Agenda

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Item # 9.

Work Session and Regular Meeting

Meeting Date:	12/11/2018
Department:	Parks & Recreation
Pillars:	Excellence in Asset Management
Milestones:	Improve communications and the use of technology

AGENDA CAPTION:

Consider Action to Approve a Resolution for a Contract Agreement for Turnkey Landscape & Irrigation Maintenance for Vitruvian Park, Surveyor Water Tower & Demonstration Gardens along with Medians on Spring Valley Road, Belt Line Road, Midway Road, Arapaho Road and Dallas Parkway Rights-of-Ways to Carruther's Landscape Management, Inc. and Authorize the City Manager to Execute the Agreement in an Amount not to Exceed $96,000.

BACKGROUND:

The Parks department manages the contract for the landscape maintenance of Vitruvian Park, Belt Line Road (between Marsh and the Dallas North Tollway) and the Surveyor Water Tower & Demonstration Gardens. The existing contract for this work expires December 31, 2018. The Parks department rebid the contract and also included additional areas in the bid. Those additional areas include the landscape maintenance of medians on Spring Valley Road, Belt Line Road (from North Dallas Tollway to Preston Road), Midway Road and Arapaho Road along with the landscape maintenance for the Dallas Parkway Right-of-Way. The additional areas added to the landscape maintenance contract are funded from the reallocation of a Groundskeeper III position to maintenance contracts. The scope of work includes turnkey landscape maintenance for all lawn, trees, shrubs, turf, ground cover, annuals, perennials and irrigation.

A bid was posted to Bidsync October 11, 2018 and was closed on November 6, 2018. Two (2) vendors submitted bids:

Vendor	Bid Amount
Carruther’s Landscape Management, Inc.	$96,000
Greener Pastures Landscape, LLC	$693,922

Carruther's Landscape Management was the lowest responsible bidder. The Town inquired of Greener Pastures why their bid was significantly higher than the current contract the Town has in place. Greener Pastures informed the Town that they miscalculated their bid. Carruther's currently maintains other landscape areas for the Town and has a good working relationship with the Town. Staff recommends awarding the contract to Carruther's Landscape Maintenance, Inc.

This is an annual renewable contract that can be extended for five (5) twelve-month periods under the same terms and conditions as the original contract.

The total annual cost will not exceed $96,000. The budgeted amount for this item is $106,650 in the Parks Department Budget in the General Fund.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - Contract Agreement with Carruthers Landscape Management
Bid Packet - Landscape and Irrigation Maintenance