AGENDA MEMORANDUM

 

Meeting Date:           March 10, 2008

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing an agreement with Annan Landscape, Inc. to provide landscape maintenance services along Highway 441 between College Drive and CR-473

 

 

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of the agreement with Annan Landscape, Inc. for an annual cost of $61,880.00.

 

Analysis:

The purpose of this project is to contract with a qualified firm to provide landscape maintenance services along Highway 441 between College Drive and CR-473.  The services to be provided will include turf maintenance; vegetation maintenance; herbicide and pesticide application; annual mulching; trash/litter pickup; and irrigation maintenance. 

 

Phase 1 of the Highway 441 landscaping installation has been completed.  As part of the installation, the installing vendor was responsible for maintaining the area for a period of 12 months.  The 12 month period expires March 2008.  The installing contractor has been maintaining only those areas they installed.  The new contract will include areas of Bahia grass that were not part of the original installation.  The total distance to be maintained is 1.67 miles of right-of-way and median. 

On January 7, 2008 the Purchasing Division issued bid number 80101 soliciting qualified firms to submit pricing to maintain the area on an annual basis.  On January 31, 2008 responses from 13 firms were received.  An annual budget amount of $109,000 for this project was provided.  Bid amounts received ranged from a low $31,716.00 to a high of $114,494.00.

 

The Parks & Recreation Department and Purchasing Division evaluated the bids received.  With such a large difference between the low and high bid a vendor had to be identified taking into consideration their experience, qualifications, certifications, staffing, and the ability to provide the materials and services requested for the bid amount submitted.  Staff, in their professional opinion, determined the two lowest bids were not reasonable For example, a once per year mulching of the area will cost approximately $20,000 just for the hardwood mulch.  The 3rd  and 4th lowest bidders, Fullers Lawncare and Annan Landscape respectively, were identified as most reasonable in their bid amount.  A full listing of the bid amounts is included at the end of this document.   Staff then looked to the other factors that will make a firm successful on this project.   Staff determined Annan Landscape has experience similar to this project, as well as sufficient staffing, Maintenance of Traffic Certification, and  herbicide & pesticide application certifications.  The Purchasing Division performed a detailed reference check for Annan Landscape. All performance surveys returned were favorable.  Of the three surveys returned,  two rated Annan as excellent and the third rated them as very good.  None of the respondents had any negative things to report for this company.

 

City staff feels Annan Landscape will be able to perform the services required for the cost they submitted.  The term of the initial Agreement will be for a three-year period with an option to renew for up to three additional one-year periods.

 

Summary of Bid Responses

 

 

FIRM NAME

ANNUAL BID AMOUNT

Begley’s Cleaning

$31,716.00

Bon Terre Group

$41,980.72

Fullers Lawn Care

$59,375.00

Annan Landscape *

$61,880.00

One Source Landscape

$76,418.35

Reed Landscaping

$84,854.00

K & P Lawn Maintenance

$88,992.00

Rudy Webber Concrete

$89,550.00

Boone Improvements

$92,409.00

Vila and Son **

$98,102.83

Environmental Innovations

$102,546.00

Servello & Son

$109,000.00

DTE Landscape

$114,494.00

* Recommended Vendor

** Installation vendor and providing maintenance for 12 month period.

 

Options:

1.  Approve the Agreement with Annan Landscape, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

This will be an ongoing maintenance expense on an annual basis.  $109,000 was budgeted for the fiscal year.  Since this contract will only impact 7 months of this fiscal year, the City should save approximately $72,904 over the budgeted amount ($109,000-($61,880/12*7)=$72,904).  In order to continue the services, funds will need to be budgeted in subsequent fiscal years.  The Florida Department of Transportation (FDOT) will reimburse the City approximately $10,000 per year for maintaining the non-landscaped Bahia grass areas.

 

 


Submission Date and Time:    3/6/2008 11:53 AM____

 

Department: ___Parks & Recreation____

Prepared by:  ___Mike Thornton_______                     

Attachments:         Yes__X_   No ______

Advertised:   Yes_ Not Required ______                     

Dates:   ___January 7, 2008____________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. 001-8124-572-4625___

 

Project No. ___________________

 

WF No. ______________________

 

Budget  _ __$109,000____________

 

Available ___$109,000___________

 

 

 


 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH ANNAN LANDSCAPE, INC. TO PROVIDE LANDSCAPE MAINTENANCE SERVICES ALONG AND IN HIGHWAY 441 BETWEEN COLLEGE DR. AND CR-473; AND PROVIDING AN EFFECTIVE DATE.

 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

 

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement  with ANNAN LANDSCAPE, INC. whose address is 991 Explorer Cove, Suite 133, Altamonte Springs, Florida, 32701 for landscape maintenance services as specified pursuant to bid number 80101.

 

             THAT this resolution shall become effective immediately.

 

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __10th___ day of _March________ 2008.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk