To: Mark R. Hafner, City Manager
From: Alonzo Liñán, Director of Public Works
Subject:
Title
Consider a resolution approving a proposal for Public Works Mowing - Channels, City Properties, Rights of Way, and Water Sites with Earthworks, Inc., of Lillian, Texas, for the purpose of providing mowing services for a one (1) year period with an option for three (3) additional one (1) year renewal periods, not to exceed four (4) years; and authorizing the City Manager to execute all contract documents on behalf of the City of Keller, Texas.
Action Requested:
Approve a proposal for Public Works Mowing - Channels, City Properties, Rights of Way, and Water Sites with Earthwork, Inc., of Lillian, Texas for the purpose of providing mowing services, for the Public Works Department, in the amount $128,064.00 for a one (1) year period with an option for three (3) additional one (1) year renewal periods which will be negotiated annually, not to exceed four (4) years; and authorizing the City Manager to execute all contract documents on behalf of the City of Keller, Texas.
Background:
In April 2022, The City received proposals for Public Works Mowing - Channels, City Properties, Rights of Way, and Water Sites from two qualified vendors. As the lowest of the two proposals was provided by Yellowstone Landscape - Central, Inc., they were awarded a contract for the specified mowing services in the amount of $48,640.
In March 2023, staff was informed by Yellowstone that they did not intend to renew their contract for the 2023 season. In such circumstances, the City is able to award the remainder of the contract to the next lowest proposer. In this case, Earthworks, Inc. provided the next lowest proposal in the amount of $108,576.00. However, as market conditions have changed substantially in the interim period, Earthworks has requested a ~17.9% increase to their original proposal, to the amount of $128.064.00, which is allowable under the terms of the Request for Proposals solicitation.
Since 2014, the Parks Department has successfully utilized Earthworks, Inc. for mowing services at various locations and in various capacities, primarily through parks and facilities related mowing contracts. The Public Works Department is currently utilizing Earthworks to provide emergency mowing services at time and materials rates until a contract is awarded.
Financial Impact:
Funding for this activity is included in the Public Works Department’s Street Maintenance, Drainage Maintenance, Water Production, and Wastewater Collection divisional operating budgets with funding provided by the General, Drainage Utility, and Water & Wastewater Utility Funds. This item is annually renewable for three (3) additional years, up to a total of four (4) years and the contract will be presented to Council annually for consideration.
Legal Review:
This item has been reviewed and approved by the City Attorney.
Council Action:
Staff recommends approval of the item as presented.