Title
Consider and take action on a resolution authorizing a three-year agreement with Horticare Landscape Management for manicured mowing and landscaping services for Parks and City Building Facilities in an amount not to exceed $993,477 (Director of Parks and Cultural Services)
Background:
Approval of this resolution will authorize an agreement with Horticare Landscape Management for manicured mowing and landscaping services for Parks, Public Safety, and City Building Facilities in an amount not to exceed $993,477 with the option to renew for two (2) additional one-year periods.
Why are we bidding at the conclusion of the existing 3 year contract and not extending the option for two (2) one-year renewals?
The 3-year contract was awarded on March 8, 2022. The city has the option for two (2) additional one-year periods. The contract is near the 25% maximum increase from the original award which triggers the re-bid process.
How has the scope of work changed from the contract in March 2022?
Increases to scope of work since March 2022 award include: additions Lobit Park, trail improvements (FM 518 Bypass trail and Magnolia Creek linear park) and increased mowing cycles of City facilities from 36 to 42 mowings per year.
Total cost 2022- $259,940
Total cost 2025- $331,159
Results for RFP# 25-005 Landscape Management were received on November 7, 2024- Scope of work provides manicured mowing and landscaping services for 13 park facilities, 12 hike & bike trails, 5 city building facilities, 11 public safety facilities, 9 landscaped city areas. Mowing cycles are once every two weeks November-February and once a week March-October.
Eight (8) sealed proposals were evaluated based on qualifications, experience, project methodology, pricing and fees, and references. Horticare Landscape Management scored the highest overall score of 355. See Evaluation Summary attachment for further detail on scoring. References were found to be acceptable.
Horticare Landscape Management three-year not to exceed contract cost:
Exhibits A.1-A.5 $993,477
Attachments:
1. Proposed Resolution
2. Exhibit A - Horticare agreement
3. Tabulation Summary
4. Evaluation Summary
5. Intent to Award letter
FUNDING
{ X } Funds in the total amount of $993,477 will be split between the following departments Account #52150 Building & Ground Maintenance for fiscal years 2025-2028: The split will consist of $8,964 from Ballpark Account # 23254630-52150; $17,175 from Fire Account # 2850000- 52150; $8,305 from Animal Control Account # 2750000- 52150; $125,821 from Parks Operations Account # 4400000- 52150; $27,288 from Parks 4B Account # 2310440- 52150 for FY2025. The remaining funding will be budgeted in future years.
STRATEGIC PLANNING
{X } NOT APPLICABLE