Title
Consider and take action on a resolution authorizing a two-year agreement with Seril, Inc. dba Houston Grotech for manicured mowing and landscaping services for Public Works Utility Facilities and roadway medians in an amount not to exceed $474,156 (Director of Public Works)
Background:
Approval of this resolution will authorize an agreement with Seril, Inc. dba Houston Grotech for manicured mowing and landscaping services for Public Works Utility Facilities and roadway medians from May 1, 2024 through April 30, 2026 in an amount not to exceed $474,156 with the option to renew for three (3) additional one-year periods.
The current manicured mowing contractor’s contract is a three-year term that would end on March 31, 2025. The contractor approached the City in January 2024 to discuss early termination of their contract because they felt that they could not continue services under existing contract pricing. Their increased cost of operation has been impacted by service market volatility, insurance cost, and labor market issues. The contractor submitted a termination notice on January 7, 2024 requesting to terminate the contract on March 31, 2024. The contractor also agreed to serve the City’s mowing needs through the end of April 2024 as a good faith courtesy while we transition to another contractor.
On February 1, 2024 the City released Request for Proposal (RFP) 24-013 Manicured Mowing Service (Public Works) for this item. Ten (10) sealed bids were received on February 27, 2024 with six (6) qualifying for evaluation, scoring, and potential award. Scope of work provides manicured mowing and incidental landscaping services for 14 water production sites, 50 wastewater sites, and 71 roadside/median locations. The qualified bidders were scored by a five-member evaluation team comprised of City Staff (Director of Public Work, Public Works Utility Manager, Public Works Manger, Wastewater Superintendent, and Public Works Supervisor). Scoring criteria included the four following categories:
Qualifications and Experience - 20 Pts
Project Methodology - 30 Pts
Pricing and Fees - 40 Pts
References - 10 Pts
Bid tabulation is as follows:
Annual Costs for Mowing Services:
Yellowstone (Score 372) $279,264.00
Seril, Inc. dba Houston Grotech (Score 359) $222,078.00
Rotolo (Score 349) $296,743.26
Brightview (Score 343) $196,999.38
Beach Town Lawn Services LLC (Score 261) $321,060.00
Ambassador Services (Score 206) $169,971.72
Staff also interviewed the two highest scoring bidders with Seril, Inc. being selected by five out of six members of the interview committee. Seril Inc. was selected due to their long-standing service provider history in the Houston area, sound business/financial capacity, and commitment to quality of service.
(Seril, Inc.) Two-Year Not to Exceed Contract Cost
• Exhibits B.1 - B.3 $444,156
• Exhibit B.4 Unit Pricing-Landscaping $16,000 ($8,000 Annual Estimate)
• Exhibit B.4 Unit Pricing - Unforeseen Additions $14,000 ($7,000 Annual Estimate)
Total $474,156 ($237,078 Annually)
The proposed annual contract value ($237,078) is an approximate 2 percent decrease in cost over the recently terminated annual contract value ($240,799).
Based on bid pricing and scoring results, staff recommends awarding RFP# 24-013 Manicured Mowing Service (Public Works) to Seril, Inc. in an amount not to exceed $474,156.
CONTRACT ORIGINATION: Agreement has been reviewed by the City Attorney’s Office.
Attachments:
1. Proposed Resolution
2. Exhibit A - Agreement with Seril, Inc. dba Houston Grotech
3. Recommendation Memorandum
4. Evaluation Scoring Matrix-Summary
5. Bid Tabulation
FUNDING
{X} Funds in the total amount of 474,156 will be split between the following departments Account #52150 Building & Ground Maintenance for fiscal years 2024-2026: The split will consist of $22,022 from Water Production Account #10207300-52150; $36,463 from Wastewater Account #10207500-52150; $55,053 from Streets Account #3300000-52150 for FY2024. The remaining $360,618 will be budgeted in FY2025 and FY2026 upon council approval.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Factor #1 - Develop and Maintain Infrastructure