Submitted By: Greg Vandeventer
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Presentation By: Greg Vandeventer
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Department: Recreation and Parks
FORMAL TITLE:
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First one-year renewal of contract for Supply and Delivery of Engineering Wood Fiber Services with Kempfer Sawmill, Inc., in an amount not to exceed $97,350
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Quality of Place
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
After a competitive solicitation, City Council approved the award of Contract No. REC/240381 to Kempfer Sawmill, Inc. (Kempfer) for engineering wood fiber services on an as-needed basis for playground safety. This agreement is for an initial two-year term, from September 4, 2024, through September 3, 2026, and includes two optional one‑year renewal terms.
FINDINGS AND CONCLUSIONS:
Engineering wood fiber meets the fall‑zone impact attenuation requirements established in ASTM F2075 for playground safety surfacing. Compliance with this standard ensures the material provides appropriate protection in designated play areas and meets the City’s safety specifications.
Kempfer has satisfactorily met all performance requirements for the supply and delivery of engineering wood fiber under City of Ocala contract REC/240381 during the initial contract term.
Per the terms of the contract, Kempfer may request a price increase not to exceed 3% of the original term pricing based on the CPI or other documentation supporting the adjustment. Kempfer has requested a 1% increase, from $29.50 to $29.81 per cubic yard, due to increased fuel costs during the initial contract term.
The First Amendment to Agreement for Supply and Delivery of Engineering Wood Fiber Services - As Needed will renew the agreement from September 4, 2026, through September 3, 2027.
The Recreation and Parks Department recommends approval of the first of the two renewal options.
FISCAL IMPACT:
The contract for engineering wood fiber has an annual fiscal impact not to exceed $97,350. Engineering wood fiber materials are budgeted in the Recreation and Parks Department budget (001‑021‑120‑572‑57‑46010).
Based on usage during the first two years of the contract, staff does not anticipate that the unit price increase will necessitate raising the ceiling on the annual contract expenditure. Accordingly, the annual not-to-exceed contract amount remains unchanged from prior years.
PROCUREMENT REVIEW:
These goods and services were procured in compliance with the City’s procurement policy.
LEGAL REVIEW:
This Agreement has been reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
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• Deny