HomeMy WebLinkAboutItem 04 - Grounds Management ServicesMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: February 1, 2011
SUBJECT: AWARD TO ESTABLISH AN ANNUAL CONTRACT FOR
GROUNDS MANAGEMENT SERVICES
RECOMMENDATION:
City Council to consider an award to establish an annual contract to VMC Landscape for
grounds management services. Annual expenditures will be limited to the budgeted
amount for this service at an estimated cost of $1,294,404.00.
FUNDING SOURCE:
Funds will be limited to the budgeted amount for the following accounts:
100- 44540- 312- 3 ...
General Fund / Parks Maintenance / Professional Services
119-44540-312-9 ...
General Fund 1 Lake -Parks 1 Professional Services
200-43350-531 -2....
Utility Enterprise Fund/ Wastewater 1 Building Maintenance
200- 44540 - 530 -2...
Utility Enterprise Fund/ Wastewater I Professional Services
116 -43301 - 535- 1....Storm
Drainage Utility Fund / Transportation Infrastructure
Maintenance / Administration
115- 44540 - 350- 01...Convention
and Visitors Bureau Fund / Administration 1 Professional
Services
115- 44540 - 350 -03... Convention and Visitors Bureau Fund I Convention Center 1
Professional Services
115- 44540 - 350- 05 ... Convention and Visitors Bureau Fund 1 Festivals/ Professional
Services
816-43350-104-01 ... Heritage Foundation 1 Nash Farms / Building Maintenance
BACKGROUND:
Bids were taken in accordance with Local Government Code Chapter 252, Subchapter
B, Section 252.021 (a) and Section 252.041 (a). The bid advertisement was posted in
the Fort Worth Star Telegram on November 24, 2010 and December 1, 2010. The bid
was opened publicly on December 17, 2010.
The purpose of this bid was to establish annual fixed pricing contract for Grounds
Maintenance services, including mowing, litter control, weed abatement, fertilization,
herbicides /pesticides /fungicide application and landscape /irrigation services to be
performed at various parks, medians, right -cf -ways, facilities, open spaces, and athletic
complexes within the City of Grapevine.
Along with the bid advertisement, staff sent out bid notifications to 21 vendors and
issued bids to four vendors. Due to the complexity of this contract a mandatory pre bid
meeting was held with three vendors attending. Staff received one bid from VMC
Landscape.
An evaluation committee independently evaluated the best value bid for the City of
Grapevine. Each committee member evaluated the bid based on the following criteria,
Operational Plan, Work history 1 references, and Equipment 1 vehicles. The
recommendation of the committee is to accept the Best Value Bid from VMC
Landscape.
The contract period is for one year with four optional one year renewals. VMC
Landscape has provided service to the City of Grapevine in the past with satisfactory
results.
Staff recommends an annual contract be awarded to VMC Landscape for ground
management services.
GR