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Item # 4.c.

City Council (FY24)

Meeting Date:	04/09/2024
Department:	Parks & Recreation
Key Focus Areas:	Infrastructure Development and Maintenance

AGENDA CAPTION:

Consider action on a Resolution approving an agreement with SRH Landscapes, LLC. for annual mowing and landscape maintenance for Addison Circle District, various town facilities, rights-of-way and beautification areas in an amount not to exceed $382,110; authorizing the City Manager to execute the agreement; and provide an effective date.

BACKGROUND:

The Parks & Recreation Department contracts out all mowing and some landscape maintenance in the Town of Addison. The Town has been managing two contracts for the maintenance of Addison Circle District, various town facilities, rights-of-ways and public beautification areas. The contracts are renewable for 4-5 years and have been performed by a single contractor. The maximum renewal periods had been met for these contracts and staff combined them into one contract, restructured the contract to be in a "pay as services are rendered" format, and issued a Request for Proposals on Periscope as Bid #24-123. The contract scope was also adjusted to eliminate pruning and chemical application because Park staff have begun performing these responsibilities in-house. Staff anticipated the bids to come in higher than the budgeted amount of $247,510. due to several factors:

The age and maturity of the canopy trees in Addison Circle District. The amount of leaf and acorn clean-up has increased significantly.
The competitive nature of the DFW market has resulted in pay for grounds crews significantly increasing.
Significant increase in the cost of fuel, equipment and overhead expenses experienced in the DFW region.

Bids were received on February 24, 2024. One proposal from SRH Landscapes, LLC was received. SRH's original proposal was much higher than anticipated, in the amount of $773,310. Staff met with SRH to understand the amounts included in the proposal. As a result of this meeting, staff negotiated the proposal with SRH and modified the scope of the project to eliminate leaf and acorn clean-up and mulching, resulting in a proposal amount of $382,110, which includes $10,000 in contingency funds for irrigation repairs that are performed on an as needed basis.

If Council approves the agreement with SRH Landscapes, Parks & Recreation staff will purchase additional equipment and hire staff to perform the scope items removed from SRH's proposal. Finance will issue a budget amendment to capture the additional maintenance costs if the contract is awarded by Council. The majority of the contract, $337,760, will be paid from the General Fund and $44,350 will be paid from the Hotel Fund.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - Landscape and Mowing Contract