ACTION REQUESTED:
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Communication from the City Manager and Director of Public Works with a Request to APPROVE the RFP PROCESS for the 2017 FACILITIES, BOULEVARDS & RIGHTS-OF-WAY MOVING PROGRAM and the Award of CONTRACTS, in the Total Amount of $46,000.26, as Follows:
A. CLASSY GRASS, in the Amount of $13,986.00, Plus an Additional 10% for Contingencies;
B. L & L LAWN AND MAINTENANCE, in the Amount of $32,014.26, Plus an Additional 10% for Contingencies.
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BACKGROUND: A Request for Proposals (RFP) was created by Public Works staff for the mowing of public properties at city facilities, in boulevards, and public rights-of-way. An RFP format was used so that the City could get the best combination of price and businesses qualified to complete the work per city specifications. From past practice, Staff determined that most of these mowing operations are too small to complete the city's entire mowing contract and still service their regular customers. Therefore, in order to allow smaller contractors to bid, and to get the best prices, this mowing contract was divided into five (5) routes totaling approximately 75 acres. Bidders were asked to bid on all 5 routes, but are only being awarded as much work as they can complete to City requirements.
The Purchasing Division distributed over 50 RFP packets, and a legal notice was published in the Journal Star and posted to the city's web site, with E-Alerts going out to subscribers. Nine (9) contractors submitted proposals.
The contractors were selected based on the following five criteria: Project Cost, Project Approach, Experience, Non-Profit Organization, and WBE/MBE Qualifications. Two (2) contractors were selected to mow the 5 routes: Classy Grass, which has previous city experience, and L & L Lawn and Maintenance, which is new contractor.
Using the evaluation process and following the 5 criteria, one of the contractors, L & L Lawn and Maintenance, was awarded 4 of the 5 routes. For the remaini...
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