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File #: ID#25-0651    Version: 1 Name: purchase orders to Ballfer Service Group, Cardinal Fence LLC, and Smith Fence Company to provide comprehensive fencing products and services for various projects throughout the city
Type: Action Item Status: Agenda Ready
File created: 7/11/2025 In control: Parks & Recreation
On agenda: 8/4/2025 Final action:
Title: Authorize purchase orders to Ballfer Service Group of Ruskin, FL, Cardinal Fence LLC of Clearwater, FL, and Smith Fence Company of Clearwater FL, for comprehensive fencing products and services for various projects throughout the city in the cumulative annual not-to-exceed amount of $1,000,000.00, for initial term August 1, 2025 through July 31, 2026, with three, one-year renewal options pursuant to Invitation to Bid 31-25 and authorize the appropriate officials to execute same. (consent)?
Attachments: 1. 31-25 Bid Tabulation 2.pdf, 2. 31-25 Intent to Award-REVISED.pdf, 3. 31-25 Response Listing (2).pdf, 4. citywide_fencing-2025-05-09-17-51-21 (2).pdf
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SUBJECT/RECOMMENDATION:

Title

Authorize purchase orders to Ballfer Service Group of Ruskin, FL, Cardinal Fence LLC of Clearwater, FL, and  Smith Fence Company of Clearwater FL, for comprehensive fencing products and services for various projects throughout the city in the cumulative annual not-to-exceed amount of $1,000,000.00, for initial term August 1, 2025 through July 31, 2026, with three, one-year renewal options pursuant to Invitation to Bid 31-25 and authorize the appropriate officials to execute same. (consent) 

 

 

Body

SUMMARY: 

Invitation to Bid #31-25 Citywide Fencing was released on May 7, 2025, and three submissions were received on or by June 6, 2025.  The Parks & Recreation Department evaluated each submission and determined that Ballfer Service Group, Cardinal Fence LLC, and Smith Fence Company each meet the requirements of the city.  To ensure continuity of supply and provide flexibility in the procurement of products as needed, the Parks & Recreation Department recommends awarding contracts to all three vendors listed below:  

Ballfer Service Group:

Primary Award: Groups 1A - 2B; Group 4; Group 5G; Group 7; Group 8; and Group 9

Tertiary Award: Group 3; Group 5A - 5F; and Group 10

 

Cardinal Fence LLC:

Primary Award: Groups 5A - 5F; and Group 10

Secondary Award: Groups 1A - 2B; Group 3; Group 4; and Group 9

Tertiary Award: Group 5G; Group 7; and Group 8

 

Smith Fence Company:

Primary Award: Group 3; Group 6; Group 11; and Group 12

Secondary Award: Group 5A - 5F; Group 5G; Group 7, Group 8; and Group 10

Tertiary Award: Group 1A - 2B; Group 4; and Group 9

 

Primary utilization of fencing services is by the Parks and Recreation Department for temporary fencing associated with special events, construction projects, and permanent fencing around recreation and athletic facilities.  Other city departments utilize fencing services for repairs and project work on an as-needed basis. During storm events, this contract will be utilized citywide to secure damaged facilities and debris management sites along with permanent recovery work.

The Parks & Recreation Department estimates the cumulative annual not-to-exceed amount under this contract to be $1,000,000.00 for the initial term of August 1, 2025 through July 31, 2026, with three, one-year renewal options at $800,000 Parks & Rec & $200,000 citywide totaling $1,000,000.00 annually.  The Parks & Recreation Department will ensure that all requirements, including any applicable provision of insurance, are met. 

 

 APPROPRIATION CODE AND AMOUNT:

Funding for these contracts is available in Fiscal Year 2025/2026 departmental operating and capital budgets M2207 and will be budgeted accordingly in future fiscal years.

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;  

                     2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events; and

                     3.2: Preserve community livability through responsible development standards, proactive code compliance, and targeted revitalization.