TO: Honorable Mayor & Members of the North Port Commission
FROM: Peter D. Lear, CPA, CGMA, City Manager
TITLE: Agreement No. 2018-08 with Rightmire’s Land Services, Inc. for finished mowing and landscaping services based on unit pricing in an estimated annual amount of $782,873.30 budgeted in Fiscal Year 2018.
Recommended Action
Approve Agreement No. 2018-08 with Rightmire’s Land Services, Inc. for finished mowing and landscaping services based on unit pricing in an estimated annual amount of $782,873.30 budgeted in Fiscal Year 2018.
Background Information
The Department of Public Works is responsible for mowing the City’s rights-of-way. Over the last several years, this function has been increasingly performed by alternative services providers. The current distribution of work is as follows:
Ø Department of Public Works: 25,810.40 acres, 47%
Ø Alternative Service Providers: 29,377.40 acres, 53%
Total acres mowed annually: 55,187.80 acres. 100%
There have been many positive benefits to utilizing alternative service providers for mowing. Primarily, it allows Public Works to utilize their staff and resources to complete other tasks such as stormwater drainage maintenance, streetlight and traffic signal repairs, water control structure maintenance, sidewalk repairs, etc. However, there were some negative performance issues and project management issues which Public Works experienced with the last alterative service provider for mowing services. As such, staff has improved the language and criteria in the scope of services for the mowing contract so that alternative services providers have a clear and concise understanding of their responsibilities. Also, the duties and responsibilities of the alternative services provider and City’s Administrative Agent have been more clearly defined to improve contract management. Verbiage has been included on Attachment B - Fee Schedule of RFP 2018-08 Landscape and Turf Maintenance Service Annual (12 Months) which states “The City’s Operations and Maintenance Manager shall monitor all miscellaneous landscaping work. Additional work will have Administrative approval and will not exceed the Commission authorized contingency amount. If additional funds are required above authorized contingency amount, the Department of Public Works will seek Commission approval.” These improvements should assist in facilitating with the alternative services provider meeting the level of service for mowing City rights-of-way.
On January 5, 2018, the City received six (6) proposals for RFP No. 2018-08 Landscaping and Turf Maintenance Services. The City Selection Committee Meeting was held on January 5, 2018, and the committee ranked the proposals on criteria including project approach, staff experience, schedule and price. Rightmire’s Land Services, Inc. was the top ranked proposer.
The agreement consists of landscape and turf maintenance for the following:
Ø Median strips and rights-of-way located on Sumter Boulevard from just south of I-75 south to U.S. 41.
Ø Median strips and rights-of-way located on Toledo Blade Boulevard from just south of I-75 south to Hillsborough Boulevard.
Ø Five (5) landscaped SCAT Bus Stops on U.S. 41 at Bolander Terrace, Tuscola Boulevard, Almonte Terrace, Biscayne Drive, and Grobe Street.
Ø Median strips and rights-of-way located on Talon Bay Drive from U.S. 41 to the Talon Bay Gate.
Ø Median strips on U.S. 41 from the Charlotte County Line to Talon Bay Drive. This location also includes the northern side of the U.S. 41 right-of-way from the Charlotte County line to Salford Boulevard, and the eastern side of the Salford Boulevard right-of-way from U.S. 41 to the Cocoplum Waterway.
Ø Western side right-of-way located on North Port Boulevard from Greenwood Avenue to Appomattox Drive.
Ø Median strips on Biscayne Drive from Elyton Drive to the Myakkahatchee Creek, the eastern side of the Biscayne Drive rights-of-way from East Hyde Park Avenue to East Sydney Avenue.
Ø Median strips and rights-of-way on Panacea Boulevard from North Toledo Blade Boulevard to the Snover Waterway, excluding privately maintained properties.
Ø Plantation Boulevard median strips and rights-of-way from approximately 1,529 feet east of North Toledo Blade Boulevard to the entrance of Lakeside Plantation.
Proposers were asked to provide costs for mowing 36 times a year, fertilizer/pre-emergence herbicide applications (per each), pruning/pesticide application and plant bed maintenance (per each), and one annual mulching.
The following provides a breakdown of the services that will be provided each fiscal year:
1. Fiscal Year 2018 (March 9, 2018 - September 30, 2018) 7 Months
ü Mowing: 26 times
ü Fertilizer/Pre-Emergent Herbicide Application: 2 times
ü Pruning/Pesticide Application and Plant Bed Maintenance: 7 times
ü Mulching: 1 time
Estimated Total Cost: $711,703.00
10% Contingency: $ 71,170.30
Estimated Total: $782,873.30
2. Fiscal Year 2019 and Fiscal Year 2020
ü Mowing: 36 times
ü Fertilizer/Pre-Emergent Herbicide Application: 3 times
ü Pruning/Pesticide Application and Plant Bed Maintenance: 12 times
ü Mulching: 1 time
Estimated Total Cost: $993,219.00
10% Contingency: $ 99,321.90
Estimated Total: $1,092,540.90
3. Fiscal Year 2021 (October 1, 2020 - March 9, 2021) 6 Months
ü Mowing: 10 times
ü Fertilizer/Pre-Emergent Herbicide Application: 1 time
ü Pruning/Pesticide Application and Plant Bed Maintenance: 5 times
ü Mulching: 1 time
Estimated Total Cost: $373,616.00
10% Contingency: $ 37,361.60
Estimated Total: $410,977.60
On February 27, 2018, the City Commission approved to table Agreement 2018-08 with Rightmire’s Land Services, Inc. for finished mowing and landscaping services to a future Road and Drainage District meeting.
Please note that the City budgeted $480,000 for finished mowing services on Toledo Blade Boulevard, Sumter Boulevard, Talon Bay Boulevard, US 41, and North Port Boulevard. An additional $282,520 was budgeted for Panacea and Plantation Boulevards for a total of $762,520 for finished mowing. The City has utilized some of the funds with Rightmire’s Land Services, Inc. for temporary mowing services until a permanent contract can be awarded. An amount of $579,545 remains in account 107-5000-541.46-09 for the remainder of the fiscal year. Rightmire’s Land Services, Inc. is currently scheduled to mow temporarily through March 2018 which will result in a savings of $29,130. The total amount of the new Rightmire’s Land Services, Inc. award of 2018-08 will be $711,703, plus 10% contingency ($71,170.30), for a total amount of $782,873.30 for the rest of the fiscal year, more than what was budgeted. This leaves a shortfall of $174,198.30. The Department of Public Works will be requesting Commission approval for a budget amendment of $174,198.30 in account 107-5000-541.46-09 to cover the cost of finished mowing until September 30, 2018.
This Agreement shall commence March 9, 2018, upon execution of this Agreement by both the City and the Contractor and shall remain in effect through March 9, 2021. This Agreement may be renewed for two (2) additional one (1) year terms, subject to the Contractor’s satisfactory performance, by mutual agreement and within budgetary limitations, at the same terms and conditions.
The City Attorney has approved the agreement to form and content.
Strategic Plan
Maintained/Upgraded/Expanded City Infrastructure
Financial Impact
Fiscal year 2018 funds for right-of-way mowing is budgeted in account #107-5000-541.46-09. A budget amendment has been requested to cover the remainder of fiscal year 2018. Future years will be budgeted in account #107-5000-541.46-09.
Procurement
Landscaping Services were procured utilizing the competitive sealed request for proposal process pursuant to Sec. 2-4056 of the City of North Port Procurement Code.
Rightmire’s Land Services, Inc.
3037 Narcissus Terrace
North Port, Florida 34286
(941) 429-7691
Attachments:
1. Agreement No. 2018-08 with Rightmire’s Land Services, Inc.
2. Notice of Intent to Award
3. Notice of Intent to Negotiate
4. City Manager Recommendation to Negotiate Memorandum with Ranking
5. Rightmire’s Land Services, Inc. Proposal
6. RFP No. 2018-08 Landscape and Turf Maintenance Services
7. Florida Department of State Division of Corporation Document
8. Excel Spreadsheet RFP 2018-08 Landscape and Turf Maintenance Services March 9, 2018 through September 30, 2018 (7 Months) Fee Schedule
9. Excel Spreadsheet RFP 2018-08 Landscape and Turf Maintenance Services Annual (12 Months) Fee Schedule (Fiscal Year 2019 and Fiscal Year 2020)
10. Excel Spreadsheet RFP 2018-08 Landscape and Turf Maintenance Services October 1, 2020 through March 9, 2021 (6 Months) Fee Schedule
11. PowerPoint Presentation
Prepared by: Valerie Malingowski, Business Manager
Department Director: Juliana B. Bellia