Placement: Consent Agenda
Action Requested: Motion / Vote
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Award Contract #20220075 for Miscellaneous Mowing and Landscape Maintenance Services Throughout Port St. Lucie.
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Submitted By: Michelle Fentress, Procurement Agent I, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of safe, clean, and beautiful.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Michelle Fentress, Procurement Agent I, PMD.
2. Parties: City of Port St. Lucie and Batallan Enterprises, Inc. dba Property Works.
3. Purpose: To provide maintenance services for neighborhood signs, city signs, traffic calming areas and other miscellaneous locations throughout the City.
4. New/Renewal/Modified: New.
5. Duration: Three (3) year term with the option to renew for one (1) additional two-year term for a total of 5 years.
6. Benefits to Port St. Lucie: Includes having one (1) Service Contractor responsible and accountable for all the service locations included within this bid contract.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual expenditure for FY 2022-2023 is $94,248.00. All future expenditures will be as budget allows per the unit prices identified in the contract.
Presentation Information: N/A.
Staff Recommendation: Move that the Council award Contract #20220075 and enter into a fixed unit contract with Batallan Enterprises, Inc. dba Property Works for the Miscellaneous Mowing and Landscape Maintenance Services throughout the City.
Alternate Recommendations:
1. Move that the Council amend the recommendation and award Contract #20220075.
2. Move that the Council not approve Contract #20220075 and provide staff with direction.
Background: The Neighborhood Signs Program was developed and implemented by the Neighborhood Services Department in order to provide an identity to the various City neighborhood subdivisions and to instill pride in the neighborhoods. The initial maintenance of these neighborhood signs was provided by the Public Works Department. Due to the increasing number of neighborhood signs installed plus the need to maintain City signs and traffic calming areas, it became difficult to maintain an adequate level of service and quality of service on a regular basis. After inspections and analysis of this maintenance service at current staffing levels, it was determined that an outside maintenance contractor could better provide the level of service and quality of service that is expected by the City.
Maintenance services include: mowing, edging/string trimming, litter/debris removal, weed spraying/removal, pruning, pressure cleaning and mulch installation. The frequency of the maintenance services shall be twenty-four (24) occurrences per year which will enhance the beautification of the City through routine maintenance of the neighborhood signs, City signs, traffic calming areas and other miscellaneous areas.
An E-Bid was issued on July 20, 2022 to 351 potential suppliers. There were 33 plan holders with 5 proposals being received on August 26, 2022. There were 3 proposals that were deemed non-responsive due to missing mandatory documents.
Issues/Analysis: Staff has reviewed the proposals and finds that Batallan Enterprises, Inc. dba Property Works provides the best value to the City. Batallan Enterprises, Inc. dba Property Works is a new contractor with the City. Batallan Enterprises dba Property Works has current contracts with the City of Boynton Beach, City of West Palm Beach, Town of Jupiter, Town of Palm Beach, and St. Lucie County.
Financial Information: Funds are appropriated in the FY 2022-2023 in Neighborhood Services / Neighborhood Planning / Landscaping (#127-1520-534109-00000) and R&B Fund / Greenbelt & Waterway Maintenance / Citywide Median Mowing (#104-4127-534116-00000). The estimated cost split is $77,448 and $16,800 to the NSD fund and R&B fund, respectively.
Special Consideration: N/A.
Location of Project: Various Locations throughout the City.
Attachments:
1. Location Map.
2. E-Bid Tabulation Report.
3. Signed Contract.
4. Recommended Proposal.
5. 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: #8624
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.