SUBJECT/RECOMMENDATION:
Title
Approve purchase orders to Tip Top Tree Experts LLC, of Weirsdale, FL, and TreesForYou.com, Inc. of Belleair Beach, FL, for palm tree pruning on a unit basis in the annual cumulative amount of $216,000.00 for one year with two, one-year renewal options pursuant to Invitation to Bid (ITB) 42-23 and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The City of Clearwater has approximately 2,000 Palm Trees of different species located throughout our tourist destinations, sports complexes, and critical corridors. To ensure residents have a sustainable city through green measures focusing on the economy, environment, and community, these palms require annual trimming and others may require bi-annual trimming.
July 21, 2023, the Procurement Division issued ITB #42-23, Palm Pruning and Maintenance Services, and six vendors submitted a bid: however, only two bids were responsive and responsible to the bid requirements. The bid was for palm pruning and maintenance of various species of palms at three servicing areas. Due to the nature of the work, the number of various species of palms, and the location and times of year palms are pruned, it was determined that it would be in the best interest of the city to award the servicing areas to multiple vendors. Depending on the location and time of year, palms are pruned at a minimum of once per year at these high visibility areas but can be pruned as much as twice per year. It should be noted that not all palms in the city are trimmed as it is unhealthy for the native palms.
Both the Procurement Division and the Public Works Department recommend awarding servicing areas as follows. Vendors requesting more than one location were required to provide a letter of intent with their bid submission. Only Tip Top Tree Experts, LLC, our current vendor, provided this letter.
Service Area A: Tip Top Tree Experts, LLC
• Clearwater Beach
Service Area B: TreesForYou.com
• Memorial Causeway and Downtown
Service Area C: Tip Top Tree Experts LLC
• Athletic Sports Fields and Clearwater, East of Highland
Staff would like the flexibility, in the event a selected vendor is under performing, to use one of the other awarded vendors for that servicing area.
City Council’s authorization for a total annual amount of $216,000 will cover the cost for servicing areas on a unit price basis for one year with the option for two one-year renewals.
APPROPRIATION CODE AND AMOUNT:
0101312-530300 $216,000.00
Funds are available in cost code 0101312, Urban Forestry, 530300, Contractual Services, in the amount of $216,000 to fund the first year of this contract. Funding for future years will be requested in the annual budget process.