Title
Resolution to Approve a One (1) Year General Services Contract with RNA Michigan Holdings, LLC for Right-of-Way Mowing and Landscaping Services, ITB-4727 ($171,655.00)
Memorandum
Attached for your review and approval is a resolution to approve a one (1) year contract with RNA Michigan Holdings, LLC for up to $171,655.00 for right-of-way mowing and landscaping services.
Staff worked with the Procurement Office to prepare and issue ITB-4727 for a 2-year general services contract for weekly mowing of traffic islands and the water resource recovery plant, bi-weekly mowing of other City-owned properties, bi-annual right-of-way mowing/brush clearing, guardrail trimming and landscaping services. ITB-4727 was advertised on the City’s Website and on the Michigan Inter-governmental Trade Network (MITN) website. Six (6) bids were received and publicly opened on March 7, 2023. Lansing Real Green Lawn Care, Inc was the lowest responsible bidder. Council awarded a two (2) year contract to Lansing Real Green Lawn Care, Inc on April 17, 2023, R-23-126.
Lansing Real Green Lawn Care, Inc was unable to perform the services outlined in the contract. RNA Michigan Holdings, LLC was the second lowest responsible bidder and was issued a best source purchase order to take over the right-of-way mowing and landscaping services work in early September at the pricing in its proposal response to ITB-4727. They routinely performed all of the work outlined in the contract on time for the remainder of the growing season. RNA Michigan Holdings, LLC has provided these mowing services for the City in the past.
Staff now requests approval of a 1-year best source contract with RNA Michigan Holdings, LLC for the second year of these mowing services as contemplated in ITB-4727.
Budget/Fiscal Impact: Funding is available in the appropriate approved FY24 Operations and Maintenance budgets and will be available in subsequent annual budgets if so, approved by City Council.
RNA Michigan Holdings, LLC, DBA RNA Facilities Management complies with the City’s Non-Discrimination and Living Wage ordinances.
Staff
Prepared by: Paul Matthews, Interim Public Works Manager
Reviewed by: Brian Steglitz, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Public Works needs to contract for right-of-way mowing and landscaping services;
Whereas, Six competitive bids (ITB-4727) were received on March 7, 2023;
Whereas, Lansing Real Green Lawn Care, Inc was determined to be the lowest responsible bidder, and entered into a contract for the services but was unable to perform the services outlined in the contract;
Whereas, To complete the remainder of the first year of the mowing services, the City approached the second lowest bidder, RNA Michigan Holdings, LLC, who was willing to perform the services at the prices in its original bid and was issued a best source purchase order to take over the right-of-way mowing and landscaping services work in early September;
Whereas; A contract is sought at this time to increase the best source purchase order and extend the work into the second year as outlined in the ITB-4727;
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 Michigan Holdings, LLC is for one year and up to $171,655.00 in services per year, subject to the availability of funding with the option to extend for one additional 2-year period; and
Whereas, RNA Michigan Holdings, LLC complies with the City’s Non-Discrimination and Living Wage ordinances;
RESOLVED, That City Council approve a General Services Contract with RNA Michigan Holdings, LLC in the amount not to exceed $171,655.00, for the period of April 15, 2024 through April 15, 2025, subject to the annual appropriation of funds, for mowing and landscaping services;
RESOLVED, That the City Administrator be authorized to extend the agreement for one additional two-year period with a one-time 3% cost escalator providing both parties agree to an extension and subject to the availability of funds;
RESOLVED, That an annual contingency in the amount of $7,000.00 be established within the $171,655.00 annual cap, and be available for the addition of mowing areas within the City, extra cuts where needed and or additional landscaping services and that the City Administrator be authorized to approve change orders not to exceed the contingency amount;
RESOLVED, That the Mayor and Clerk be authorized and directed to execute the contract, 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.