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File #: 21-599    Version: 1 Name:
Type: Resolution Status: Multi-Year Contract
File created: 8/31/2021 In control: City Council
On agenda: 9/28/2021 Final action:
Title: Approve Staff's recommended ranking of bidders for Contract Mowing RFP 21-26-COC and award an initial three year multi-year agreement to the highest two ranked bidders beginning in Fiscal Year 2022, U.S. Lawns in the amount of $210,944 for Mowing Areas #2 and #3; and Perfection Lawn & Tree Service in the amount of $195,047 for Areas #1 and #4. Authorize the City Manager to sign the contracts and issue the related purchase orders. Approve a Contingency Resolution and Authorize the City Manager to issue related contingency change orders as necessary not to exceed 9.7% of the total contract value, $39,381.13. Pending the approval of the FY2022 Budget.
Attachments: 1. Contingency Resolution.pdf, 2. Addendum_1_RFP-21-26-COC_Contrac_Mowing_Services_Executed.pdf, 3. Exhibits_-_Mowing_Areas (1).pdf, 4. Pre-Bid_Meeting_Sign_In_Sheet_P-21-26-COC.pdf, 5. Public_Ad_Invitation_to_Bid.pdf, 6. RFP_21-26-COC_City_of_Cocoa_-_Contract_Mowing_Services_.pdf, 7. Bid Summary.pdf, 8. Notice of Award - Perfection Lawn and Tree Svcs - Area s 1 & 4.pdf, 9. Notice of Award - US Lawns Areas 2 & 3.pdf, 10. P-21-26-COC Price Proposal Bid Verification Sheet.pdf, 11. Perfect Lawn & Tree Service.pdf, 12. Perfection amended price signed by vendor.pdf, 13. Score sheet - FINAL .pdf, 14. US Lawns A - Firm Qualifications & Experience.PDF, 15. US Lawns B - Similar Projects.PDF, 16. US Lawns C - Project Approach.PDF, 17. US Lawns D - RFP Solicitation Response.PDF, 18. US Lawns E - Fee Schedule.PDF
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CITY COUNCIL AGENDA ITEM

Memo Date: August 31, 2021
Agenda Date: September 28, 2021
Prepared By: Frank Mirabito, Project Manager
Through: Bryant Smith III, P.E., CFM, Public Works Director/City Engineer
Requested Action:
title
Approve Staff's recommended ranking of bidders for Contract Mowing RFP 21-26-COC and award an initial three year multi-year agreement to the highest two ranked bidders beginning in Fiscal Year 2022, U.S. Lawns in the amount of $210,944 for Mowing Areas #2 and #3; and Perfection Lawn & Tree Service in the amount of $195,047 for Areas #1 and #4. Authorize the City Manager to sign the contracts and issue the related purchase orders. Approve a Contingency Resolution and Authorize the City Manager to issue related contingency change orders as necessary not to exceed 9.7% of the total contract value, $39,381.13. Pending the approval of the FY2022 Budget. End

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BACKGROUND:

Public Works is tasked with landscape maintenance of various City owned rights of way, building facilities, cemeteries and vacant residential lots. In the past, Public Works has contracted some of these areas out to contractors. This year, the Florida Department of Corrections suspended the City's Inmate Work Squad indefinitely with no future date of return. Public Works, in conjunction with the Purchasing Department, expanded our contract mowing to include areas previously mowed by the Inmate Work Squad.

A Request for Proposal RFP 26-21-COC was published on June 22, 2021 and closed on August 13, 2021. This RFP split the various mowing locations into four distinct areas. Five proposals were accepted within the deadline, with two proposals being disqualified, resulting in three valid proposals for consideration.

A selection committee comprised of City Staff met on August 20, 2021 to establish the ranking and scoring of the proposals. The committee then finalized rankings on August 30, 2021. These scores were averaged among the four separate landscapin...

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