DATE: March 3, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Lisa Clayton, Parks Director
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge Report Of Contract Award To JP Yard LLC Of Spring Hill, Tennessee In The Estimated Total Amount Of $7,400 For City-Owned Property Mowing And Related Contract Services For The Calendar Year 2015 Mowing Season For The Parks Department (Purchasing Office Procurement Solicitation No. 2015-024; $10,000 Budgeted In 110-82599-44700 For Fiscal Year 2015; Contract No. 2015-0054)
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Purpose
The purpose of this procurement is to outsource the mowing and related contract services for the following properties owned by the City (the first nine of which were acquired following the May, 2010 flood):
1. 117 Ewingville Drive
2. 119 Ewingville Drive
3. 127 Ewingville Drive
4. 124 Ewingville Drive
5. 1140 Thompson Alley
6. 204 Old Liberty Pike
7. 131 Daniels Drive
8. Pond Area Open Space near Daniels Drive
9. 846 Lewisburg Pike
10. Walking trail along the east side of Interstate 65, north of McEwen Drive
11. Eastern Flank canoe launch
Background
The City published on February 5, 2015 a Notice to Bidders in the Williamson Herald for City-owned property mowing and related contract services for the calendar year 2015 mowing season. 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 four (4) vendors were publicly opened at the bid opening held on February 19, 2015. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from JP Yard LLC of Spring Hill, Tennessee, is in the amount of $370 per service date for all services and all jobsites, resulting estimated total amount of $7,400 for the calendar year 2015 mowing season (which is the specified term of award), based on an estimated 20 service dates for the season. 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 Parks Department budget for fiscal year 2015 (which applies to the second half of the 2014 mowing season and the first half of the 2015 mowing season) allocates $10,000 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 Board of Mayor and Aldermen acknowledge receipt of this report of award of purchase, pursuant to City Contract No. 2015-0054, from JP Yard LLC of Spring Hill, Tennessee, in the estimated total amount of $7,400 for the calendar year 2015 mowing season 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.