To: Mark R. Hafner, City Manager
From: Cody Maberry, Director of Community Services
Subject:
Title
Consider a resolution voiding the award of Bid No. 19-007, approved by Resolution No. 4089 on February 5, 2019, from GI-Mow, of North Richland Hills, Texas, and approving the next lowest bid from Earthworks, Inc., of Alvarado, Texas, and modifying the contract for additional services, for the contractual services relating to Keller Sports Park Annual Grounds Maintenance Services, for the Parks and Recreation Department, for the remaining approximately one and a half year term; and authorizing the City Manager to execute all contract documents relating thereto on behalf of the City of Keller, Texas.
Action Requested:
Consider a resolution voiding the award of bid from GI-Mow, and approving the next lowest bid from Earthworks, Inc., and modifying the contract for additional services, for contractual services relating to Keller Sports Park Annual Grounds Maintenance Services, in an amount not to exceed $115,108.57.
Background:
By Resolution No. 4089, dated February 5, 2019, GI-Mow was awarded the bid for the Keller Sports Park Annual Grounds Maintenance Services contract, in an amount not to exceed $170,604 for a three year term. The contract includes three (3) one year periods, renewable at the end of each period. This included mowing for almost all non-playing areas at the Keller Sports Park. On August 16, 2019, Change Order # 1 in the amount of $14,000 annually was awarded to GI-Mow for all additional non-playing areas at the Keller Sports Park.
GI-Mow has continuously failed to meet the basic requirements of the contract, including but not limited to, areas not mowed, edged, string trimmed or blown off properly during the mowing cycle, resulting in multiple requests to return to complete the tasks. On Thursday, July 9, 2020, GI-Mow was contacted about numerous items not completed during the service performed on July 8, 2020, with a deadline of twenty four (24) hours given for the corrections to be made per the terms of the contract. GI-Mow failed to make the corrections by the deadline. Other dates that GI-Mow was notified of failure to meet the basic requirements of the contract include August 16, 2019, September 27, 2019, April 2, 2020, May 1, 2020 and June 12, 2020.
The contract provides the City the option to award the contract to the next lowest bid. Three (3) sealed bids were received on December 28, 2018. The next lowest bid received was from Earthworks, Inc. of Alvarado, Texas, in the amount of $72,576 for each one year term. Earthworks has also quoted an amount of $8,000 annually for the areas described in the Change Order # 1 to the original contract, bringing the amount to $80,576 for each one year term, totaling $115,108.57 for the remaining approximately one and a half year term of the contract. Earthworks has agreed to these terms and can be ready to begin the contract August 5, 2020.
Earthworks, Inc. is the current mowing contractor for all other City of Keller sites that are maintained by the Parks and Recreation Department, and staff feels confident that they can continue to provide exceptional service to all of the City of Keller properties.
Financial Impact:
Funding is available in the FY 2019-20 Parks and Recreation General Fund budget.
Citizen Input/Board Review:
Not applicable.
Legal Review:
Not applicable.
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial
Council Action:
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