ITB-25-011-RS_Dept._Award_Recommendation_Memo.pdf

This is a memorandum from the Leisure Services Department of the City of Altamonte Springs, Florida, recommending a vendor award for Invitation to Bid (ITB-25-011-RS) for citywide sod removal, purchase, and installation services. The procurement seeks a contractor to provide comprehensive sod services, including labor, materials, and equipment to supply, deliver, remove, and install various sod strains on an as-needed basis. The specific sod types include St. Augustine "Floratam", St. Augustine "Seville", Bermuda 419, and Bahia, with anticipated quantities ranging from 20,000 to 50,000 square feet. The contract will have an initial twelve-month term with potential for four additional one-year renewals, totaling up to five years.

After evaluating vendor submittals, the Leisure Services Department recommends Lake Jem Farms, LLC as the lowest responsible and qualified vendor, with a total submittal amount of $172,970.00. The department has confirmed funding availability through Finance/Accounting, with no budget adjustments required. Four landscape and sod companies participated in the bidding process: Duval Landscape Maintenance, LLC, Lake Jem Farms, LLC, Polk City Sod Inc., and JHL Landscape Supply, LLC. The procurement does not specify set-aside designations for disadvantaged enterprises. Pricing will remain firm for the initial contract period, with potential price adjustments for subsequent renewals based on Consumer Price Index or Producer Price Index documentation. The city anticipates ordering approximately 40 pallets of each sod type throughout the contract term.