zip: Telephone: FAX: E-mail address: Date: Page 10 P.O. Box 74381 Phoenix Arizona 85087 602-725-1119 CLEWIS WFLORATINEAZ.COM February 4, 2010