Agenda

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10.

City Council Regular Meeting

Meeting Date:

09/24/2019

BACKGROUND

The City of Schertz Parks, Recreation, and Community Services Department began contracting out mowing services for the city’s campuses and medians (administration, library, fire stations, Schertz Parkway, etc.) several years ago. After careful analysis by staff, it was determined that more properties could be contracted out for mowing and landscaping services allowing existing staff more time to manage the growing number of park facilities.

Since the department has an initiative to raise the level of service, which is supported by the results of the Citizen Satisfaction Survey, contracting out these mowing and landscaping services will free up Parks’ staff time and allow the current staff to focus on other park renovation and enhancement projects.

The department worked with the Purchasing Department to go through an extensive Request for Proposals (RFP) process in 2017 that ranked companies based on experience and references, equipment and resources, cost proposal, and operational plans. The RFP was broken up into three sections (Parks & Vacant Lots; City Campuses; and Parkways, Medians & Sidewalks) and allowed for multiple awards to different contractors. Based on their top ranking in this process, staff recommended contracting with Maldonado Nursery and Landscaping for the Parks & Vacant Lots and the Parkways, Medians & Sidewalks and ACE CO. for the City Campuses.

The original contract was a two-year term with an option to renew the agreement for three (3) one (1) year extensions. Staff is requesting Council authorization to execute extensions related to this agreement. Staff is proposing to enter into the first extension for the upcoming fiscal year and will determine whether to enter into the additional two extensions at the appropriate time.

Staff is recommending an annual Not to Exceed Approval of $60,000.00 with ACE Co and a Not to Exceed Approval of $95,000.00 with Maldonado Nursery, but the total amount spent between the two firms will not exceed $131,500 annually. This is to allow for a bit of flexibility.

GOAL

Extend the existing contracts with Maldonado Nursery and Landscaping and ACE CO. to provide landscape maintenance of medians, parkways, and public grounds as allowed by the initial agreement.

COMMUNITY BENEFIT

The project will provide excellent landscape maintenance of medians, parkways, and public grounds and enhance the aesthetic of the community while freeing up Parks’ staff time to focus on other park renovation and enhancement projects.

SUMMARY OF RECOMMENDED ACTION

Approval of Resolution 19-R-110.

FISCAL IMPACT

Staff is recommending an annual Not to Exceed Approval of $60,000.00 with ACE Co and a Not to Exceed Approval of $95,000.00 with Maldonado Nursery, but the total between the two firms will not exceed $131,500.00 annually.

RECOMMENDATION

Approval of Resolution 19-R-110.

Attachments
Resolution 19-R-110
MALDONADO AMENDMENT
ACE CO AMENDMENT