To: Aaron Rector, City Manager
From: Alonzo Liñán, Director of Public Works
Subject:
Title
Consider a resolution approving the proposal for 2025 Public Works Mowing from Brightview Landscape Services, Inc., of Southlake, Texas, for the purpose of providing public works mowing services for rights-of-way, water sites, drainage channels, and other City-owned properties, and authorizing the City Manager to execute all contract documents on behalf of the City of Keller, Texas.
Action Requested:
Approve the base and alternate proposal from Brightview Landscape Services, Inc., for public works mowing services in the amount of $72,315.52 for the first year and up to $399,588.90 for the total contract and authorize the City Manager to execute all necessary contract documents on behalf of the City of Keller, Texas.
Background:
Each growing season, the City contracts with a third-party vendor to provide mowing services for various City-owned properties, including drainage channels, rights-of-way, utility sites, and vacant parcels.
A Request for Proposals (RFP) was advertised in accordance with State law on May 4 and May 11, 2025. The proposal term is for one (1) year, beginning June 5, 2025, with the automatic option to renew for four (4) additional one-year terms.
An optional pre-proposal conference was held on May 8, 2025, with two (2) vendors in attendance.
The City received three (3) proposals by the submission deadline on May 19, 2025. Of those, two were determined to be non-responsive due to missing required documentation. While the RFP process allows for limited flexibility in submission compliance, an additional day was granted to these vendors to provide the missing bid bond documentation, as required by the RFP. Despite acknowledgment of the extension, both vendors failed to comply by the extended deadline and were thus deemed non-responsive.
The sole responsive proposal was submitted by Brightview Landscape Services, Inc., in the total amount of up to $399,588.90 with the initial year being $72,315.52 and each future year increases capped at 5% annually. The City currently contracts with Brightview for mowing services at the Keller Sports Park and has experience with their service delivery and performance.
The proposed amount represents an annual cost savings of $56,148 (43.7%) compared to the current public works mowing contract.
This item is designed so that it renews automatically for a period not to exceed five (5) total years, subject to performance and available funding. In the RFP, the City asked vendors to identify a maximum annual escalation. In their proposal, Brightview identified their maximum escalation costs as follows:
Year 1 Initial - $72,315.52
Year 2 Renewal - $75,931.30 - 5% Increase
Year 3 Renewal - $79,727.86 - 5% Increase
Year 4 Renewal - $83,714.25 - 5% Increase
Year 5 Renewal - $87,899.97 - 5% Increase
Financial Impact:
Funding for these services is included in the Public Works Department’s operating budgets for Street Maintenance, Drainage Maintenance, Water Production, and Wastewater Collection. Funding is provided through the General Fund, Drainage Utility Fund, and Water & Wastewater Utility Fund. An agreement would be automatically renewable for up to four (4) additional one-year terms subject to performance and available funding.
Legal Review:
This item has been reviewed and approved by the City Attorney.
Council Action:
Staff recommends approval of the item as presented.