CC MEETING: February 6, 2024
DATE: February 2, 2024
TO: Erin Rinehart, City Manager
FROM: Chrystal Davis, Assistant City Manager
Scott Whitaker, Director of Parks and Recreation
Title
Consider Approval Of RFP #24-007, Grounds Maintenance, For The Parks, Public Works, Fire, And Environmental Services Departments From Various Vendors In An Amount Of $709,000.00, Annually, For An Estimated Six-Year Total Of $4,254,000.00.
Body
BACKGROUND:
On December 28, 2023, the City of Carrollton issued RFP #24-007 for mowing, edging, trimming, and cleanup of turf on City properties, parks, medians, rights-of-way, and BNSF railroad crossings. Bid notifications were posted online, previous and interested vendors were contacted, and advertisements were placed in the Dallas Morning News. The RFP closed January 8, 2024, and nine (9) vendors submitted responses.
The award will be for the services listed above and for a two-year initial term. The award also includes two (2) additional, two-year renewal options, if mutually agreeable by the city and the vendors, for a potential six-year total contract.
FINANCIAL IMPLICATIONS:
The services on RFP #24-007 will be purchased from budgeted funds for the cost centers and the annual amounts as listed below.
DEPARTMENT LINE ITEM ANNUAL BUDGET AMOUNT
PARKS 353001-63010 $ 590,000.00
PUBLIC WORKS 405001-61190 $ 50,000.00
FIRE 232001-60210 $ 29,000.00
ENVIRONMENTAL SERVICES 261001-61190 $ 40,000.00
TOTAL $ 709,000.00
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with the City Council’s goals and objectives to properly manage infrastructure with fiduciary care.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommend that the best overall bids meeting specifications be awarded to the vendors noted below for an amount of $709,000.00, annually, for an estimated six-year total $4,254,000.00. The bid categories are as follows:
Category 1 - Public Works: Richmond & Associates (Primary), SLM (Secondary)
Category 2 - Parks: SLM (Primary), SRH (Secondary)
Category 3 - Parks: SLM (Primary), SRH (Secondary)
Category 4 - Environmental Services: Richmond & Associates (Primary), SRH (Secondary)
Category 5 - Parks: SLM (Primary), SRH (Secondary)
Category 6 - Fire: Richmond & Associates (Primary), LeFelton (Secondary)
Category 7 - Fire: Richmond & Associates (Primary), LeFelton (Secondary)
Category 8 - Fire: Richmond & Associates (Primary), LeFelton (Secondary)
Category 9 - Fire: Richmond & Associates (Primary), LeFelton (Secondary)