DATE: March 3, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Brad Wilson, Facilities and Project Manager
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration Of Bid Award To Landscape Services, Inc. Of Nashville, Tennessee In The Estimated Total Amount Of $30,900 Per Mowing Season For City Facility Landscaping And Related Contract Services Through Calendar Year 2016, With One (1) Option To Extend The Term Of Service For Calendar Year 2017, For The Facilities Maintenance Department (Purchasing Office Procurement Solicitation No. 2015-028; $30,000 Budgeted In 110-82599-41320 For Fiscal Year 2015; Contract No. 2015-0055) (03/10/15 WS)
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Purpose
The purpose of this procurement is to outsource, through calendar year 2016, with one (1) option to extend the term of service for calendar year 2017, the landscaping and related contract services for the following three (3) City facilities:
1. Police headquarters at 900 Columbia Avenue;
2. former Water Management Department headquarters at 405 Hillsboro Road; and
3. former Streets Department headquarters at 108 Southeast Parkway
Background
The City published on February 5, 2015 a Notice to Bidders in the Williamson Herald for City facility landscaping and related contract services through calendar year 2016, with one (1) option to extend the term of service for calendar year 2017. In addition, bid documents were sent on or about the same date directly to ten (10) potential bidders known or thought to be interested in this solicitation. Bids from three (3) vendors were publicly opened at the bid opening held on February 19, 2015. A tabulation of the bids received for this solicitation is attached.
It is worth noting that, after bid opening, one of the bidders withdrew its bid from consideration. Inasmuch as the City insisting that a reluctant or unwilling bidder perform according to the terms of its bid would not be conducive to a successful outcome and satisfactory results, staff accepted the request to withdraw the bid from consideration. As a bid of record, however, the withdrawn bid is still reflected on the tabulation.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Landscape Services, Inc. of Nashville, Tennessee, is in the estimated total amount of $30,900 per mowing season through calendar year 2016, with one (1) option to extend the term of service for calendar year 2017, for the specified services. This bid was identified because it is the lowest bid that meets or exceeds the City's intention as expressed and implied by the City's specifications as well as the instructions, terms and conditions pertaining to this procurement solicitation. The Administration Department Facilities Division budget for fiscal year 2015 (which applies to the first half of the 2015 mowing season) allocates $30,000 out of the General Fund for the purchase of these services.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2015-0055, the apparent lowest best bid, from Landscape Services, Inc. of Nashville, Tennessee, in the estimated total amount of $30,900 per mowing season through calendar year 2016, with one (1) option to extend the term of service for calendar year 2017, for the specified services. Purchasing Manager Brian Wilcox is of the opinion that the prepared specifications as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the bids received.