Agenda 01/25/2011 Item #16E2
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1/2S/2011 Item 16.E.2.
EXECUTIVE SUMMARY
Recommendation to reject solicitation (ITB) 10-5588 for the Purchase and Delivery of
Fungicides, Pesticides and Herbicides and the associated quotes that were submitted.
The annual impact associated with this solicitation is approximately $350,000.
OBJECTIVE: To identify vendors who are able to provide, and deliver, fungicides, pesticides
and herbicides for a number of County departments.
CONSIDERATIONS: Staff members from Alternative Transportation Modes, Parks and
Recreation, Roads and Bridge, and Purchasing identified requirements and prepared bid
documents for a contract(s) for fungicides, pesticides and herbicides for more than 150
chemical line items. Several products are required given the varying 'environmental conditions
In southwest Florida. The current contract is in effect until May 2011.
On October 19,2010, the bid was posted and was opened on November 19,2010; nine bidders
submitted quotes. After review of the tab sheet, it was determined that all nine bidders provided
at least one low bid item, and would be awarded a contract. Historically, the County has
awarded contracts to three to four vendors - if this bid was awarded as written, the doubling of
the awarded firms would significantly increase the administrative burden, more than doubling
the number of requisitions for departments, purchase orders for central Purchasing, and
invoices to be processed by Accounts Payable.
Staff believes it will be more efficient for County departments and vendors if the solicitation were
to be re-structured to:
· Reduce the number of line items in the solicitation (64 line items represent 94% of the
County's annual spend dollars on these products; the remaining 6% are low volume
purchases less than $3,000 per item annually); departments can order from any of the
awarded vendors' product list or according to the Board's purchasing policy; and
· Reduce the number of awarded vendors to 3 or 4 thatrepresent the best value by identifying
the lowest priced item, by vendor; applying local vendor preference; and calculating the
highest proportion of low price items by vendor. There will be reduced administrative
burden with the reduction in the number of awarded vendors; fewer purchase orders issued,
. and, therefore, less invoices to process.
Staff recommends that the bid be rejected and a new solicitation be issued to streamline the
order and payment process.
FISCAL IMPACT: Funds are appropriated annually in the budgets of the using departmentes
for the purchase of items from this bid.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County
Attorney's Office, is legally sufficient for Board action and only requires a simple majority vote-
SRT.
Packet Page -789-
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1/2S/2011 Item 16.E.2.
RECOMMENDATION: That the Board of County Commissioners rejects solicitation (ITB) 10-
5588 for the Purchase and Delivery of Fungicides, Pesticides and Herbicides and the
associated quotes that were submitted so that a new solicitation may be issued to streamline
the order and payment process.
Prepared By: Brenda Brilhart, Purchasing Agent, Administrative Services Division
Packet Page -790-
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1/25/2011 Item 16.E.2.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.2.
Item Summary: Recommendation to reject solicitation (ITB) 10-5588 for the Purchase and
Delivery of Fungicides, Pesticides and Herbicides and the associated quotes that were
submitted. The annual impact associated with this solicitation is approximately $350,000.
Meeting Date: 1/25/2011
Prepared By
Name: BrilhartBrenda
Title: Purchasing Agent,Purchasing & General Services
1/6/201111:28:17 AM
Approved By
Name: pochopinpat
Title: Administrative Assistant,Facilities Management
Date: 1/7/20111:54:38 PM
Name: CarnellSteve
Title: Director - Purchasing/General Services,Purchasing
Date: 1/8/201110:46:17 AM.
Name: BrilhartBrenda.
Title: Purchasing Agent,Purchasing & General Services
Date: 1/12/2011 7:44:57 AM
Name: PriceLen
Title: Administrator - Administrative Services,
Date: 1/12/201110:40:24 AM
Name: TeachScott
Title: Deputy County Attorney,County Attorney
Date: 1/13/201111:26:37 AM
Name: KIatzkowJeff
Title: County Attorney,
Date: 1/13/20114:41:28 PM
Packet Page -791-
Name: StanleyTherese
Title: Management/Budget Analyst, Senior, Office of Management & Budget
Date: 1/17/2011 7:58:28 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 1/18/201111:28:20 AM
Name: ISacksonMark
-..--Titl~Director-GoFp-Finaneialand-Mgmt-Svs;GMe
Date: 1/18/2011 1:05:27 PM
Packet Page -792-
1/25/2011 Item 16.E.2.
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