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Council reviews multiple annual contracts: public works unit-price, palm/palm-root pruning and building-inspection services
Summary
Village staff recommended awarding multiple annual contracts including a $1.225M public-works unit-price contract to seven vendors, palm/tree maintenance contracts with modest savings, and building-inspection services with a projected $309K annual cost and staffing coverage plan.
Village staff gave a package of procurement updates and contract recommendations at the January 8 meeting.
Public works staff (Mr. Delvegh) said the purchasing department received eight bids on the annual unit-price invitation and recommended awards to seven vendors (excluding one bidder that was not low on any items). The FY26 list of projects funded under the contract totals about $1,225,000 and includes swale maintenance, swale reconstruction, dredging/desilting, riprap installation, culvert replacement and other scheduled maintenance. The proposed term is three years with two one-year renewals.
On tree and landscaping, staff recommended awards for root-pruning/root-barrier work and for palm-tree pruning to a set of vendors and said current pricing is expected to yield roughly $5,000 in annual savings compared with the previous contract; several recommended vendors would be first-time contractors for the village.
On building inspection services, staff said four proposals were received; the village proposes awards to all four to provide plan review and inspection capacity when staff shortages arise. Staff estimated the new contract would cost about $309,000 annually — roughly $40,000 more than the prior arrangement — and would be a three-year term with two one-year renewals. Planning staff noted long-standing vendors were responsive and that the secondary vendor is used only rarely.
Council asked clarifying questions about how the unit-price contract will be used (staff said it is intended to avoid bringing each small project back to council) and about first-time contractors; staff confirmed all projects are budgeted.
