Accept the Lowest and Best Bids Submitted by Various Vendors - Invitation to Bid #4870-KO Grass/Sod, Labor, and Repair (Business Division) Revised Attachment

This bid was prepared at the request of the Sites Department to establish a firm price for the purchase of grass/sod and to provide labor to install and repair. This award is made to the lowest responsive and responsible bidders meeting specifications. The award recommendation is as follows: Items 1 through 5 Sun Belt Sod & Grading Co., Inc. (Primary) and Raulerson & Son, Inc. (Alternate), Items 6 through 10 Raulerson & Son, Inc. (Primary) and Quality Turf, LC (Alternate), Items 11-1 through 11-5 Raulerson & Son, Inc. (Primary) and Sun Belt Sod & Grading Co., Inc. (Alternate), Items 11-6 through 11-10 Raulerson & Son, Inc. (Primary) and Quality Turf, LC (Alternate), Items 12-1 through 12-5 Raulerson & Son, Inc. (Primary) and Quality Turf, LC (Alternate), Items 12-6 through 12-10 Raulerson & Son, Inc. (Primary) and Quality Turf, LC (Alternate), Item 13 Raulerson & Son, Inc. (Primary) and Quality Turf, LC and Sun Belt Sod & Grading Co., Inc. (Alternates), Item 14 Raulerson & Son, Inc. (Primary) and Quality Turf, LC (Alternate), Item 15 Quality Turf, LC (Primary) and Raulerson & Son, Inc. (Alternate), and Items 16 through 21 Quality Turf, LC (Primary) and Raulerson & Son, Inc. (Alternate). This recommendation has been reviewed by the General Manager of Maintenance. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, five bidders responded. A more detailed review of specifications can be obtained by contacting the Purchasing Department.

As stated in OPPAGA report: "Efficient purchasing and warehousing require that management processes be in place to ensure that supplies, equipment, and services vital to the school’s education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location. These criteria should be met for each purchase without sacrificing quality."

These items are, or will be, included in the General Fund Budget in an amount not to exceed $200,000.

Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing Agent, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report. Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.