Placement: Consent Agenda
Action Requested: Motion / Vote
title
Ratify Original Contract and Amendment #1 and Approve Amendment #2 to Renew Contract #20220037 for Mowing and Grounds Maintenance Services for Lift Stations.
body
Submitted By: Nathaniel Rubel, Procurement Assistant Director, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of safe, clean, and beautiful.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Nathaniel Rubel, Procurement Assistant Director, PMD.
2. Parties: City of Port St. Lucie and Mow 4 Less Lawn Care LLC.
3. Purpose: The Utility Systems Department (“USD”) requires the services of a vendor for mowing and maintaining the grass around USD Lift Stations.
4. New/Renewal/Modified: Renewal.
5. Duration: The initial Contract term was three years with two additional, two-year renewal options. Amendment #2 renewal would exercise the first renewal option and extend the Contract to July 1, 2027.
6. Benefits to Port St. Lucie: This service will ensure that USD Lift Station sites remain in compliance with the City’s Code of Ordinances for landscaping requirements as it relates to high grass and weeds.
7. Cost to Port St. Lucie (Annual and Potential): The current contract amount is $58,312.00/year. Future expenditure will be appropriated in each fiscal year budget.
Presentation Information: N/A.
Staff Recommendation: Move that the Council ratify the original Contract and Amendment #1 and approve Amendment #2 to renew Contract #20220037 for Mowing and Grounds Maintenance Services for Lift Stations.
Alternate Recommendations:
1. Move that the Council amend the recommendation and ratify the original Contract and Amendment #1 and approve Amendment #2 to renew Contract #20220037 for Mowing and Grounds Maintenance Services for Lift Stations.
2. Move that the Council not ratify the original Contract and Amendment #1 and not approve Amendment #2 to renew Contract #20220037 for Mowing and Grounds Maintenance Services for Lift Stations and provide staff with direction.
Background: The USD currently has 68 lift stations where the grass is maintained by an outside contractor to ensure the lift stations throughout the service area stay in compliance with the City Code of Ordinances.
An E-Bid was issued on March 10, 2022, to 688 potential suppliers. There were 15 planholders with 3 bids being received on April 15, 2022. After the bid opening, one of the bidders withdrew their bid due to capacity restraints. Staff reviewed the remaining two bids and found that the bid from Mow 4 Less Lawn Care LLC provided the best value to the City.
Issues/Analysis: Although the Contract with Mow 4 Less Lawn Care LLC was obtained through a formal competitive bid process, upon review of the file at renewal it was noticed that it had inadvertently not been brought to Council for approval. Therefore, staff is requesting Council to ratify the original Contract and Amendment #1 and approve Amendment #2 to renew Contract #20220037 with Mow 4 Less Lawn Care LLC.
Financial Information: Funds are appropriate in Utility Systems account (431-3380-53400).
Special Consideration: N/A.
Location of Project: Various locations throughout the City.
Attachments:
1. Amendment #2.
2. Amendment #1.
3. Original Contract.
4. Notice of Award.
5. Bid Tabulation.
6. Mow 4 Less Bid Submission.
7. E-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: 25079-10; 7877.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.