Title
MOTION TO AWARD IFB # PSPW-25-09 "CITYWIDE LITTER CONTROL AND LANDSCAPE MAINTENANCE SERVICES" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, GROW CARE OUTDOORS SOLUTIONS, LLC, IN THE AMOUNT NOT TO EXCEED $2,164,062.30, WHICH INCLUDES THE COST TO PROVIDE PAYMENT AND PERFORMANCE BONDS IN THE AMOUNT OF $180,338.53, AND A 10% OWNER’S CONTINGENCY IN THE AMOUNT OF $180,338.53, SUBJECT TO ANNUAL CPI ADJUSTMENTS FOR THE THREE-YEAR PERIOD.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $100,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.19(E) is titled "Bid opening procedure."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.”
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On June 18, 2025, the City Commission authorized the advertisement of IFB # PSPW-25-09 “Citywide Litter Control and Landscape Maintenance Services”, which was advertised on July 17, 2025.
2. The purpose of the solicitation is to perform landscape, maintenance and litter control services on various City-owned properties and public Rights of Way (ROW).
These services are intended to maintain a clean, safe, and visually appealing environment throughout the City by providing both landscape maintenance and litter control services. These services are essential for preserving the aesthetic value of City-owned properties and public Rights of Ways (ROW), enhancing public spaces for residents and visitors, and promoting community pride.
3. On August 12, 2025, the City opened proposals from the following seven (7) vendors listed in ascending order:
|
Vendor |
Primary |
|
Grow Care Outdoor Solutions |
$1,803,385.25 |
|
BrightView Landscape Services |
$1,836,556.99 |
|
Superior Landscaping & Lawn Service |
$2,087,207.00 |
|
Tropical Touch Garden Center |
$2,140,320.00 |
|
Elan Lawn and Landscape Services |
$2,398,334.00 |
|
Juniper Landscaping of Florida, LLC |
$2,776,795.00 |
|
SFM Landscape Services, LLC |
$2,825,790.72 |
4. The Procurement Department analyzed the proposals received and calculated the total cost including the required payment and bonds. Below is an updated bid tabulation including the cost of the payment and performance bonds, listed in ascending order, for all tables the * signifies an incomplete bid submittal:
|
Vendor |
Bid Total |
P&P Bond |
Total |
|
Grow Care Outdoor Solutions |
$1,803,385.25 |
10.00% |
$1,983,723.77 |
|
Elan Lawn and Landscape Services |
$2,398,334.00 |
2.00% |
$2,446,300.68 |
|
Juniper Landscaping of Florida, LLC |
$2,776,795.00 |
1.25% |
$2,811,504.94 |
|
BrightView Landscape Services |
$1,836,556.99 |
100.00% |
$3,673,113.98 |
|
Superior Landscaping & Lawn Service |
$2,087,207.00 |
** N/A |
** N/A |
|
Tropical Touch Garden Center |
$2,140,320.00 |
** N/A |
** N/A |
|
SFM Landscape Services, LLC |
$2,825,790.72 |
** N/A |
** N/A |
|
|
|
|
|
|
**Bid submission was incomplete |
|
|
|
5. The Public Services Department reviewed the proposals and deemed Grow Care Outdoor Solutions to be the most responsive/responsible bidder.
6. Previously, the City conducted two separate solicitations for these services, which resulted in contracts being awarded to two different vendors, a lengthier procurement process, and increased administrative oversight. Public Services determined that it is operationally beneficial to issue a single solicitation for these related services and potentially award them to one vendor in order to streamline the procurement process and simplify contract management.
7. As a result of the bid process, staff recommends the award to a single vendor. However, two separate contracts will be maintained to clearly define the scope of services and to ensure effective management and accountability of responsibilities.
The final project cost reflects the base bid submitted by Grow Care Outdoor Solutions, the required payment and performance bond costs, and a 10% owner’s contingency, as outlined in the cost breakdown below.
|
Landscape Maintenance |
Percentage |
Amounts |
|
Bid Total |
|
$1,622,945.40 |
|
Payment & Performance |
10% |
$162,294.54 |
|
Contingency |
10% |
$162,294.54 |
|
Total |
|
$1,947,534.48 |
|
|
|
|
|
Litter & Canal Control |
Percentage |
Amounts |
|
Bid Total |
|
$180,439.85 |
|
Payment & Performance |
10% |
$18,043.99 |
|
Contingency |
10% |
$18,043.99 |
|
Total |
|
$216,527.82 |
|
Grand Total |
|
$2,164,062.30 |
8. The agreement is for an initial three (3) year period with two (2) one-year renewal terms, and the contract shall be eligible for an annual CPI adjustment in accordance with the terms of the contract.
9. Request Commission to award IFB # PSPW-25-09 "Citywide Litter Control and Landscape Maintenance Services" to the most responsive/responsible bidder, Grow Care Outdoor Solutions LLC, in the amount not to exceed $2,164,062.30, which includes the cost to provide payment and performance bonds in the amount of $180,338.53, and a 10% owner’s contingency in the amount of $180,338.53, subject to annual cpi adjustments for the three-year period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $2,164,062.30
b) Amount budgeted for this item in Account No: Funds are available in the following accounts:
Citywide Litter Control- Funds are available in account# # 100-541-6002-534990-0000-000-0000 (Other Svc)
Citywide Landscape Maintenance - Funds are budgeted in various accounts throughout the City, under object code # 534990 (Other Svc)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project: The agreement is for a three-year period, with annual CPI adjustments, the projection below is assuming a 4% CPI.
|
|
Year 1 |
Year 2 |
Year 3 |
|
Revenues |
$0 |
$0 |
$0 |
|
Expenditure |
$2,164,062.30 |
2,250,624.79 |
$2,340,649.78 |
|
Net Cost |
$2,164,062.30 |
$2,250,624.79 |
$2,340,649.78 |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.