Placement: Consent Agenda
Action Requested: Motion / Vote
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Award Contract #20250085 for the Drainage Improvements at the Saints Golf Course.
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Submitted By: Robyn Holder, CPPB, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Robyn Holder, CPPB (PMD).
2. Parties: City of Port St. Lucie and XGD Systems, LLC dba Eco Blue Systems.
3. Purpose: To provide the needed improvements to the drainage system at the Saints Golf Course.
4. New/Renewal/Modified: New.
5. Duration: 60 calendar days from Notice to Proceed.
6. Benefits to Port St. Lucie: Improve play conditions so the course can stay open during the rainy season.
7. Cost to Port St. Lucie (Annual and Potential): One-time expense of $300,009.16.
Presentation Information: N/A.
Staff Recommendation: Move that the Council award Contract #20250085 and enter into a unit price contract with XGD Systems, LLC dba Eco Blue Systems for the drainage improvements at the Saints Golf Course.
Alternate Recommendations:
1. Move that the Council amend and award Contract #20250085 to XGD Systems, LLC dba Eco Blue Systems.
2. Move that the Council reject all bids and provide staff with direction.
Background: An E-Bid was issued on February 20, 2025, to 648 potential suppliers. There were 42 plan holders with 4 proposals being received on March 18, 2025. The 2 lowest responsive responsible bidders are GRSC, Inc. with a proposed cost of $268,515.40 and XDG Systems, LLC dba Eco Blue Systems with a cost of $300,009.16. There is a difference of $31,493.76.
Per the requirements outlined in the E-Bid, bidders were instructed to provide the number of years the organization has been in business and five (5) golf course drainage improvement projects similar in size and scope to the Saints Golf Course drainage project.
• GRSC, Inc.
1. GRSC, Inc. has been in business for 13 years serving businesses and homeowners throughout Florida providing site development, drainage, and utility work.
2. Per proposal, 0 of 5 projects were completed with drainage improvements on golf courses.
3. Per proposal, 0 of 5 projects listed were similar in scope and scale.
• XGD Systems, LLC dba Eco Blue Systems
1. XGD Systems, LLC dba Eco Blue Systems, has been in business for 21 years with its sole focus on golf courses and all possible improvements that can be made to improve the golfer’s experience.
2. Per proposal, 5 out of 5 projects were completed with drainage improvements on golf courses.
3. Per proposal, 5 out of 5 projects listed were similar in scope and scale.
Staff met with GRSC, Inc. to discuss their proposal and confirmed that none of the projects they have performed as GRSC, Inc. were for golf courses. During the meeting, it was stated that the owner had performed work on a golf course but the personnel that would be assigned to this project do not have any experience working on golf courses. With GRSC, Inc., the expected impact on The Saints’ maintenance labor costs could be extremely high due to having to assist GRSC, Inc. with course operations, course designs, and potential damage as they occur.
Given the complexity of this project and the need for experienced personnel, it is crucial for expedience to have knowledge of the work to minimize possible damages and closures that would impact revenue and play at the course as the City fully expects the course to remain open at all times. It is recommended that the award go to XGD Systems, LLC dba Eco Blue Systems with the cost of $300,009.16.
Issues/Analysis: Staff has reviewed the proposals with all the bid documents and determined that XGD Systems, LLC dba Eco Blue Systems is the Responsible and Responsive bidder that provides the best value to the City of Port St. Lucie. Per City Code of Ordinances, Section 35.12, the City has sole and absolute discretion to determine best value, by considering the enumerated list of factors. Based on the explanation above, staff believes that XGD Systems, LLC dba Eco Blue Systems provides the best value considering the factors in Section 35.12(a), and most particularly: Section 35.12(a)(1) (“Skill, workmanship, experience, and past performance demonstrated by the bidder or proposer in performing the same type of work or services as those sought by the City, or the experience, expertise and quality of services demonstrated by the bidder or proposer for professional, consulting or other services.”); Section35.12(a)(2) (“Ability to meet the minimum qualifications or requirements of the solicitation.”); Section 35.12(a)(4) (“The bidder or proposer’s capacity to perform in terms of personnel, equipment, facilities, licensing, and the ability to meet time requirements and schedules.”); and Section 35.12(a)(8) (“Any other factor specific to the particular solicitation that is specifically described in the procurement solicitation document.”).
Financial Information: Funds are appropriated in the Golf Course Fund / Golf Course / Improvements O/T Building (#421-7250-563000-00000).
Special Consideration: N/A.
Location of Project: 2601 SE Morningside Drive.
Attachments:
1. Notice of Intent to Award.
2. E-Bid Tabulation.
3. Signed Contract.
4. Recommended Proposal.
5. Bid Documents with Addenda.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 25031-05.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.