Title
MOTION TO AWARD IFB # PSPW-20-06 “CITYWIDE LANDSCAPE MAINTENANCE” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ELAN LAWN AND LANDSCAPE SERVICES, INC. IN AN ANNUAL AMOUNT NOT TO EXCEED $1,820,538.76, WHICH INCLUDES THE COST TO PROVIDE A PAYMENT AND PERFORMANCE BOND IN THE AMOUNT OF $29,178.76, AND AN OWNER’S CONTINGENCY IN THE AMOUNT OF $85,000.
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 15 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."
- 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 $25,000 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 35.21 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 $25,000, 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 August 19, 2020, the City Commission authorized the advertisement of #PSPW-20-06 "Citywide Landscape Maintenance" which was advertised on August 25, 2020.
2. The purpose of this solicitation was to seek proposals from qualified firms for landscape maintenance services on City owned properties and Right of Ways (ROW).
3. On September 22, 2020, the City opened seven (7) proposals from the following vendors:
|
Vendor Name |
Cost Including P&P Bond |
|
Brightview Landscape Services, Inc. |
$1,703,632.00 |
|
Elan Lawn and Landscape Services, Inc |
$1,735,538.76 |
|
Superior Landscaping & Lawn Service, Inc. |
$1,783,241.52 |
|
Mainguy Landscape Services |
$1,784,356.55 |
|
Aaron Agriculture |
$2,019,100.20 |
|
Juniper Landscaping |
$2,468,425.39 |
|
YRY Homes, LLC. |
NO BID |
4. The Public Services Department has deemed Brightview Landscape Services, Inc. as non-responsible, because their contract with SMG for landscaping services at the City Center was requested to be terminated by City Administration.
5. The Public Services Department has reviewed the bids and has deemed Elan Lawn And Landscape Services, Inc. to be the most responsive/responsible bidder.
6. In addition, Elan Lawn And Landscape Services, Inc. has also completed the Equal Benefits Form and has utilized the following allowable exemption, stating that “the Contractor does not provide benefits to employees’ spouses in traditional marriages.”
7. A comparison between the current contract amount and the 2020 bid amount for Citywide Landscape Maintenance reflects that the current contract amount is $1,654,295.00 compared to a 2020 bid amount of $1,735,538.76. Please note that the aforementioned amounts include the cost to provide a payment and performance bond and exclude cost of owner's contingency.
8. The Public Services Department would like to add an owner's contingency (approximately 4.897%) to cover any additional services needed which will increase the total cost from $1,735,538.76 to $1,820,538.76.
9. The agreement is for an initial five (5) year period with no renewal terms, and the contract shall be eligible for an annual CPI adjustment according to the terms set forth in EXHIBIT "A" of the contract.
10. Request City Commission to award IFB # PSPW-20-06 "Citywide Landscape Maintenance" to the most responsive/responsible bidder, Elan Lawn And Landscape Services, Inc in an amount not to exceed $1,820,538.76, which includes the cost to provide a payment and performance bond in the amount of $29,178.76, and an owner's contingency in the amount of 85,000.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $1,820,538.76
b) Amount budgeted for this item in Account No: Funds are budgeted in various accounts throughout the City, under object code # 34990 (Contractual services -other)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
|
|
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0 |
$0 |
$0 |
$0 |
$0 |
|
Expenditures |
$1,820,538.76 |
$1,820,538.76 |
$1,820,538.76 |
$1,820,538.76 |
$1,820,538.76 |
|
Net Cost |
$1,820,538.76 |
$1,820,538.76 |
$1,820,538.76 |
$1,820,538.76 |
$1,820,538.76 |
e) Detail of additional staff requirements: Not Applicable.