Title
Consider Awarding an Annual Contract to Earthworks, Inc. in the Amount of $97,450 for Mowing of Developed and Undeveloped Park Sites
Requested Action
Consider Awarding an Annual Contract to Earthworks of Lillian, Texas in the Amount of $97,450 for Mowing of Developed and Undeveloped Park Sites
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 24 developed and undeveloped parks, city properties, and municipal sites. The full contract amount is $164,770, with $67,320 covering 13 properties funded in the General Fund and $97,450 covering nine parks 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 July 13, 2016 and July 20, 2016. Three professional landscape maintenance companies attended the mandatory pre-bid meeting on July 28, 2016, with two companies submitting sealed bids on August 11, 2016. Staff reviewed and evaluated the bids and worked with the Legal Department to ensure all bid requirements were met. It was determined that Earthworks, Inc. 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 with Earthworks, Inc. to maintain developed and undeveloped park 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
MPFDC ½ cent sales tax
Prepared By
Matt Young, Director of Parks and Recreation
Matt.Young@mansfieldtexas.gov
817-804-5798