TITLE
Recommendation to adopt Specifications No. ITB LB20-031 REISSUE2 and award a contract to SiteOne Landscape Supply, LLC, of Cleveland, OH, for citywide irrigation supplies, in an annual amount of $200,000, with a 20 percent contingency in the amount of $40,000, for a total annual contract amount not to exceed $240,000, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract including any subsequent amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with SiteOne Landscape Supply, LLC (SiteOne), for furnishing and delivering irrigation supplies. Irrigation supplies, parts, and accessories are needed to maintain citywide parks, marine, and beach irrigation systems by providing parts for repair, maintenance, and replacements. Working irrigation systems will help departments avoid brown-out conditions and dead plants throughout its parks, marinas, beach, and open spaces.
The Invitation to Bid (ITB) was advertised in the Long Beach Press-Telegram on September 1, 2021, and 1,095 potential bidders specializing in irrigation supplies, parts, and accessories were notified of the bid opportunity. Of those bidders, 17 downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the sixth floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 38 local, minority-owned, and women-owned business groups. One bid was received on September 20, 2021. The one bidder was not a Minority-owned Business Enterprise (MBE), Women-owned Business Enterprise (WBE), certified Small Business Enterprise (SBE), or Long Beach vendor (Local). SiteOne, of Cleveland, OH (not a MBE, WBE, SBE, or Local), was the sole responsible bidder.
The ITB was originally published on February 6, 2020, but due to COVID-19, it was canceled. The ITB was reissued on October 22, 2020 and the selection process took longer than anticipated. The Notice of Intent to award was posted on August 10, 2021 and the selected vendor withdrew their bid due to price increases to supply chain disruption and increased raw material costs. The ITB was reissued again on August 30, 2021 and one bid was received.
Local Business Outreach
To align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download bid specifications. Through outreach, 96 Long Beach vendors were notified to submit bids, of which one downloaded and none submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Amy R. Webber on October 21, 2021, Business Services Bureau Manager Tara Mortensen on October 19, 2021, and by Revenue Management Officer Geraldine Alejo on October 22, 2021.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB LB20-031 REISSUE2 and award a contract concurrently is requested on November 9, 2021, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total annual amount of the contract will not exceed $240,000, inclusive of a 20 percent contingency. This amount is currently budgeted in various fund groups and departments. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
[Enter Body Here]
Respectfully Submitted,
KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
THOMAS B. MODICA
CITY MANAGER