Title
Discuss and Consider Awarding an Annual Contract to Yellowstone Landscape in the Amount of $34,762 for Grounds Maintenance of City Properties and Sites
Requested Action
Consider Awarding Annual Contract
Recommendation
Approve Award of Annual Contract
Description/History
In a continuing effort to provide grounds maintenance services for City property in the most cost effective manner, the Parks and Recreation Department has gradually outsourced grounds maintenance services for park and municipal properties since 2005. The contract mowing program has allowed the City to increase the level of service to the citizens by using contractors to mow, edge, and blow turf area while in-house staff concentrates on high end maintenance such as chemical applications, fertilization, botanical, and irrigation.
This contract is for weekly/bi-weekly grounds maintenance of 28 city properties and municipal facilities. The full contract amount is $111,113.85, with $76,351.85 covering properties funded in the General Fund and $34,762.00 covering parks and recreation facilities funded by the Mansfield Park Facilities Development Corporation. Services include mowing, trimming, edging and litter removal services. City staff will be responsible for monitoring contractor performance on a daily basis to ensure compliance with maintenance standards and specifications.
Requests for bids were advertised in the Star Telegram on February 2, 2024 and again on February 9, 2024. A mandatory pre-bid meeting was held on February 15, 2024, with four companies submitting sealed bids on March 7, 2024. Staff reviewed and evaluated the bids and worked with the Legal Department to ensure all bid requirements were met. It was determined that Yellowstone Landscape was the successful “best value” bidder. The initial contract term is for one year and will be reviewed annually to determine subsequent renewal terms. At the City’s option, this contract shall be renewable for four (4) additional one-year renewal periods.
Justification
Contracting the maintenance developed and undeveloped park sites, city properties and municipal sites will free up staff and allow them to concentrate on other high end maintenance areas. This allows the City to be able to maintain current and future facilities without the cost of adding personnel and equipment.
Funding Source
General Fund
MPFDC ½ cent sales tax
Prepared By
Brian Coatney, Interim Assistant Director of Parks & Recreation
Brian.Coatney@mansfieldtexas.gov
817-728-3391