Title
Resolution to Award a Two (2) Year Contract for Right-of-Way Mowing and Landscaping Services to RNA Facilities Management, ITB-4662 ($122,918.00 annually; $245,836.00 for two years)
Memorandum
Attached for your review and consideration for approval is a resolution authorizing a 2-year contract with RNA Facilities Management for up to $122,918.00 annually for right-of-way mowing and landscaping services.
ITB-4662 was advertised on the City’s Website and on the Michigan Inter-governmental Trade Network (MITN) website. Four (4) bids were received and publicly opened on February 11, 2021. RNA Facilities Management was the lowest responsible bidder for weekly mowing of traffic islands and the wastewater treatment plant, bi-weekly mowing of other City-owned properties, bi-annual right-of-way mowing/brush clearing and landscaping services.
The four bidders were:
1. RNA Facilities Management
2. Evergreen Maintenance
3. U.S. Lawns of Ann Arbor
4. KBK Landscaping
Budget/Fiscal Impact: Funding is available in the appropriate approved FY21 Operations and Maintenance budgets and will be available in subsequent annual budgets if so approved by City Council.
RNA Facilities Management complies with the City’s Non-Discrimination and Living Wage ordinances.
Staff
Prepared by: Paul Matthews, Public Works Assistant Manager
Reviewed by: Molly Maciejewski, Public Works Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, Public Works would like to award a contract for right-of-way mowing and landscaping services;
Whereas, Four competitive bids (ITB-4662) were received on February 11, 2021;
Whereas, RNA Facilities Management was determined to be the lowest responsible bidder for weekly mowing of traffic islands and the wastewater treatment plant, bi-weekly mowing of other City-owned properties, bi-annual right-of-way mowing/brush clearing and landscaping services;
Whereas, Additional needs may arise requiring additional mowing areas, extra cuts and or additional landscaping services;
Whereas, The term of the proposed contract with RNA Facilities Management is for two years and up to $122,918.00 in services per year, subject to the availability of funding; and
Whereas, RNA Facilities Management complies with the City’s Non-Discrimination and Living Wage ordinances;
RESOLVED, That Council approve a contract with RNA Facilities Management in the amount not to exceed $122,918.00 annually, for the period of April 15, 2021 through April 15, 2023, subject to the annual appropriation of funds;
RESOLVED, That continuation of this contract after the first year is subject to the availability of funding in the approved budget;
RESOLVED, That an annual contingency in the amount of $7,000.00 be established within the $122,918.00 annual cap, and be available for the addition of mowing areas within the City, extra cuts where needed and or additional landscaping services;
RESOLVED, That the City Administrator be authorized and directed to execute the contracts with RNA Facilities Management, subject to approval by the City Administrator as to substance and subject to approval by the City Attorney as to form; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.