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HomeMy WebLinkAboutPacket 06-15-2010 Revised (Item No. 5)City of Cape Canaveral City Council Agenda Form City Council Meeting Date: June 15, 2010 Item No. Subject: Revised - Mowing/Maintenance of City Landscaped Areas, Rights -of -Way, Water Reclamation Plant, and Lift Stations And Mowing/Slope Mowing of the Central Ditch: July 1, 2010 — June 30, 2011 Department: Public Works Summary: The bids (6) for this contract have been reviewed by the City staff review team. Bid Review Documentation is attached for review. Requested Council Action: Discuss bid submittals, review City staff review team recommendation, and select a contractor for the next year of service - contract period will be for July 1, 2010 through June 30, 2011. The recommended firm by the City staff review team is Nick's Lawn Service, Inc., in the amount of $164,897.50. Financial Impact: Funds are provided from (1) Beautification Fund, (2) Wastewater Fund, and (3) Stormwater Utility. It is important to note that the costs submitted by the bidders do not include mowing and landscape maintenance costs for the Ridgewood Avenue Improvements Project. These additional charges will be managed as a future change order. Attachments: Supporting Documents Reviewed: 1). Memorandum (explanation of City staff review team recommendation) 2). Bid Review Documentation Submitting Department Head: Jeff Ratliff Date: 06/09/10 Approved by Acting City Manager: Cx�k Date: (1-14-0 City Council Action: [ ] Approved as Recommended [ ] Disapproved [ ] Approved with Modifications [ ] Tabled to Time Certain MEMORANDUM TO: Angie Apperson Interim City Manager FROM: Jeff Ratliff Assistant Public Works Director City of Cape Canaveral 868-1240 DATE: 06/08/10 RE: Bid Recommendation Mowing and Landscape Maintenance Contract Background -- City Ordinance. According to Article V, Division 2, Section 2-217 (Purpose) of the City Code of Ordinances: The city shall purchase supplies, services and construction utilizing competitive purchasing methods as defined in this division, except to the extent the laws of the state or of the United States of America preempt this division or any of its provisions. Except as otherwise provided in this division, contract awards shall be made to the lowest responsible bidder. In determining the lowest responsible bidder, the city shall consider, in addition to price: (1) The ability, capacity and skill of the bidder to perform the contract; (2) Whether the bidder can perform the contract within the time specified; (3) The character and integrity, reputation, judgment, experience and efficiency of the bidder; (4) The quality of performance of previous contracts by the bidder; (5) Compliance by the bidder with requirements of the invitation for bid or request for proposal; (6) Previous and existing compliance by the bidder with laws and ordinances relating to the contract; (7) The sufficiency of the financial resources of the bidder; (8) The quality, availability and adaptability of the supplies, services or construction to the particular use required; (9) The ability of the bidder to perform any warranty obligations called for by the contract; and (10) The number and scope of conditions attached to the bid or proposal by the bidder. (Ord. No. 9-93, § 3(205.03), 5-18-93). City Bid Specifcations/Contractor Responses. The City's bid specifications for this project clearly state the following: 1). "The Contractor performing these services shall have a strong background in providing a positive working relationship with City Mayor/City Council/City Manager type governments. " This language has always been included in the City specifications due to the wide range of properties that are located within the City (i.e., ball diamonds, slopes along drainage canals, landscape medians, high-profile public facilities, etc.) and the extensive interaction that the contractor has with the general public. The only bidders with governmental experience in providing lawn maintenance services are Nick's Lawn Service, Inc. (Nick's), Lawns by Scott, Inc. (LBS), and Triple D Grounds (governmental housing). Review of other governmental contracts from bidders revealed non -lawn maintenance contracts only (e.g., irrigation, tree planting, etc.). 2). "A reel mower shall be used on infield Bermuda grass to attain a finished precision cut. Blades on all mowers must be in good condition, be properly adjusted, and sharpened at all times. " A reel mower is required by the City due to the quality required for the little league infield grass. The only bidders which maintain reel mowers are Nick's and Paradise Lawns and Landscaping, Inc. (Paradise). 3). "A slope mower and bush hog are recommended. " This language refers to the mowing of the slopes of the Central Ditch. The Central Ditch is over a mile in length with steep slopes — mowing by any other method is not practical. The only bidder which maintains a slope mower is Nick's. Recommendation of City Staff Review Team. A summary of scores (averages) as determined by the City staff review team is as follows (100 points maximum): 1). Nick's Lawn Service, Inc. 89 2). LSP Nursery, Inc. 78 3). Paradise Lawns and Landscaping, Inc. 72.7 4). Lawns By Scott, Inc. 69 5). Triple D Grounds 67.1 6). Blue Bell Landscaping 61.9 The Bid Review Sheets from the City staff review team are attached. Based upon City requirements and the responses of the bidders, the City staff review team recommends Nick's Lawn Service, Inc., for the mowing and landscape maintenance contract for July 1, 2010 through June 30, 2011. Nick's has provided all information required in the bid specifications, has extensive governmental experience, maintains a reel mower and slope mower (and other required equipment), has experienced personnel in providing lawn maintenance activities, and has provided superior service to the City pre -2009 and during the months of May and June 2010. 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