Placement: Consent Agenda
Action Requested: Motion / Vote
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Award Contract #20200112 Mowing and Landscape Maintenance Services for Various Locations Throughout Port St. Lucie with Juniper Landscape of Florida LLC and Brightview Landscape Services, Inc.
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Submitted By: Shelby Dolan, Procurement Agent II, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of safe, clean, and beautiful.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Shelby Dolan, Procurement Agent II, PMD.
2. Parties: City of Port St. Lucie , Juniper Landscape of Florida LLC & Brightview Landscape Services, Inc.
3. Purpose: To provide mowing and landscape maintenance services throughout the City.
4. New/Renewal/Modified: New.
5. Duration: One-year with the option for two additional two-year renewals.
6. Benefits to Port St. Lucie: Provide mowing and landscape maintenance services at various locations for an attractive landscape appearance throughout the City.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual expenditure for FY 2022 for Juniper Landscape of Florida LLC is $1,332,795. The estimated annual expenditure for FY 2022 for Brightview Landscape Services, Inc. is $688,354 based on appropriation in the City Budget. All future expenditures will be as budget allows per the unit prices identified in the contracts.
Presentation Information: N/A.
Staff Recommendation: Move that the Council award Contract #20200112 and enter into a fixed unit price contract with Juniper Landscape of Florida LLC for Service Areas #1, #2, #4 & #5 and Brightview Landscape Services, Inc. for Service Area #3 for the Mowing and Landscape Maintenance Services throughout Port St. Lucie.
Alternate Recommendations:
1. Move that the Council amend the recommendation and award Contract #20200112.
2. Move that the Council not approve Contract #20200112 and provide staff with direction.
Background: The City has an estimated 771 acres of medians and adjacent property with approximately 1,185,615 linear feet of roadway and sidewalk edges that require median mowing and landscape services. The mowing and landscape maintenance services for the identified areas are Service Area #1 Crosstown, Service Area #2 Eastern side of the City, Service Area #3 Western side of the City, Service Area #4 City Center, and Service Area #5 MidFlorida Event Center. Each location has a specified number of rotations for the mowing and landscape maintenance services to be performed on scheduled days during each month. The services include, but are not limited to, mowing, edging, weed removal and control, cleanup of debris and trash removal, ground cover and shrubbery maintenance, and providing detailed summaries of daily activities.
An RFP was issued on April 19, 2021 to 528 potential suppliers with 38 listed as plan holders and 8 supplemental suppliers. The City received 8 proposals with 3 being deemed non-responsive on June 9, 2021.
Issues/Analysis: Staff has reviewed the 5 proposals and forwarded a copy to the RFP Evaluation Committee for Individual Scoring.
The Evaluation Committee meet on July 7, 2021 to discuss the proposals and individual scores. Based on the scores the Committee recommended moving forward with Presentations/Question & Answers with the 4 top ranked companies:
1. Brightview Landscape Services, Inc.
2. Juniper Landscaping of Florida LLC
3. Mainguy Landscape Services.
4. Sunshine Land Design, Inc.
On July 26, 2021 the Committee met with the 4 top ranked companies for Questions and Answers and based on the responses received, it was determined to move forward with negotiations with only 3 of the 4 companies:
1. Brightview Landscape Services, Inc.
2. Juniper Landscape Services of Florida LLC.
3. Mainguy Landscape Services.
Negotiations began on August 10, 2021 and concluded on October 26, 2021. Based on the final submittals the department has recommended to move forward with the following for the identified five locations:
• Section #1- Crosstown: Award this area to Juniper Landscape of Florida LLC as they provided the most comprehensive plan, for this site and being a local vendor with a facility in the city limits rather than the lowest responsive vendor, Juniper’s bid was only $385.00 higher than the City’s cost estimate.
• Section #2- Eastern: Award this area to Juniper Landscape of Florida LLC as they provided the most comprehensive plan for this site and being a local vendor with a facility within the city limits and their familiarity with the project, which is reflected in their proposal, gave staff the reassurance on what is expected from them. Juniper’s bid was only $12,000 higher than the City’s cost estimate.
• Section #3- Western: Award this area to Brightview Landscape Services, Inc. During the second round of negotiations with Brightview and their revised pricing, the City again expressed a high degree of concern due to the price disparity. They stated again that the price was intentionally bid that way because they wanted a presence in the Tradition market, being $257,000 lower than the next responsive vendor and $372,000 below staff’s cost estimate.
• Section #4 and #5- Award these areas to Juniper Landscape of Florida LLC. They provided the lowest price and the most comprehensive business plan for this site.
Financial Information: Funds are available in the Public Works/Stormwater/Greenbelt & Waterway Maintenance/Citywide Median Mowing (#104-4127-534116-00000) and Road and Bridge/Greenbelt & Waterway Maintenance/Citywide Median Mowing (#401-4127-534116-00000).
Special Consideration: N/A.
Location of Project: Various Locations.
Attachments:
1. Location Maps.
2. Bid Tabulation Report.
3. Brightview Contract.
4. Juniper Landscape Contract.
5. Recommended Proposal (Brightview).
6. Recommended Proposal (Juniper).
7. Bid Documents.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 6398.
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.