HomeMy WebLinkAboutItem 09 - Grounds Management Services 'TEN
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
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FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: JANUARY 17, 2012
SUBJECT: APPROVAL TO RENEW A CONTRACT FOR BID 350-2011
GROUNDS MANAGEMENT SERVICES
RECOMMENDATION:
City Council to consider approval to renew a contract of Bid 350-2011 for grounds
management services for various departments administrated by the Parks and
Recreation Department with VMC Landscape Services. The annual estimated
expenditure is $1,294,404.
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/Lake-Parks/Professional Services
200-43350-531-2....Utility Enterprise Fund/Wastewater/Building Maintenance
200-44540-530-2... Utility Enterprise Fund/Wastewater/Professional Services
116-43301-535-1....Storm Drainage Utility Fund/Transportation infrastructure
Maintenance/Administration
115-44540-350-01...Convention and Visitors Bureau Fund/Administration/Professional
Services
115-44540-350-03...Convention and Visitors Bureau Fund/Convention Center/
Professional Services
115-44540-350-05...Convention and Visitors Bureau Fund/Festivals/Professional
Services
816-43350-104-01...Heritage Foundation/Nash Farm/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). Advertisement for Bid 350-2011 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 an annual fixed pricing contract for grounds
maintenance services which includes mowing, litter control, weed abatement,
fertilization, herb icideslpesticid es/fu ngicide application and land scapelirrigation services
to be performed at various parks, medians, right-of-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 Services.
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/references, and equipment/vehicles. The recommendation
of the committee was to accept the best value bid from VMC Landscape Services.
The contract period was for one year with four optional one year renewals. VMC
Landscape Services has provided service to the City of Grapevine in the past with
satisfactory results.
This request for renewal would be the first of four, one year options to be used.
Staff recommends the first annual contract renewal be awarded to VMC Landscape
Services for grounds management services.
BS