Agenda Item Wording:
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Chemical Supply Services Contract - Authorize the City Manager to sign a chemical supply services contract to Helena Agri Enterprise of Sacramento for an annual not to exceed amount of $215,000.
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Deadline for Action: 6/2/2025
Submitting Department: Community Services
Contact Name and Phone Number: Daryl Tillman, Park Maintenance Supervisor 713-4435; daryl.tillman@visalia.city Alvin Dias, Parks and Facilities Manager 713-4564; alvin.dias@visalia.city Jason Glick, Parks and Recreation Director 713-4042; jason.glick@visalia.city
Department Recommendation:
It is recommended that the City Council authorize the award of an annual contract for chemical supply services to Helena Agri Enterprise LLC, of Sacramento for the chemicals they were low or equal bidder for an annual not to exceed amount of $215,000.
Background Discussion:
Target Specialty Products is the current chemical supply vendor and have been on a month-to-month contract since the previous expired on 12/30/2022. With the expiration of the contract RFB 23-24-39 was solicited for a new chemical supply services contract. These chemicals are used for weed and pest management in City parks, trails, storm ditches, creeks, storm basins, street roadsides, Water Conservation Plant grounds, and urban forestry areas throughout the City of Visalia. The cost of this contract is budgeted annually in the appropriate divisions that use this contract.
On December 20, 2024, and December 26, 2024, the City solicited bids by advertising in the Visalia Times Delta with the RFB posted on Bid-Net. The City also mailed Request For Bid notices, inviting vendors to participate in this bid process.
On February 6, 2025, the City received bids from three (3) vendors Heritage Landscape Supply, Helena Agri Enterprises, and Target Specialty Products. Staff reviewed bids for calculation errors, conformance with specifications, and determined that any stated substitutions are appropriate. After staff's analysis of the bids, Heritage Landscape Supply did not submit pricing for 17 items, while Helena Agri Enterprises failed to submit pricing for 6 items, and Target Specialties did not submit on 1 item. Staff also found discrepancies in the container sizes between vendors. With the discovery of the omitted chemicals and container variants staff reviewed the cost using the correct container size on the items that were proposed by the vendors. Because Heritage Landscape Supply omitted 17 of the 28 chemicals staff rejected their proposal based on insufficient items to compare with the other two vendors.
Staff then reviewed each item that was submitted by Helena Agri Enterprises and Target Specialty Products. With this evaluation staff reviewed the cost for each item and the low bidder for those items. Helena Agri Enterprise LLC was the low or equal bidder on 15 of the 28 chemicals listed on the Request for Bids cost sheet. Based on the review of the submitted costs and the equal number of items for each vendor, staff felt that it would be beneficial to split the award of RFB 23-24-39 between Target Specialty Product and Helena Agri Enterprise. The Purchasing Division then reached out to both vendors to discuss the proposed award split. Both vendors agreed to the proposed awarding of RFB 23-24-39. Staff believes by splitting the award to both vendors, it will guarantee the City of Visalia the best cost for each of the chemicals listed on the bid sheet.
Annual price increase adjustments at time of renewal of contract are based on the Consumer Price Index specified in the contract documents. Cost for future additions to the project area (if necessary) will be calculated by multiplying the Contractor’s Unit Price by the square footage of area being added to contract.
The initial agreement is for a 12-month period, with an option to renew annually for 4 one-year periods upon providing satisfactory performance and as mutually agreed.
Staff feel confident that Helena Agri Enterprise LLC can supply the portion of chemicals listed in RFB 23-24-39 that Helena Agri Enterprise LLC were low or equal bidder to maintain the City of Visalia.
Fiscal Impact:
The services for this contract are budgeted in various Park and Urban Forestry Maintenance Divisions and Public Works Maintenance Divisions within their operational budgets. The contract is for a not to exceed amount of $215,000 annually.
Prior Council Action: None
Other: None
Alternatives: Reject low bidder and go out for another Request for Bidders.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to award an annual contract for Chemical Supply Services, to Helena Agri Enterprise LLC, per specifications of RFB 23-24-39, for an annual not to exceed amount of $215,000.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: RFB 23-24-39, RFB 23-24-39 Addendum 1, Helena Agri Enterprise LLC signed bid form, Helena Agri Enterprise LLC list of awarded items, Sample Contract.