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Date
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February 9,
2009
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Agenda
Item No. I-D Roll
Call No. 09-
Communication No. 09-074 Submitted by: Donald
M. Tripp Park
and Recreation Director |
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AGENDA
HEADING:
Approving proposals from various service providers
for the provision of mowing and trimming maintenance services for parks, open
spaces, boulevards and other City property and authorizing the City Manager to
negotiate and execute appropriate agreements.
SYNOPSIS:
Recommend approval of the Mowing and Trimming Evaluation
and Selection Committee’s recommendations to authorize the City Manager to negotiate
and execute contracts with the following;
A+ Lawn and Landscaping, (Mark Harpenau, Owner) 6990
N.E. 14th Street, Ankeny, Iowa 50023 for Mowing and Trimming
Services for parks (open spaces, boulevards and right of way) at a cost of
$20.00 per acre per cycle for an estimated annual cost
of $348,000, effective no later than April 1, 2009. Staff recommends a three
year contract with one three-year option to renew.
Lawn Plus, (Chad Smith, President) 5245 N.W. Beaver
Drive, Johnston, Iowa 50131 for Cemetery mowing and trimming services at a cost
of $30.00 per acre per cycle for an estimated annual cost of $31,000 effective
no later than April 1, 2009. Staff recommends a three year contract with one
three-year option to renew.
Kaldenberg’s PBS Landscaping, (Matt Kaldenberg, CEO/President)
5555 N.W. Beaver Drive, Johnston, Iowa, 50131 for cemetery trimming only
(Glendale and Laurel Hill) at a cost of $30.50 per acre per cycle and Martin
Luther King Jr. Parkway at a cost of $200.00 per cycle for an annual estimated
cost of $93,000, effective April 1, 2009 (Cemeteries) and December 15, 2009 (Martin
Luther King Jr. Parkway). Staff recommends a three year contract with one three-year
option to renew.
In accordance with the terms of the RFP, a timely
appeal has been received regarding the proposed award for Municipal Housing
vacant/scattered sites. Pending that
appeal, the recommendation for the award of that contract is not included for Council’s
consideration at this time.
FISCAL
IMPACT:
Amount: Estimated savings in Park and Recreation for parks
and cemeteries is approximately $400,000 annually. In addition, it is estimated
that Municipal Housing costs will increase by $1,300 from last year’s contract.
The fiscal impact for the Park and
Recreation Department is calculated on the associated re-organization within
the department based on approval of this Council item. Staff calculated the existing costs associated
with the management of the parks, open spaces, boulevards, swimming pools,
planting areas, playground inspections, shelter reservations, maintenance and
repair, etc. With the outsourcing of the
mowing and trimming, the staffing allocation was re-distributed based on the
remaining work elements to manage the contracts and maintain the remaining work
elements within the City’s park and open space system. The difference of this along with adding in
the contract cost for mowing and trimming in addition to snow removal in the
winter, from the lost labor, equated to an estimated savings of $400,000 with
the bid prices received through this RFP process.
Funding Source: (Operating Budget Book
ending FY2009)
Parks GE001 PKS070400
(Horticultural Maintenance), page 226, GE001, PKS010400 (Cemeteries), page 217.
Combined
Fiscal Impact of Privatization Proposals:
Initial
Estimate Revised
Estimate
Mowing
and Trimming $ 200,000 $ 400,000
Custodial – Airport 350,000 650,000
Custodial – Municipal Buildings
350,000 650,000
Custodial – Municipal Housing - 80,000
Animal Control 75,000 63,000
Sports Turf Maintenance 26,000
50,000
Subtotal of current proposals $ 1,001,000 $ 1,893,000
Golf (approved Dec. 22, 2008) 150,000
175,000
Total Privatization Savings $ 1,151,000 $
2,068,000
ADDITIONAL
INFORMATION:
The
Park and Recreation Department, along with other departments, was requested to
provide funding reduction ideas which could reduce operating costs of the
departments. In an effort to meet this budget objective, staff identified the
potential of expanding the outsourcing of mowing and trimming services on public
properties under the management of the Park and Recreation Department and other
City departments. A Mowing and Trimming Services
RFP was developed in cooperation with other City departments to provide mowing
and trimming services for parks, boulevards, cemeteries, open space, right-of-way
and Municipal Housing properties.
General
terms and conditions set forth in the RFP, which will be incorporated into the
negotiated agreement, include free use of the City’s mowing and trimming
equipment on City owned property only. The City shall maintain said equipment
however the Contractor shall pay of any damage caused beyond normal wear and
tear. The general care of the parks and open spaces as outlined in the RFP
mirror the current City operations regarding the type of work and number of
mowing cycles. Additionally, the awarded
proposer shall be required to submit a completion report to the assigned Park
and Recreation Department contact to verify the work was completed to the
City’s satisfaction for payment purposes.
Performance standards outlined within the RFP will be incorporated into
the final negotiated agreement and shall address the notice of default, cure
period and resulting action should the awarded proposer fail to cure an
identified default.
On
December 8, 2008, by Roll Call No. 08-2158, the City Council approved the
issuance of a Request for Proposals for mowing and trimming maintenance for
parks, open spaces and boulevards. Nineteen
(19) proposals were mailed and nine (9) companies submitted responses to this
RFP. The RFP responses were received by
the Procurement Administrator on January 26, 2009, and forwarded to the Evaluation
and Selection Committee comprised of City staff including Park and Recreation, Municipal
Housing and Finance Department staff. The
Evaluation and Selection Committee reviewed and scored the proposals and met on
January 30, 2009, to tally the individual proposal scores. The Committee
evaluated and scored the responses using the criteria established in the RFP,
including qualifications, experience, management and staffing, references and
expense to the City. Cost to the City
accounted for fifty percent of the points possible under the RFP criteria.
The
Evaluation and Selection Committee is recommending that the following areas of
mowing and trimming business be awarded as follows:
Ø Parks
(Right-of-Way, open space and medians) A+
Lawn and Landscaping
Ø Cemeteries
Lawn
Plus
Ø Cemeteries
(trimming only) Kaldenberg’s
PBS Landscaping
Ø
Ø Municipal
Housing – Manors A+
Lawn and Landscaping*
*The
Municipal Housing Agency is recommending rejecting all bids for mowing and
trimming services for the manors. This
work will be performed by existing staff at the buildings due to a
reorganization of their workloads and the sale of other Agency property.
Staff
also recommends that the City Manager or his designee be authorized and
directed to negotiate and execute appropriate contract agreements to provide mowing
and trimming services in accordance with the RFP documents and responses. The results of
this action will be an annual savings of $400,000 (parks) also requiring the lay-off of staff in the
Senior Horticultural Technicians, Horticultural Technicians and Park Technician
positions. However, each awarded
proposer has been requested to consider hiring City employees affected by the
impact of this recommendation.
PREVIOUS COUNCIL ACTION(S):
Date:
December 8, 2008
Roll Call Number:
08-2158
Action: Issuance of Request for Proposal
(RFP) for the following: (Council Communication No. 08-731) (B) Mowing and
trimming maintenance for parks, open spaces and boulevards. RFP Moved by Vlassis to adopt. Motion Carried 7-0.
BOARD/COMMISSION ACTION(S): NONE
ANTICIPATED ACTIONS AND FUTURE
COMMITMENTS: NONE
For more
information on this and other agenda items, please call the City Clerk’s Office
at 515-283-4209 or visit the Clerk’s Office on the second floor of City Hall,