DATE: April 2, 2018
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristine Tallent, Assistant City Administrator / CFO
Lisa Clayton, Parks Director
Brian Wilcox, Purchasing Manager
SUBJECT:
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Procurement Agreement with Landscape Services, Inc. of Nashville, Tennessee in the estimated total amount of $247,140 per year for mowing and related contract services for certain City parks and certain other City-owned properties for a term of award for the Parks Department (Purchasing Office Procurement Solicitation No. 2018-007; Contract No. 2017-0371)
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Purpose
The purpose of this procurement is to purchase mowing and related contract services for certain City parks and certain other City-owned properties for a term of award. Staff recommends outsourcing these routine maintenance responsibilities of the Parks Department for these locations due to the difficulty of hiring seasonal employees in the current labor market.
Background
As previously reported, the City bid out mowing and related contract services for certain City parks and certain other City-owned properties for a term of award (Purchasing Office Solicitation No. 2018-007). Bids from three (3) vendors were publicly opened at the bid opening held on December 12, 2017.
The mowing services are to be rendered at the following thirteen (13) jobsites:
1. The Park at Harlinsdale Farm - 239 Franklin Rd.
2. Liberty Park - 2080 Turning Wheel Lane.
3. Jim Warren Park - 705 Boyd Mill Ave.
4. Old Liberty Pike Neighborhood Park - 204 Old Liberty Pike.
5. 117 Ewingville Drive.
6. 119 Ewingville Drive.
7. 124 Ewingville Drive.
8. 127 Ewingville Drive.
9. 1140 Thompson Alley.
10. Ladd Park Canoe Launch - 5007 Ryecroft Lane.
11. 131 Daniels Drive.
12. Open Space near Daniels Drive.
13. Nissan Walking Trail.
The Board of Mayor and Aldermen voted on February 13, 2018 to accept, contingent upon Law Department and City Administrator approval of City Contract No. 2017-0371, the apparent lowest best bid, from LSI of Nashville, Tennessee, in the estimated total amount of $247,140 per year for the specified services for a term of award, and award this procurement to this bidder.
Financial Impact
As previously reported, although the Parks Department budget for FY2018 includes some funding for outsourcing the mowing of some of the smaller properties listed above, it does not include outsourcing such services for all of them. Instead, the budget includes funding for hiring seasonal employees to operate City equipment to mow jobsite nos. 1-3. Staff anticipates preparing a budget amendment for FY2018 that reflects the procurement award. Note that the term of award runs beyond FY2018.
Attachment
Contract No. 2017-0371 with Landscape Services, Inc. of Nashville, Tennessee, in the estimated total amount of $247,140 per year for mowing and related contract services for certain City parks and certain other City-owned properties for a term of award for the Parks Department, has now been executed in full and is attached.