SUBJECT/RECOMMENDATION:
Title
Approve an increase to existing purchase orders with Quality Sod and Landscape LLC, Sunbelt Sod & Grading Co. and Tom’s Sod Service, Inc. for citywide sod needs in the amount of $60,000.00 for Year 2 to address additional sod requirements resulting from Hurricanes Helene and Milton, bringing the total amount for this contract term to $360,000.00, pursuant to ITB 19-24, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The city currently has existing purchase orders with Quality Sod & Landscape LLC, Sunbelt Sod & Grading Co. and Tom’s Sod Service, Inc pursuant to ITB# 19-24, Sod Material and Installation Services, which was approved by Council and awarded on April 18, 2024, for an initial one-year term with two, one-year renewal options.
In the aftermath of Hurricanes Helene and Milton, the City experienced extensive landscape damage requiring significant additional sod replacement beyond that as otherwise normally used. These conditions were not anticipated in the original Invitation to Bid. As a result, staff is requesting an increase of $60,000.00 to address the additional sod requirements needed during the current contract year (Year 2) bringing Year 2 to $360,000.00.
This contract includes one remaining renewal option, which will remain at the $300,000.00 cumulative annual amount.
APPROPRIATION CODE AND AMOUNT:
Funding will come from a variety of general fund cost centers; primarily from projects, parks and athletic codes, as well as various Parks & Rec capital improvement projects, all of which are funded by revenues from the General Fund.
Costs related to hurricane damage from hurricanes were expensed to storm codes for tracking purposes (181-D2402, Hurricane Helene and 181-D2501, Hurricane Milton) but will ultimately be the funded by General Fund revenue.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives, including:
• 1.2: Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts.
• 1.3: Adopt responsive levels of service for public facilities and amenities, and identify resources required to sustain that level of service.
• 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
• 3.1: Support neighborhood identity through services and programs that empower community pride and belonging.
• 3.2: Preserve community livability through responsible development standards, proactive code compliance, and targeted revitalization.
