Title
Resolution to Ratify Emergency Contract with United Lawnscape, LLC for Seasonal Mowing and Trimming ($44,940.00)
Memorandum
Attached for your review and approval is a resolution that ratifies the emergency contract for Seasonal Mowing and Trimming services with United Lawnscape, LLC (“United”) at a contract amount of $44,940, to replace Green Vision Lawn & Landscaping.
On April 6, 2015, City Council approved a resolution R-15-114, ITB 4364 awarding KBK Landscaping and Green Vision Outdoor Services a Mowing and Trimming Contract for three years with an option to renew the contract for up to two (2) one (1) year periods. The ITB was divided into 5 sections, KBK Landscaping was awarded sections C (Other City), D (Parks Other), and E (Rec & Ed); Green Vision was awarded sections A (Traffic Islands), and B (WWTP). A traffic island area (Signature Boulevard) that was inadvertently omitted in the bid documents was added before the Green Vision contract was executed, adding a season price of $51.58 to the contract. A change order was done on the Green Vision contract on June 22, 2015, for an area (Revena Place), also inadvertently omitted on the original bid, adding a season price of $255.92 to the contract. The contract allowed for addition of these areas, and the amounts fell within the contingency approved by City Council.
This spring an offer to extend the contract was made and accepted by KBK Landscaping Inc. and Green Vision Outdoor Services. Subsequently, Green Vision rescinded their acceptance. Because of the immediate need for mowing services, staff reached out to the other bidders of ITB 4364 in order of the next lowest bid. There were four bidders who successfully bid on ITB 4364 - Seasonal Mowing Services. United Lawnscape, LLC was the fourth lowest bidder and has agreed to mow the locations originally awarded to Green Vision for the amount submitted on their 2015 bid. United has added $140.00 as the season price for each of the two areas not included in the bid documents (Signature Boulevard and Revena Place), which adds a total of $280 to their original bid amount.
On April 25, 2018, the City Administrator signed an Emergency authorization, attached, so United could begin mowing immediately. The dollar amount in the authorization memorandum approved an amount $140 above United’s original bid amount to cover the Revena Place area, but missed the additional $140 for the Signature Boulevard area. The contract submitted for approval by this resolution includes that amount.
Public Works will solicit bids for the next Mowing Season, FY19/FY20
United Lawnscape, LLC complies with the City’s non-discrimination and living wage ordinances.
Staff
Prepared by: Molly Maciejewski, Public Works Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, In 2015 Council approved a Seasonal Mowing and Trimming Contract for three years with an option to renew the contract for up to two one-year periods with Green Vision Outdoor Services and KBK Landscaping Inc.;
Whereas, KBK Landscaping Inc. and Green Vision Outdoor Services accepted a one-year contract extension, but Green Vision Outdoor Services later rescinded their acceptance of the extension;
Whereas, The City had an immediate need to secure mowing services for this mowing season;
Whereas, Staff requested mowing services from the other bidders from ITB4364 for this mowing season and United Lawnscape, LLC agreed to mow the locations originally awarded to Green Vision for the amount submitted on their 2015 bid ($44,660), and to mow two areas added to Green Vision’s contract for prices that are reasonable ($140 each);
Whereas, The City Administrator signed an Emergency authorization so United could begin mowing immediately;
Whereas, United Lawnscape, LLC complies with the City’s non-discrimination and living wage ordinances; and
Whereas, Funding for these services is available in the approved Sewage Disposal System, Wastewater Treatment Plant Maintenance Fund, Metro Expansion Right of Way Maintenance Fund and General Fund - Public Works Parks & Public Space Maintenance;
RESOLVED, That City Council ratify the emergency contract with United Lawnscape, LLC for Seasonal Mowing and Trimming Services in the amount of $44,940.00; and
RESOLVED, That the City Administrator be authorized to take any other necessary administrative actions to implement this resolution.