From
Linda Townley
Title
Reject renewal option of contract with American Landscape Systems and award new contract to the recommended secondary best value contractor, Terracare Associates, LP (Successor & interest to VMC Landscape Services), for landscape maintenance services at Central Park and IH30 Park & Ride with an estimated annual cost of $195,290.87 for one year; option to renew for (3) three additional one year periods totaling $781,163.48, if all extensions are exercised; and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms
Presenter
Rick Herold, Director of Parks, Arts and Recreation
Recommended Action
Approve
Analysis
The original bid was awarded to American Landscape Systems at the March 3, 2015 City Council meeting in the amount of $111,310.00 This contract has been in place for one year and American Landscape Systems has submitted a letter stating they were not interested in renewing the contract due to financial reasons. In the
March 3, 2015 Council Communication, Terracare Associates (Successor & interest to VMC Landscape Services) was recommended as the secondary best value in case the original bidder was unable to perform. Terracare Associates, LP. has also submitted a letter stating they will honor their original bid and would like to be awarded the remainder of the original contract.
Upon award, City Manager will be authorized to execute Change Order #1 in the deductive amount of $23,870.38, revising the contract amount to $171,420.49 for reduction in maintenance area due to the construction of the EPIC.
Original Bid: Notice of bid #15060 was viewed by 48 vendors. A total of 6 bids were received in the office of the Purchasing Manager on February 4, 2015 ranging from a low of $110,302 to a high of $233,158. The bid format included a best value matrix, considering the vendors bid amount, professional experience, personnel, equipment and resources. The low bidder, Good Earth, rescinded their bid. The review committee results identified American Landscape Systems as the best value bid for this contract. VMC was recommended as the secondary best value.
The proposed contract was presented to and approved by the Finance and Government Committee on April 5, 2016.
Financial Consideration
Funding for this contract is available in the Storm Water Operating Fund Mowing Account (318010-61225) in the amount of $148,495.62; and Park Venue Mowing Operating Fund; Mowing Contract Account (351510-61225) in the amount of $46,795.25.