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Agenda Item: 12(a) |
Prepared By: Timothy E. Pinter, P.E., Director |
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Business: Award of Contract |
Department: Public Works Engineering |
Subject:
Title
Award of Contract for Landscape Maintenance Services
Body
BACKGROUND:
The current Landscape Maintenance Contract No. 16-014 was awarded for an initial 3-year term (March 14th, 2016 to March 14th, 2019) with a possibility of a one 3-year extension until March 14th, 2022. In a renewal letter initiated by the City dated February 8th, 2019, Affordable Landscaping Services agreed to renew their contract under the same terms, conditions and pricing until March 14th, 2022. However, after Council discussion, on February 19th, 2019 City Council only approved a 6-month extension of this contract and directed the City Manger to rebid this service.
On July 24th, 2019 staff advertised RFP No.19-017 for landscaping services. Bids were received and opened on September 5th, 2019. Three (3) bids were received for the following categories:
1. Roadway Medians
2. Roadside Trees
3. Bridges (riprap and landscaped areas of the approach ramps, sides and underneath the bridge abutment embankment slopes)
4. Miscellaneous City owned vacant lots and Right-of-Ways
5. Public Parks and Open Spaces
6. Athletic Fields
7. Government Facilities (includes all water and sewer utility plant locations)
Landscape proposers could bid on all or any of the seven (7) sections. The following is the results of the bid opening, along with the current Contract values:
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2019 Current Contract Pricing |
Affordable Landscape |
Florida Evergreen |
Superior Lawn |
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Consolidated Project Costs |
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I Medians |
$260,328.00 |
$426,617.00 |
$272,735.35 |
$498,727.00 |
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$272,735.35 |
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II Road trees |
$37,320.00 |
$29,506.13 |
$49,527.63 |
$109,187.00 |
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$29,506.13 |
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III Bridges |
$33,888.00 |
$47,607.03 |
$51,140.29 |
$80,783.00 |
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$47,607.03 |
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IV Misc. lots |
$26,571.00 |
$108,731.17 |
$287,100.69 |
$243,642.00 |
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$108,731.17 |
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V Parks |
$261,634.00 |
$370,055.06 |
$225,341.33 |
$385,715.00 |
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$225,341.33 |
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VI Ath fields |
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$66,189.00 |
$259,601.58 |
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$66,189.00 |
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VII Gov facil |
$117,230.00 |
$191,387.03 |
$176,553.12 |
$331,116.00 |
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$176,553.12 |
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Totals: |
$736,971.00 |
$1,240,092.42 |
$1,321,999.99 |
$1,649,170.00 |
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$926,663.13 |
Based on the submitted bids, if these services are awarded to the lowest total bidder, then Affordable Landscape at $1,240,092.42 could be selected.
If these services are awarded based on the lowest individual service categories then both Affordable Landscaping and Florida Evergreen could be selected at a total cost of $926,663.13.
FUNDING SOURCE / FISCAL IMPACT: FY2020 proposed budget contains a total of $717,661.00 from a combination of Public Works and Water and Sewer funding sources.
RECOMMENDATION: Staff has reviewed the submitted bid documents and the City of Marco Island Codes of Ordinances, Chapter 2, Article V, Division 2, Section 2-260 Rejecting Bids: Negotiation which outlines that the bids can be rejected if: (2) They are materially higher than expected; (4) Sufficient funds are not available. Since all the bid responses to RFP No. 19-017 meet these two conditions, staff recommends rejecting the bids for RFP No. 19-017 and extending the existing Contract 16-014 for the remainder of its term until March 14th, 2022.
POTENTIAL MOTION: “I move to reject the bids on RFP No. 19-017 and to extend the existing Contract No. 16-014 for the remainder of its term until March 14th, 2022.”