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R2018-007 2018-01-08
RESOLUTION NO. R2018-7 A Resolution of the City Council of the City of Pearland, Texas, renewing a unit price service contract for rough cut mowing maintenance of roadside ditches, vacant City properties and retention areas, with Lawnscapes Unlimited in the estimated amount of $118,342.81, for the period of January 12, 2018 through January 11, 2019. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That competitive bids for a mowing service contract were previously obtained. Section 2. That the City Council hereby renews a contract with Lawnscapes Unlimited. in the estimated amount of $118,342.81. Section 3. The City Manager or his designee is hereby authorized to execute a contract for rough cut mowing maintenance of roadside ditches, vacant City properties and retention areas. PASSED. APPROVED and ADOPTED this the 8t" day of January, A.D., 2018. ATTEST: NG FING:' TY SE ETARY APPROVED AS TO FORM: DARRIN M. COKER CITY ATTORNEY TOM REID MAYOR ``,,\11111,,',' /IN Ili NN` Resolution No. R2018-7 City of Pearland 3519 Liberty Drive Pearland, TX 77581 General Services Contract This Contract (Contract) is made between the City of Pearland, Texas (City), and Contractor. he City and Contractor agree to the terms and conditions of this Contract, which consists of the ollowing parts: I. Summary of Contract Terms II. Signatures III. Standard Contractual Provisions IV. Special Terms and Conditions V. Additional Contract Attachments L Summary of Contract Terms. Contractor: Description of Services: Contract Type: Effective Date: Termination Date: Renewal: Lawnscapes Unlimited PO Box 553 Rosharon, TX 77583 Contractor will provide rough cut mowing services to eighty-three locations (includes changes from amendment I and II) throughout the City of Pearland, per the specifications of proposal #1116-06; City Council Resolution #R2018-7. Unit Price Contract. 1/12/2018. 1/11/2019. No additional renewal options available. II. Signatures. By signing below, the parties agree to the terms of this Contract: CITY OF PE/LAND: Purcha fficer Date: Cit anager A sistant City Manager Director Program Manager *Contract Signature Authority: J 4S o _' ,k —'? - Program Manager -55,999 or Tess Director - $6,000 to $30,000 City Manager/Assistant City Managers - $30,001 to $50,000 City Council Resolution - $50,000+ III. Standard Contractual Provisions. A. Definitions. Contract means this Standard Services Contract. Services means the services for which the City solicited bids or received proposals as described in Exhibit A, attached hereto. B. Services and Payment. Contractor will furnish Services to the City in accordance with the terms and conditions specified in this Contract. Contractor will bill the City for the Services provided at intervals of at least 30 days, except for the final billing. The City shall pay Contractor for the Services in accordance with the terms of this Contract, but all payments to be made by the City to Contractor, including the time of payment and the payment of interest on overdue amounts, are subject to the applicable provisions of Chapter 2251 of the Government Code. C. Termination Provisions. (1) City Termination for Convenience. Under this paragraph. the City may terminate this Contract during its term at any time for the City's own convenience where the Contractor is not in default by giving written notice to Contractor. If the City terminates this Contract under this paragraph, the City will pay the Contractor for all services rendered in accordance with this Contract to the date of termination. (2) Termination for Default. Either party to this Contract may terminate this Contract as provided in this paragraph if the other party fails to comply with its terms. The party alleging the default will give the other party notice of the default in writing citing the terms of the Contract that have been breached and what action the defaulting party must take to cure the default. If the party in default fails to cure the default as specified in the notice, the party giving the notice of default may terminate this Contract by written notice to the other party, specifying the date of termination. Termination of this Contract under this paragraph does not affect the right of either party to seek remedies for breach of the Contract as allowed by law, including any damages or costs suffered by either party. (3) Multi -Year Contracts and Funding. If this Contract extends beyond the City's fiscal year in which it becomes effective or provides for the City to make any payment during any of the City's fiscal years following the City's fiscal year in which this Contract becomes effective and the City fails to appropriate funds to make any required Contract payment for that successive fiscal year and there are no funds from the City's sale of debt instruments to make the required payment, then this Contract automatically terminates at the beginning of the first day of the City's successive fiscal year of the Contract for which the City has not appropriated funds or otherwise provided for funds to make a required payment under the Contract. D. Liability and Indemnity. Any provision of any attached contract document that limits the Contractor's liability to the City or releases the Contractor from liability to the City for actual or compensatory damages. loss. or costs arising from the performance of this Contract or that provides for contractual indemnity by one party to the other party to this Contract is not applicable or effective under this Contract. Except where an Additional Contract Document provided by the City provides otherwise, each party to this Contract is responsible for defending against and liable for paying any claim, suit, or judgment for damages, loss, or costs arising from that party's negligent acts or omissions in the performance of this Contract in accordance with applicable law. This provision does not affect the right of either party to this Contract who is sued by a third party for acts or omissions arising from this Contract to bring in the other party to this Contract as a third -party defendant as allowed by law. E. Assignment. The Contractor shall not assign this Contract without the prior written consent of the City. F. Law Governing and Venue. This Contract is governed by the law of the State of Texas and a lawsuit may only be prosecuted on this Contract in a court of competent jurisdiction located in or having jurisdiction in Brazoria County, Texas. G. Entire Contract. This Contract represents the entire Contract between the City and the Contractor and supersedes all prior negotiations, representations, or contracts, either written or oral. This Contract may be amended only by written instrument signed by both parties. H. Independent Contractor. Contractor shall perform the work under this Contract as an independent contractor and not as an employee of the City. The City has no right to supervise, direct, or control the Contractor or Contractor's officers or employees in the means. methods, or details of the work to be performed by Contractor under this Contract. The City and Contractor agree that the work performed under this Contract is not inherently dangerous, that Contractor will perform the work in a workmanlike manner, and that Contractor will take proper care and precautions to insure the safety of Contractor's officers and employees. I. Dispute Resolution Procedures. The Contractor and City desire an expeditious means to resolve any disputes that may arise between them regarding this Contract. If either party disputes any matter relating to this Contract, the parties agree to try in good faith, before bringing any legal action, to settle the dispute by submitting the matter to mediation before a third party who will be selected by agreement of the parties. The parties will each pay one-half of the mediator's fees. J. Attorney's Fees. Should either party to this Contract bring suit against the other party for breach of contract or for any other cause relating to this Contract, neither party will seek or be entitled to an award of attorney's fees or other costs relating to the suit. K. Severability. If a court finds or rules that any part of this Contract is invalid or unlawful, the remainder of the Contract continues to be binding on the parties. IV. Special Terms or Conditions. None. V. Additional Contract Documents. The following specified documents attached to this Contract are part of this Contract, except as follows: any provision contained in any of the Contractor's Additional Contract Documents specified below that conflicts with a Contract provision not included in the Contractor's Additional Contract Documents, does not apply to this Contract. A. Contractor's Additional Contract Documents: 1. The contractor's proposal 1116-06 shall be construed as additional contract documents. 2. Executed Contractor Insurance Requirements & Agreement (required insurance certificate[s] shall be in possession of City at actual commencement of work). B. City's Additional Contract Documents: 1. Scope of Services as listed on the attached. EXHIBIT A CONTRACTOR'S SCOPE OF SERVICES Scope of services provided shall consist of the contractor providing rough cut mowing services to eighty-three locations (includes changes from amendment I and II) throughout the City of Pearland, per the specifications of proposal #1116-06; City Council Resolution #R2018-7. Pricing is as follows per contractor's response to the same, as listed below: Specification Responses EST. Line Description UOM QTY Unit Extended 1 IH 1A Mayor's Alley: Portion of Mayor's Alley Near Apartments. .49 acres EA 12 $65.40 $784.80 2 IH 1 Old Alvin Road: Bridge Crossing At Walking Trail Bridge Near Swenson. .09 acres EA 12 $65.40 $784.80 3 IH 2 Main @ 3rd Street: West Shoulder Of The Road From 3rd to Creek .17 acres EA 12 $65.40 $784.80 4 IH 3 Industrial West: West Of Main Including Alexander Easement. 4.66 acres EA 12 $122.52 $1,470.24 5 IH 4 Industrial East: East of Main Street. 2.47 acres EA 12 $196.56 $2,358.72 6 IH 5 Dixie Farm Lot: Pearland Parkway Connection. 4.59 acres EA 12 $57.00 $684.00 7 IH 6 Friendswood Hastings Lot: Intersection of Friendswood Hastings and Dixie Farm. 30 acres EA 12 $171.00 $2,052.00 8 IH 7 Hastings Friendswood: Side of City property. 1.19 acres EA 12 $65.40 $784.80 9 IH 9 John Lizer Road: Pearland Parkway East to Marys Creek. .37 acres EA 12 $65.40 $784.80 10 IH 11 Library Lot: Lot behind library and fence line. .73 acres EA 12 $57.00 $684.00 11 IH 12 Library Pond: .87 acres EA 12 $57.00 $684.00 12 IH 15 East Mary's Creek Retention Pond ROW: Estimated at one pass behind the houses. 4.09 acre EA 12 $85.50 $1,026.00 13 IH 16 McGinnis Road: Dixie Farm to Drainage Ditch. .62 acres EA 12 $98.10 $1,177.20 14 IH 19 Green Tee Ditch: Moore North to Bogey Way. 2.31 acres EA 12 $262.08 $3,144.96 15 IH 20 Country Club Ditch: Antrim North to Creek. 1.40 acres EA 12 $262.08 $3,144.96 16 IH 21 Barry Rose Road: Lot on East Side Of Barry Rose. 1.82 acres EA 12 $131.04 $1,572.48 17 IH 23 Pearland Parkway Pond East. 17.88 acres EA 12 $295.50 $3,546.00 18 IH 24 Pearland Parkway Pond West. 6.47 acres EA 12 $155.54 $1,866.48 19 IH 25 Twin Creek Ditch and Pond to the East - Glastonburry Ditch. Ditch Runs Parallel to Hickory Knoll. 4.85 acres EA 12 $115.23 $1,382.76 20 IH 26 Bishopton Lot: Ditch In Front of City Lot on Bishopton. 0.0156 acres EA 12 $65.40 $784.80 21 IH 27 Knapp Road: Intersection of Knapp and OId Alvin. 0.89 acres EA 12 $131.04 $1,572.48 22 IH 28 Old Alvin Rd: Intersection of future Halik and OId Alvin. .23 acres EA 12 $28.50 $342.00 23 IH 29 Houston AIIey: Between Houston and 35/Jasmine and Plum. .25 acres EA 12 $65.40 $784.8. 24 IH 30 Orange and Washington Lot: Corner lot. 2.85 acres EA 12 $57.00 $684.00" 25 IH 31 Orange: From Railroad Tracks to Washington. .09 acres EA 12 $65.40 $784.80 26 IH 32 North Pearland AIIey: Jasmine North to Orange. .59 acres EA 12 $65.40 $784.80 27 IH 33 North San Antonio AIIey: Jasmine to Plum. 0.24 acres EA 12 $65.40 $784.80 28 IH 34 North Washington AIIey: Jasmine to Orange. 0.41 acres EA 12 $65.40 $784.80 29 IH 35 North Washington Fence Line: Jasmine North to Plum. .36 acres EA 12 $65.40 $784.80 30 IH 36 McHard Overpass Ponds: Ponds along McHard Phase 1. 6.37 acres EA 12 _$160.54 $1,926.48 31 IH 37 Mykawa - East Shoulder: Katy Street to Creek and Median at Bridge. 1.35 acres EA 12 $196.56 $2,358.72 32 IH 38 Woody Road: Cunningham to Cherry. .31 acres EA 12 $65.40 $784.80 33 IH 39 Hatfield Road: Intersection of Jasper and Hatfield .02 acres EA 12 $32.70 $392.40 34 IH 40 1626 Hatfield: Future Extension of McHard. 2.56 acres EA 12 $196.56 $2,358.72 35 IH 41 O'Day Road: Along City Property South of Rice. .38 acres EA 12 $65.40 $784.80 36 IH 42 Garden Road Water Tower Field: Field Behind Garden Road Water Tower. 3.33 acres EA 12 $90.30 $1,083.60 37 IH 43 Max Road: Along Hickory Sough Sports Plex. 1.71 acres EA 12 $196.56 $2,358.72 38 IH 44 Reid Road: 1128 Extension. 0.59 acres EA 12 $65.40 $784.80 39 IH 46 Lee Road: Lee Road Connection. 0.65 acres EA 12 $65.40 $784.80 40 IH 47 Hill House Road: 518 to Cemetery Westside Behind Wood Fence. .23 acres EA 12 $65.40 $784.80 41 IH 48 MUD 5 Pond: Intersection of McHard and Cullen. 43.05 acres EA 12 $685.33 $8,223.96 42 IH 49 Water Lights Road. 1.96 acres EA 12 $131.04 $1,572.48 43 IH 50 Kirby Ditch & Kirby Pond 1. 6.63 acres EA 12 $85.50 $1,026.00 44 IH 51 Kirby Pond 2. 2.75 acres EA 12 $57.00 $684.00 45 IH 52 Shadow Creek Parkway Lot: To Be A Future Fire Station. 5.57 acres EA 12 $114.00 $1,368.00 46 IH 55 Fite Road: Navarro to Dead End. 0.53 acres EA 12 $65.40 $784.80 47 IH 57 Bailey Road: 1800' West of 1128 to Veteran (South Side). 13.23 acres EA 12 $310.00 $3,720.00 48 IH 59 Veterans Road: Ma•nolia to Bailey. 1.17 acres EA 12 $131.04 $1,572.48 49 IH 60 Magnolia Ponds (2). 1.04 acres EA 12 $131.04 $1,572.48 50 IH 61 Lee Lane Extension: Continuation of Lee Road From Dead End To Fence Line. .23 acres EA 12 $65.40 $784.80 51 IH 62 McLean Road: Cabot Cove to Bailey (Ditch Crossing at School). .26 acres EA 12 $65.40 $784.80 52 IH 64 Harkey Raod: Fite to Figland on East Shoulder Only. .23 acres EA 12 $65.40 $784.80 53 IH 66 Fite Road: Hatfield to McLean. .76 acres EA 12 $65.40 $784.80 54 IH 68 Fire Admin Fields: Old Police Department. 9.45 acres EA 12 $192.50 $2,310.00 55 IH 69 Walnut Road: Along Walnut Estates Subdivision. 2.53 acres EA 12 $131.04 $1,572.48 56 IH 70 Veterans Road: Walnut to Magnolia. 0.75 acres EA 12 $65.40 $784.80 57 IH 71 McLean Road: Jolie to Cabot Cove. .52 acres EA 12 $65.40 $784.80 58 IH 72 McLean Road: Silsbee to Apple Springs. .57 acres EA 12 $65.40 $784.80 59 IH 73 Hatfield Road: Broadway to Fite. 6.02 acres EA 12 $188.00 $2,256.00 60 IH 73A Hatfield Trunk Line: Hatfield Road From Mary's Creek Barricade to Magnolia. .59 acres EA 12 $65.40 $784.80 61 IH 74 Broadway: Johnston to Ray. 0.13 acres EA 12 $65.40 $784.80 62 IH 75 South Pearland Alley: Walnut North To 518. 0.56 acres EA 12 $65.40 $784.80 63 IH 76 South San Antonio Alley: Walnut North To 518. 0.53 acres EA 12 $65.40 $784.80 64 IH 77 South Washington Alley: Walnut To Pear. 0.27 acres EA 12 $65.40 $784.80 65 IH 78 South Texas Alley: Walnut To Pear. 0.34 acres EA 12 $65.40 $784.80 66 IH 79 South Sacremento Alley: Walnut To Just North Of Pear. 0.35 acres EA 12 $65.40 $784.80 67 IH 80A Hastings Cannon Lot: East Property Line Between Land and Trailer Park. 1.15 acres EA 12 $131.04 $1,572.48 68 IH 81 Fite @ FM 1128: Intersection of Fite and FM 1128 With Sidewalk. 0.10 acres EA 12 $65.40 $784.80 69 IH 82 Southeast Corner Magnolia @ McLean: Corner of Magnolia & McLean Between Road And Sidewalk. 0.91 acres EA 12 $65.40 $784.80 70 IH 83 Southwest Corner Magnolia @ McLean: Corner of Magnolia & McLean At Majestic Church. 0.16 acres EA 12 $65.40 $784.80_ 71 IH 84 Barry Rose @ Pearland Parkway: Between Creekside Subdivision Fence And Sidewalk. 0.35 acres EA 12 $65.40 $784.80 72 IH 85 Pearland Parkway Loop: Lot Near Pearland Parkway's "Round- A-Bout". .57 acres EA 12 $65.40 $784.80 73 Price Per Mile of Right Of Way Reclamation - where it may be necessary to push back tree line in areas of the community to reclaim the entire widths of ROW. Mile 5 $300.00 $1,500.00 74 Price Per Square Foot For Slope Mowing. SF 5 $0.0019 $0.0095 75 Price Per Square Foot For ROW Mowing. SF 5 $0.0003 $0.0015 76 Price Per Square Foot For Vacant/Retention Mowing. SF 5 $0.0004 $0.002 77 IH 86 Bailey Road (Wel!borne — Veterans) .11 acres EA 12 $45.00 $540.00 78 IH 87 Fite Road (Hatfield — Cullen) 2.81 acres EA 12 $407.50 $4,890.00 79 IH 88 Garden Road (Broadway — Brookside) 3.15 acres EA 12 $407.50 $4,890.00 80 IH 89 Harkey Road (Sharondale St — Terrell Dr) .2 acres EA 12 $67.50 $810.00 81 IH 90 McLean Road (Near Intersection of Magnolia) .72 acres EA 12 $135.00 $1,620.00 82 IH 91 O'Day Road (Broadway — Olin Dr) 2.18 acres EA 12 $202.50 $2,430.00 83 IH 92 Old Alvin Road (Near Intersection of McHard) 1.16 acres EA 12 $135.00 $1,620.00 84 IH 93 Veterans (Magnolia — Walnut) 1.33 acres EA 12 $135.00 $1,620.00 85 IH 94 Mykawa at McHard EA 12 $134.15 $1,609.80 86 IH 95 Mykawa at Orange EA 12 $83.02 $996.21 87 IH 96 Hatfield Road EA 12 $121.49 $1457.88 Memo To: Clay Pearson, City Manager From: Resolution No. R2018-7 8/17/2017 To: Mayor and City Council Members Background information on upcoming mowing contract on the 8/28 meeting that consolidates four (4) existing contracts into one (1) contract for economies of scale on the contract and economizes contract management efforts. -Trent Eric Hammond, Right of Way Super endent CC: Trent Epperson, Assistant City Eric Wilson, Director of Public Andrea Brinkley, Assistant Date: August 16, 2017 nager orks 'rector of Public Works Re: Median, Right -of -Way & Facility Contract Maintenance Update Purpose The intent of this memorandum is to provide information on a forthcoming contract approval request, where City Council will consider the combination of four (4) existing landscape maintenance contracts into one single contract. The proposed recommendation is to award a combined landscape maintenance contract to Maldonado Nursery & Landscaping on the basis of best value. City Council's consideration and approval of this combined landscape program will continue to increase our marketability for contracted services, reduce the frequency of contract renewals and alleviate the potential for managing multiple service providers performing similar services and overlapping service areas. Background Since 2010, the City has contracted for landscape maintenance of City facilities, medians and rights of ways. Between 2010 and 2013, the City separated what was previously a single contract with multiple properties maintained by an individual contractor and began to award site specific contracts based on the lowest maintenance bid provided for each property advertised within the bid package. (In some cases, one landscape company was awarded median maintenance of a road while another company was awarded the shoulder maintenance of that same road). Due to major service quality issues, staff identified necessary stringent vendor accountability and service requirements. It was also determined that multiple vendors, responsible for individual properties within a larger program, did not provide the best value to the city. Several vendors were ultimately released from their individual contracts and the previous service provider was contracted to reassume the work. After re-evaluating the contracted landscape program and adopting maintenance specifications that better exemplified the City of Pearland's desired aesthetic, the first two comprehensive landscape maintenance contracts were bid in 2014. Those initial landscape contracts, for medians & for facilities had a combined cost of $500,039 and included 19 locations which totaled 173 acres of contracted maintenance. Along with Council's approval of these two contracts in June of 2014, City staff also realigned its internal services. In an effort to provide a complete streets approach within the organization, right of way (ROW) management and the contracted landscape services were moved from Parks & Recreation to the Public Works Department. In 2015, the Parks & Recreation Department continued to transition landscape maintenance from in-house to contracted services so that the focus of the department could return to more traditional Park & Recreation related services. At that time, the Parks Department still maintained 21 landscaped medians and rights-of-way which totaled 71 acres. All the while, needing to reallocate the man hours to existing park properties and amenities to achieve department -adopted service standards which were not being met. Subsequently, in June 2015 a contract valued at $267,000 for the maintenance of 21 locations was approved by City Council and management of those remaining landscaped properties transitioned to the Public Works Department. To support the continued transition of contracted services when compared to in-house staff maintenance cost, the following table was provided in the approved June 22, 2015 Agenda Request for the ROW & Median II Contract. The chart identifies the internal cost for the Parks Department to provide annual grounds maintenance services to the 21 properties included in that contract, which was awarded at $267,000. The cost for staff to perform these duties was higher. Man hours to maintain internally 9858 Equates to 4.7 positions (round to 5) Average salary/benefits per person $48,066 Additional cost* per person $1,090 Equipment Maintenance / Fuel $36,877 Total internal estimated cost $282,657 *additional cost per person includes PPE, uniforms, cell phone, etc. Finally, in September 2015, a fourth landscape contract covering seven acres in the amount of $29,700, was awarded to cover the Pearland Parkway Extension to Dixie Farm Road. With a swiftly evolving community such as Pearland. small additions and incremental increases to these landscape maintenance contracts have been necessary. Addendums for locations such as the Kirby Drive connection to CR 59, Fire Station No. 2, Fire Station No. 3 and city owned property that the fire stations previously occupied have been added to the existing contracts since 2014. The chart below further illustrates the progression of contracted services within the city. With the exception of 70 water production and reclamation facility acres currently maintained in-house by the Public Works Department, all non -recreational public property is and has been maintained via landscape maintenance contracts. In summary, we currently manage 8 mowing contracts. With the award of this proposed contract, we will reduce the number of contracts to 5. There is not a plan to Contract/Service Date Added to Program Potential Acreage/Notes Maintained Acreage FY 16 FY 17 FY 181 Annual Contract Management Budget) $1,248,898 S 1,386,371 Original Median Contract May 2014 2.82 acres included in 21 Median Contract as addendum in FY 17 149.68 (5350,423.68) (5357,432.15) Included in proposed Combined Contract price below Original Facility Contract May 1014 25.29 actual acres of turf maintained with impervious surface 53.02 (S2I4,365.40) (5242,048.24) Included in proposed Combined Contract price below Silvcrlake MUD Partnership (Managed by Jones & Carter Engineering 19% of 2268 acres) Lst. May 200(, ($24,000) (824,000) (524,000) 21 Median Contact (ROW & Median 11) June 2015 77.14 (5266,963.88) (8295,509.90) Included in proposed Combined Contract price below FEMA Lot Contract 1 I? 2 May 2008 50.21 ($38,435.60 ) (S 38,435.60 (S38,435.60) Pcarland Parkway Extension Contract Sept. 2015 7.08 (529,700) (S29,700) Included in proposed Combined Contract price below Rough Cut Contract 1 Jan. 2016 225.57 (8I 19,823) (81 19,823) (SI18,342.81) Combined Median, ROW & Facility Contract Prop. Sept 2017 286.92 total acres after contracts are combined 286.92 (861,452.96) (924,690.29) (999,936.95) Kirby Drive Extension Ieh. 2016 2.82 acres included in 21 Median Contract as addendum in FY 17 (S24,466) Included in 21 Median Contract price above Included in ro sed Combined Contract price above Silvcrlake MUD Partnership (Managed by Jones & Carter Engineering 19% of 2268 acres) Lst. May 200(, ($24,000) (824,000) (524,000) FEMA Lot Contract 1 I? 2 May 2008 50.21 ($38,435.60 ) (S 38,435.60 (S38,435.60) Rough Cut Contract 1 Jan. 2016 225.57 (8I 19,823) (81 19,823) (SI18,342.81) Open Ditch &Bridge Mowing Contract July 2017 44.08 (S66A63?0) (566,063.20) Tree Care Budget - Provides maintenance/removal on all public trees beyond contract specifications ($40,0011) (540,000) (840,000) Landscape Enhancement nt Repair Budget -Provides es enhancements and (5811,11(1(1) (58(1,(100) (880,000) $1,386,371 further consolidate the FEMA lot contract, rough cut contract, or open ditch contracts with this contract because of type of mowing, frequency, and equipment used is generally different. However, there is a plan to consolidate the open ditch and rough cut contracts in the future. The below chart summarizes the all contracted expenditures within the ROW Division of Public Works over FY16-18 and shows the consolidated contracts. repairs to all public landscapes beyond contract specifications J Amount requested in Budget for new construction and qualifying properties not previously included on a maintenance contract. Total acres maintained via contract Contract Management Balances 1 h116.7:, acres ($29,173) $60.720.44 564.185.91 S 19,592.44 'dedicated for future facility and roadway project completion, new property owned by the City in fee or future properties qualifying for deep ditch maintenance An interactive map of the City's landscape maintenance program can be accessed from the Public Works home page or via the link below: http://pearland.maps.arcgis.com/apps/webappviewer/index.html?id=x5679 1b259f3452488871b171519b26f Current Bid and Contract The City solicited bids for the combined maintenance contract between June 22, 2017 and July 11, 2017. Bid specifications include maintenance requirements for weed control, pest control, trash removal, turf maintenance, irrigation management, mulch installation, herbicide and fertilizer applications, shrub pruning and flowerbed maintenance. The City received 7 bids ranging from $865,263.16 to $2,291,648.50. Maldonado provided the best value bid for the proposed contract at $999,936.95. This amount is an increase of $75,250 over the existing four contracts combined. which is attributable to the requirements and increased cost since the original contracts were last bid in 2014 and 2015. The recommended contract amount is within the current annual contracted services budget. (Shown in line 2 of the table above). Three improvements were made to the contract specifications throughout this process: • An increase of four weed removal visits from the city's flowerbeds. The previous four contracts included 20 weed removal visits annually but due to unseasonably warm winters and extended weed growth periods, 4 additional weed pulling services have been added to ensure flower beds remained weed free during the fall and winter seasons. • Staff removed the option to plant seasonal color (annual flower change out) within the city's facilities. Seasonal plant change out was included and funded within the previous contracts. • Staff removed multiple fertilizer options within our facilities. In an effort to streamline maintenance practices and reduce contract cost, one standard fertilizer program was implemented. Recommendation The basis of staff recommendation is on the ability of the proposed vendor to self -perform and meet the contract requirements such as maintaining a licensed chemical applicator and irrigator on staff and past performance. Maldonado's inclusion of an irrigation enhancement program is another important component of the proposal beyond the base requirements, which will provide the City with an additional estimated value of $100,000 in irrigation components and equipment. Maldonado Nursery & Landscape bid has been found to be of the best value to the City of Pearland on the basis of price, reputation, ability to meet the City's needs and long term cost. On August 28, 2017 staff will recommend the combination of four existing landscape maintenance contracts into one single contract, and award this contract to the current service provider, Maldonado Nursery & Landscape in the estimated amount of $999,936.95. Maldonado is currently responsible for 97.5% of the existing contracts and is prepared to continue providing the landscape maintenance services as outlined in the Maintenance Schedule. The proposed contract term will be for one (1) year, with two (2) subsequent one-year renewal options available upon the mutual agreement of both parties, and the approval of City Council. A list of locations is attached. Reference R2014-47 (Landscape Median, ROW's & Facility Contracts) 1st Quarter Landscape Update Memo (12-28-15) R2016-124 (ROW & Median II Contract) Landscape Management Program Memo (4-18-16) 2nd Quarter Landscape Update Memo (5-2-16) Water & Sewer Fund — Grounds Maintenance Memo (9-1-16) R2016-224 (Rough Cut Contract) Right of Way Update — Collaboration Towards Expanded Maintenance Memo (6-7-16) R2017-7 Open Ditch Right of Way Mowing Policy R2017-127 (Open Ditch & Bridge Contract) RESPONSIVE RESULTS -ORIENTED TRUST -BUILDERS Memo To: Clay Pearson, City Manager From: Eric Hammond, Right of Way Superintendent CC: Trent Epperson, Assistant City Manager Eric Wilson, Director of Public Works Michael Leech, Assistant Director of Public Works Date: December 28, 2015 Re: Rough Cut Maintenance Update Resolution No. R2018-7 The purpose of this memo is to provide information on the final phase of the City's Right of Way (R.O.W.) Transition Program. On January 11th the City Council will be asked to support the funding of a Rough Cut Maintenance Contract and complete the transition of all non -recreational grounds maintenance, previously conducted by the Parks Department, to a third party contract. In June of 2014 a letter was drafted to the City Manager's Office, outlining staffs' plan to transition the responsibility of R.O.W. maintenance, to the Public Works Department. Within that memo, the following goals and key benefits were identified: • Increased efficiency by having a complete streets approach to R.O.W. maintenance. • Increased accountability by placing the mowing of R.O.W.'s in the same area as the utility maintenance within the ROWs. • Transfer existing man hours in Parks & Recreation to support the addition of new parks coming on-line. • Have the responsibility completely transitioned by the beginning of the FY 16 budget year. • Have the responsibility eventually performed completely under contract The final step in this transition is to place the remaining 212 rough cut acres onto a third party maintenance contract. A rough cut area is defined as a piece of City owned property, maintained at 12 visits per year. Examples of this service include the retention ponds on Pearland Parkway and the undeveloped property behind the Fire Administration Building. As funding was requested in the 2016 budget and since its adoption, staff have developed a Rough Cut Mowing Contract and prepared an Agenda Request for the January 11th City Council meeting. For additional information related to the Right of Way Maintenance Program, please see the following attachments: • Agenda Request — 21 Median Maintenance Contract (6/22/15) • Memo — Right of Way Transition Program Four Month Update (8/6/15) • Memo — Right of way Mowing Program (11/19/14) • Memo — Transition of ROW Mowing from Parks to Public Works (6/4/14) Resolution No. R2018-7 Bid Tabulation & Maintenance Schedule Bid *11116-06 Title Rough Cut Mowing Services Specification Responses Lawnscapes Unlimited BIO Landscape & Yes America Skavels $M. Proiect Strom Maintenances Enterprises dscaoino&More �lUnit LLC Line Description IUOM IQTY Unit Extended Unit Extended Unit Extended Unit Extended Extended Unit IExtended 1 IH 1A Mayor's Alley: Portion of Mayo EA 12 565.40 $784.80 830.00 5360.00 834.30 5411.60 _ 8200.00 52,400.00 8400.00 54,800.00 $411.60 54,939.20 $65.40 8784.80 515.00 5180.00 $15.00 5180.00 860.00 5720.00 $200.00 $2,400.00 $ r5.60 5907.20 IH 1 Old Alvin Road: Bridge Crossin£ IH 2 Main © 3rd Street: West Shoulc IH 3 Industrial West: West Of Main li EA EA EA 12 12 12 2 565.40 $784.80 $15.00 $180.00 515.00 5180.00 $90.00 51,080.00 $300.00 $3,600.00 $142.80 51,713.60 3 5122.52 $1,470.24 5292.00 53,504.00 8326.20 $3,914.40 5600.00 $7,200.00 5600.00 $10,800.00 $3,914.40 546,972.80 4 5 IH 4 Industrial East: East of Main Stn EA 12 5196.56 $2,358.72 $154.00 51,848.00 $172.90 $2,074.80 $400.00 $4,800.00 $750.00 $9,000.00 52,014.80 524,897.60 6 IH 5 Dixie Farm Lot: Pearland Parkw EA 12 $57.00 5684.00 $287.00 53,444.00 8321.30 53,855.60 $600.00 57,200.00 5850.00 810.200.00 $3,8 55.60 546,267.20 7 IH 6 Friendswood Hastings Lot: Intel EA 12 5171.00 52.052.00 $1,880.00 522,560.00 52,100.00 525,200.00 51,500.00 S18,000.00 86400.00 872,000.00 5252.00 $3,024.00 8 IH 7 Hastings Friendswood: Side oft EA 12 $65.40 5784.80 $74.00 $888.00 583.30 .; 5999.60 $200.00 52,400.00 $300.00 53.600.00 5999.60 511,995.20 565.40 $784.80 523.00 5276.00 5310.80 $150.00 51,800.00 $400.00 54,800.00 5310.80 53,729.60 9 IH 9 John Lizer Road: Pearland Park EA 12 10 IH 11 Library Lot: Lot behind library F EA 12 _$25.90'' 557.00 5684.00 545.00 $540.00 $51.10 ' 5613.20 $200.00 52,400.00 $1,000.00 512,000.00 56 3.20 57,358.40 557.00 5684.00 554.00 5648.00 $60.90 -' 5730.80 5200.00 52,400.00 5800.00 59.600.00 5730.80 58,769.60 11 IH 12 Library Pond: .87 acres EA 12 $85.50 51.026.00 $256.00 53,072.00 5286.30 83,435.60 5600.00 57,200.00 5900.00 510,800.00 53,435.60 541,227.20 12 IH 15 East Mary's Creek Retention P EA 12 13 IH 16 McGinnis Road: Dixie Farm to EA 12 598.10 51,177.20 $39.00 5468.00 $43.40 5520.80 5200.00 52,400.00 5600.00 57.200.00 5520.80 56,249.60 $262.08 53,144.96 8145.00 $1,740.00 $161.70 $1,940.40 5650.00 57.800.00 $1,000.00 S12.000.00 81,940.40 523,284.80 14 IH 19 Green Tee Ditch: Moore North EA 12 $262.08 53,144.96 $88.00 $1,056.00 898.00 ' $1,176.00 $400.00 S4,800.00 81,000.00 512,000.00 $1,178.00 514,112.00 15 IH 20 Country Club Ditch: Antrim Noi EA 12 16 IH 21 Barry Rose Road: Lot on East EA 12 5131.04 $1,572.48 014.00 51,368.00 8127.40: °81,528.80 5250.00 53,000.00 8450.00 $5,400.00 51,528.80 518,345.60 8295.50 $3,546.00 $1120.00 $13,440.00 $1,251.60 $15,019.20 52,500.00 $30,000.00 $4,000.00 $48,000.00 $15,019.20 5180,230.40 17 IH 23 Pearland Parkway Pond East. EA 12 5155.54 $1,866.48 $405.00 $4,860.00 5452.90 $5,434.80 $1,000.00 $12,000.00 51,500.00 $18,000.00 55,434.80 565,217.60 18 IH 24 Pearland Parkway Pond West. EA 12 19 IH 25 Twin Creek Ditch and Pond to EA 12 5115.23 51,382.76 $304.00 $3,648.00 5339.50 - 54,074.00 51,000.00 $12,000.00 81,100.00 513,200.00 $4,074.00 548,888.00 $65.40 5784.80 $15.00 5180.00 515.00 _ 5180.00 525.00 5300.00 5400.00 $4.800.00 $13.10 5157.20 20 IH 26 Bishopton Lot: Ditch In Front o EA 12 21 IH 27 Knapp Road: Intersection of Kr EA 12 $131.04 51,572.48 $56.00' ,$672.00 $6230 5747.60 5135.00 51,620.00 $800.00 $9,600.00 $747.60 58,971.20 22 IH 28 Old Alvin Rd: Intersection of fu EA 12 $28.50 5342.00 $15.00 5180.00 $16.10 5193.20 $50.00 5600.00 $300.00 $3,600.00 $193.20 52,318.40 23 IH 29 Houston Alley: Between Houst EA 12 565.40 5784.80 515.00 5180.00 817.50. 5210.00 850.00 5600.00 5600.00 57.200.00 5210.00 52,520.00 24 IH 30 Orange and Washington Lot: C EA 12 857.00 5684.00 5178.00 52,136.00 $199.50 :- $2,394.00 8400.00 54,800.00 $1,000.00 512,000.00 $199.50 52,394.00 $65.40 5784.80 815.00 5180.00 $15.00 _ 5180.00 $20.00 5240.00 $500.00 56.000.00 575.60 5907.20 25 IH 31 Orange: From Railroad Tracks\EA EA 12 12 26 IH 32 North Peartand Alley: Jasmine 565.40 5784.80 837.00 5444.00 $41.30 , : 5495.60 5100.00 51,200.00$300.00 53,600.00 5495.60 55,947.20 27 IH 33 North San Antonio Alley: Jasm EA EA 12 12 565.40 5784.80 815.00 5180.00 816.80 5201.60 840.00 5480.00 $600.00 56.000.00 $201.60 52,419.20 565.40 5784.80 525.00 $300.00 828.70 5344.40 580.00 S960.00 $400.00 84,800.00 $344.40 54,132.80 28 IH 34 North Washington Alley Jasm 29 IH 35 North Washington Fence Line: EA 12 $65.40 $784.80 523.00 $276.00 825.20 i 5302.40 560.00 5720.00 $400.00 54,800.00 8302.40 53,628.80 30 IH 36 McHard Overpass Ponds: Pon EA 12 $160.54 51,926.48 5400.00 $4,800.00 5445.90 $5,350.80 5800.00 59,600.00 81,400.00 516,800.00 55,350.80 564,209.60 $196.56 $2,358.72 584.00 $1,008.00 $94.50 _ 51,134.00 5400.00 54,800.00 $2,000.00 $24,000.00 51,134.40 513,612.80 31 IH 37 Mykawa - East Shoulder: Katy EA 12 $65.40 $784.80 519.00 $228.00 $21.70 'r $260.40 _ 5120.00 $1,440.00 5500.00 $6,000.00 $260.40 $3,124.80 32 IH 38 Woody Road: Cunningham to EA 12 $32.70 5392.40 $15.00 $180.00 515.00 $180.00 $20.00 $240.00 5150.00 $1,800.00 $18.80 $201.60 33 IH 39 Hatfield Road: Intersection oh EA 12 $196.56 52,358.72 5160.00 51,920.00 5179.20 :;:52,150.40 5400.00 $4,800.00 5700.00 $8,400.00 82,150.40 825,804.80 34 IH 40 1626 Hatfield: Future Extensio EA 12 35 IH 41 O'Day Road: Along City Prope EA 12 865.40 5784.80 524.00 5288.00 526.60 5319.20 580.00 5960.00 5300.00 ' • $3,600.00 8319.20 53,830.40 36 IH 42 Garden Road Water Tower FiraEA 12 $90.30 51,083.60 $208.00 52,496.00 5233.10 '' 52,797.20 _$360.00 54,320.00 82,000.00 $24,000.00 52,797.20 533,566.40 8196.56 52,358.72 8107.00 $1,284.00 8119.70 51,436.40 5300_00 53,600.00 81,500.00 518.000.00 $1,436.40 517,236.80 37 IH 43 Max Road: Along Hickory Souk EA 12 865.40 5784.80 $37.00 5444.00 541.30 5495.60 $120.00 51,440.00 5700.00 ' 58.400.00 $495.60 55,947.20 38 ion IH 44 Reid Road: 1128 Extension. 0 EA 12 565.40 5784.80 841.00 5492.00 $45.50 5546.00 $125.00 51,500.00 51,200 00 514,400.00 5546.00 56,552.00 39 IH 46 Lee Road: Lee Road Connec6 EA 12 565.40 5784.80 $15.00 5180.00 $16.10 5193.20 $80.00 S960.00 5600.00 57,200.00 5193.20 52,318.40 40 IH 47 Hal House Road: 518 to Ceme EA 12 41 IH 48 MUD 5 Pond: Intersection of M EA 12 5685.33 58.223.96 52,698.00 532,376.00 53,013.50 536,162.00 53,500.00 542,000.00 58,800.00 5105,600.00 536,162.00 5433,944.00 42 IH 49 Water Lights Road. 1.96 acretEA 12 5131.04 51,572.48 5122.00 11.464.00 $137.20 51,646.40 5400.00 S4,800.00 $600.00..,:,X$7,200.00 51,646.40 519,756.80 Lawnscapes BIO Yes Landscape & America Skavels Rick's Project Storm, Specification Responses Unlimited Maintenance Enterprises Construction Landscaping&More I LC Line Description UOM QTY Unit Extended Unit I Extended rUnit jExtended Unit (Extended Unit 'Extended Unit JExtended 43 IH 50 Kirby Ditch & Kirby Pond 1. 6. EA 12 585.50 51,026.00 5415.00 54,980.00 5464.10 $5,569.20 51,500.00 518,000.00 51,600.00 519,200.00 55,569.20 566,830.40 557.00 5684.00 5172.00 $2,064.00 5192.50 52,310.00 $420.00 55,040.00 $800.00 59,600.00 52,310.00 527,720.00 44 IH 51 Kirby Pond 2. 2.75 acres EA 12 45 IH 52 Shadow Creek Parkway Lot: T EA 12 5114.00 51,368.00 5349.00 54,188.00 5389.90 54,678.80 5850.00 S10,200.00 52,000.00 524,000.00 54,678.80 556,145.60 46 IH 55 Fite Road: Navarro to Dead Er EA 12 565.40 5784.80 533.00 5396.00 _ 537.10 y 5445.20 $150.00 51,800.00 5500.00 56,000.00 5445.20 55,342.40 5310.00 53,720.00 5829.00 59,948.00 5926.10 511,113.20 54,000.00 548,000.00 $4,500.00 554,000.00 511,113.20 5133,358.40 47 IH 57 Bailey Road: 1800' West of 11 EA 12 5131.04 51,572.48 573.00 5876.00 $81.90 5982.80 5250.00 53,000.00 52,800.00 533,600.00 $982.80 511,793.60 48 IH 59 Veterans Road: Magnolia to BEA 12 5131.04 51,572.48 565.00 $780.00 572.80 5873.60 $400.00 54,800.00 51,000.00 512,000.00 $873.60 510,483.20 49 IH 60 Magnolia Ponds (2). 1.04 acres EA 12 565.40 5784.80 $15.00 5180.00 $16.10 5193.20 5100.00 51,200.00 5400.00 $4,800.00 $193.20 52,318.40 50 IH 61 Lee Lane Extension: Continual EA 12 51 IH 62 McLean Road: Cabot Cove to EA 12 $65.40 5784.80 $16.000 5192.00 $18.20 $218.40 560.00 5720.00 $800.00 59,600.00 $218.40 52,620.80 565.40 5784.80 515.00 5180.00 $16.10 5193.20 5150.00 51,800.00 5400.00 54,800.00 5193.20 52,318.40 52 IH 64 Harkey Raod: Fite to Figland o1EA 12 $65.40 5784.80 547.00 5564.00 553.20 $638.40 5500.00 56,000.00 52,800.00 533,600.00 5638.40 87,660.80 53 IH 66 Fite Road: Hatfield to McLean. EA 12 5192.50 52,310.00 5593.00 57,116.00 $661.50 $7,938.00 51 400.00 816,800.00 55,000.00 560,000.00 57,938.00 595,256.00 54 IH 68 Fire Admin Fields: Old Police E. EA 12 55 IH 69 Walnut Road: Along Walnut EilEA 12 5131.04 51,572.48 $ 58.00 $1,896.00 5177.10 ' 52,125.20 5400.00 54,800.00 $3,000.00 536,000.00 52,125.20 525,502.40 565.40 5784.80 $47.00 .$564.00 552.50 5630.00 5240.00 52,880.00 52,000.00 524,000.00 5630.00 57,560.00 56 IH 70 Veterans Road: Walnut to Mag EA 12 $65.40 5784.80 532.00' ' 5384.00 536.40 5436.80 5250.00 53,000.00 51,000.00 512,000.00 5436.80 55,241.60 57 IH 71 McLean Road: Jolie to Cabot C EA 12 565.40 5784.80 536.00 5432.00 $39.90 5478.80 5250.00 53,000.00 51,000.00 512,000.00 5478.80 55,745.60 58 IH 72 McLean Road: Silsbee to Appl EA 12 59 IH 73 Hatfield Road: Broadway to Fit EA 12 5188.00 52,256.00 $377.00 54,524.00 5421.40 55,056.80 5800.00 59,600.00 53,000.00 536,000.00 55,056.80 560,681.60 $65.40 5784.80 $37.00 5444.00 $41.30 5495.60 5200.00 52,400.00 $2,000.00 524,000.00 $495.60 55,947.20 60 IH 73A Hatfield Trunk Line: Hatfield EA 12 61 IH 74 Broadway: Johnston to Ray. 0. EA 12 $65.40 5784.80 515.00 8180.00 515.00 $180.00 540.00 5480.00 $300.00 53,600.00 $109.20 51,310.40 565.40 5784.80 535.00 5420.00 539.20 8470.40 590.00 51,080.00 5500.00 56,000.00 5470.40 55,644.80 62 IH 75 South Pearland Ailey: WalnutEA 12 63 IH 76 South San Antonio Alley: Wale 12 $65.40 5784.80 533.00 ' 5396.00 $37.10' $445.20 590.00 81,080.00 5500.00 56,000.00 $445.20 $5,342.40 64 IH 77 South Washington Alley: Wain EA 12 $65.40 5784.80 $17.00 ,. '5204.00 518.90 ? $226.80 $45.00 5540.00 5400.00 54,800.00 5226.80 52,721.60 65 IH 78 South Texas Alley: Walnut To EA 12 565.40 $784.80 521.00 r 5252.00 $23.80 5285.60 $50.00 5600.00 $450.00 55,400.00 5294.00 53,528.00 66 IH 79 South Sacramento Alley: Wain EA 12 $65.40 5784.80 522.00 5264.00 $24.50 `, 5294.00 550.00 5600.00 5450.00 55,400.00 5295.00 53,540.00 67 IH 80A Hastings Cannon Lot: East P EA 12 5131.04 51,572.48 572.00 5864.00 _ $80.50 5966.00 5250.00 53,000.00 53,000.00 536,000.00 5966.00 511,592.00 68 IH 81 Fite @1 FM 1128: Intersection ctEA 12 565.40 5784.80 $15.00 5180.00 515.00 5180.00 550.00 5600.00 $100.00 51,200.00 $85.00 51,020.00 565.40 5784.80 557.00 $684.00 563.70 S764.40 $250.00 53,000.00 51,000.00 512,000.00 5764.40 59,172.80 69 IH 82 Southeast Comer Magnolia fa EA 12 70 IH 83 Southwest Corner Magnolia gEA 12 $65.40 5784.80 515.00 5180.00 $15.00 5180.00 5125.00 51.500.00 5600.00 57,200.00 $134.40 51,612.80 71 IH 84 Barry Rose @ Pearland Parkw EA 12 565.40 5784.80 522.00 5264.00 $24.50 8294.00 5150.00 51.800.00 5500.00 $6,000.00 $294.00 53,528.00 72 IH 85 Pearland Parkway Loop: Lot N EA 12 $65.40 $784.80 535.00 5420.00 539.90 $478.80 5150.00 51,800.00 51,000.00 $12,000.00 $478.80 55,745.60 73 Price Per Mlle of Right Of Way Rede Mile 5 $300.00 81,500.00 53,432.00 517,160.00 $500.00 52,500.00 $22,275.00 8111,375.00 $6,000.00 530,000.00 54,500.00 $22,500.00 74 75 Price Per Square Foot For Slope Mo SF Price Per Square Foot For ROW MoiSF 5 5 50.0019 50.0095 50.01 $0.05 $5.00 $25.00 50.025 $0.125 5125.00 5625.00 51.25 $6.25 $0.0003 $0.0015 50.01 $0.05 $5.00 $25.00 50.005 50.025 $65.00 5325.00 51.25 $6.25 50.0004 50.002 50.01 $0.05 55.00 525.00 50.0035 $0.0175 $100.00 $500.00 $1.25 86.25 76 Price Per Square Foot For Vacant/R SF 5 Total 595,858.893 5177,144.15 5181,238.20 5492,075.1675 51,129,450.00 $1,831.434.751 EXHIBIT B Maintenance Schedule Bid #1116-06 Rough Cut Mowing Services Resolution No. R2O18-7 *As needed; at Contractor's discretion. Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Mowing and edging properties 1 1 1 1 1 1 1 1 1 1 1 1 Mowing and edging Class B areas Trash removal from properties 1 1 1 1 1 1 1 1 1 1 1 1 Fertilize Turf - Class A areas Fertilize Turf - Class B areas Summer Fertilize Turf - Class A areas Broadleaf herbicide application Monthly irrigation inspection Quarterly irrigation inspection Prune shrubs and trim groundcovers Complete weeding of planting/shrub beds Pre -emergent weed control " Dead heading of annuals/perennials Prune/thin of ground cover Fertilize planting/shrub beds Cultivate planting/shrub beds Changeout seasonal color Mulching of planting/shrub beds Weed control in hardscape 1 1 1 1 1 1 1 1 1 1 1 1 Fire ant spot treatment Removal of sucker growth from trees Annual tree pruning Cultivate tree rings and tree areas Mulching of tree rings and tree areas *As needed; at Contractor's discretion. iitill •'yt111i11ty_r