Title
Approving a 3-year agreement with Earthworks Landscape and Maintenance LLC for city wide mowing services in the amount of $559,567.48 for year one, FY25, with an option to include the bid alternate rate of $48 per additional acre added for the term of the contract, and authorizing the City Manager to execute that same.
Summary
This agenda item is to recommend awarding contractual mowing services for 378.79 acres of municipal property to Earthworks Landscape and Maintenance LLC in the amount of $559,567.48. In addition to the base bid in the amount of 559,567.48, the bid also included an alternate bid item to incorporate up to 200 additional acres to allow for growth over the next five years. Earthworks Landscape and Maintenance provided this alternative bid item with a total cost of $412,800.00. This provision enables the City to increase contracted mowing services by up to an additional 200 acres over the five-year contract term, ensuring that newly acquired properties and critical areas are maintained as the City expands.
Finance, Public Works, and Parks and Recreation staff have worked together on the bid language, the bid evaluations and recommendation of award. The initial contract term is set for thirty-six (36) months at an annual cost of $559,567.48, with the option for two (2) additional twelve-month renewals. This contract structure ensures long-term continuity in mowing services while allowing flexibility to accommodate the City's growth and maintenance requirements. Enclosed with this agenda item are the notification of award and the full contract details. This item is supported by the Services pillar of the Strategic Plan.
Department: Parks and Recreation
Cost: $472,867.40
Percent of Contract:85%
Department: Public Works
Cost: $69,892.96
Percent of Contract:12%
Department: Facilities
Cost: $16,807.12
Percent of Contract:3%
Prior City Council Action
3/4/2021 - Council approved citywide mowing contract to Unity Contractors.
10/24/2023 - Council approved citywide mowing contract to Unity Contractors.
Deadline for City Council Action
02/25/2025
Funding Expected: Revenue __ Expenditure X__ N/A __
Budgeted Item: Yes _X_ No __ N/A __
Amount: $559,567.48
1295 Form Required? Yes X__ No __
Legal Review Required: N/A __ Required _X_ Date Completed: 01/30/2025
Supporting documents attached:
Signed addendum
Notification of Award
Request for Bid
Recommended Action
Approve an agreement with Earthworks Landscape and Maintenance LLC. in the amount of $559,567.48 for city wide mowing services, and authorizing the City Manager to execute the same.