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Award of Contract to Megascapes Landscape Services, Inc., for Sod Purchase, Delivery and Installation for Department of Public Works (Contract No. 24-T00836/JC; Amount: $763,539.00)
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BRIEF OVERVIEW
The Procurement Department issued Invitation to Bid (ITB) No. 24-T00836/JC on September 11, 2024, at the request of the Hernando County Department of Public Works to obtain bids for the Supply, Delivery and Installation of Sod.
The Procurement Department placed the legal advertisement in the Hernando Sun on September 13, 2024, the Tampa Bay Times on September 15, 2024, and the OpenGov website on September 11, 2024. The bid was sent to three thousand three hundred and fifty-five (3,355) matching vendors/contractors from the website. The bid document was downloaded by twenty-five (25) vendor/contractors and two (2) bid submissions were received.
BIDs RECEIVED:
Megascapes Landscape Services, Inc. $254,513.00
Creative Craftsman Ent., Inc., d/b/a Eddie’s Sod $278,275.00
Bids were reviewed and evaluated by the Procurement Department to determine if they were responsive and responsible. The bids were then reviewed and evaluated by the Hernando County Department of Public Works for award recommendation based on price, conformance with specifications and the Bidder's ability to perform the contract in accordance with the terms, conditions and specifications required.
The method of award as stated in the Bid General Conditions Section 8, Sub-Section 8.5, was to award a primary and secondary contractor/vendor. Staff determined Megascapes Landscape Services, Inc. to be the Primary Vendor and Creative Craftsman Enterprises, Inc., d/b/a Eddie's Sod to be the Secondary Vendor.
A Notice of Intent to Award the contract to Megascapes Landscape Services, Inc. and Creative Craftsman Ent., Inc., dba Eddie’s Sod, dated December 10, 2024, was posted to the OpenGov website as well as posted to the Hernando County Administration electronic public bulletin board. No challenges to the Notice of Intent to Award were received.
On December 10, 2024, a letter was received from Creative Craftsman Ent., Inc., d/b/a Eddie’s Sod, stating they had decided to remove themselves from the contract. Award to proceed with awarding to Megascapes Landscape Services, Inc., only due to the withdrawal of the second vendor.
The Chief Procurement Officer has reviewed this requirement for conformance to procurement Ordinance and Purchasing Policies and Procedures.
FINANCIAL IMPACT
Funding of $254,513.00 is available in the following account:
Fund: 1017 - LOGT 1-6 FUEL-GENL TRANSP, Department: 03232 - ROAD MAINT-LOGT1-6, Account: 5303408 - CONTR SRV-SOD
LEGAL NOTE
In accordance with Part II, Chapter 2, Article V of the Hernando County Code of Ordinances.
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RECOMMENDATION
It is recommended that the Board approve and authorize the Chairman’s signature on the attached Contract No. 24-T00836/JC for the supply, delivery and installation of sod to Megascapes Landscape Services, Inc., a three (3) year term in the amount of $763,539.00 (annual amount of $254,513.00).
It is further recommended the Board authorize the Chief Procurement Officer to approve change orders as they become necessary and required up to the allowable budget amount.
There are two (2) additional one (1) year unilateral renewal options available in accordance with Contract condition/provision on Paragraph 8.1, of the contract.