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Home My WebLink About2012 03 12 Consent 210 Requesting Approval of Landscape Maintenance Agreement Tuskawilla Rd Oak Forest Town Center 1COMMISSION AGENDA ITEM 210 March 12, 2012 Regular Meeting REQUEST: Informational Consent X Public Hearings Regular KS City Manager SR Department The Community Development Department, Urban Beautification Division, is requesting that the City Commission approve Kirkland's Property Management Services, LLC., in the amount of $37,764, for landscape maintenance services for Tuskawilla Road, Oak Forest Wall & Beautification District and Town Center Phase 1. SYNOPSIS: On February 29, 2012, bids were received for landscape maintenance of public areas along Tuskawilla Road, Oak Forest Wall & Beautification District and Winter Springs Town Center Phase 1. Regular mowing, weeding, edging, shrub trimming, tree pruning, mulching, weed control, chemical applications, annual plantings and irrigation maintenance are examples of maintenance items for these areas. Currently, the cost totals $42,280 annually and a savings of $4,516 will be realized by contracting with Kirkland's Property Management Services for this scope of work. CONSIDERATIONS: Bids were received as follows: A) Tuskawilla Road and Oak Forest (Bid# 022012TROFWBD /SR) 1. Kirkland's $32,064 2. Dawnalee $33,648 3. Annan $39,960 2. 4. Eastwood $42,780 5. D &A Landscaping $48,027 Consent 210 PAGE 1 OF 2 - March 12, 2012 B) Town Center Phase 1 (Bid# 022012TCPH1 /SR) 1. Kirkland's $5,700 2. Dawnalee $7,836 3. Eastwood $9,840 4. Annan $6,540 Baker $20,280 FISCAL IMPACT: Approval of Kirkland's Property Management Services, LLC., at a cost of $37,764, for the landscape maintenance, irrigation and chemical services for Tuskawilla Road, Oak Forest Wall & Beautification District and Town Center Phase 1, will result in a savings of $4,516 annually. This expenditure is budgeted in the following line codes: (1525 -54682 - R &M Grounds $21,064, 1525 -54644 -60003 - Town Center R &M $5,700, 191 -54682 - R &M Grounds $11,000). COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media /Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations /Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends that the City Commission approve Kirkland's Property Management Services, LLC., in the amount of $37,764, for landscape maintenance services for Tuskawilla Road, Oak Forest Wall & Beautification District and Town Center Phase 1. Approval will result in a savings of $4,516 annually. Staff also recommends that the City Commission authorize the City Manager and the City Attorney to prepare and execute any and all applicable documents required for the agreement with Kirkland's Property Management Services, LLC. ATTACHMENTS: A) Bid Analysis - Tuskawilla Road /Oak Forest Wall and Beautification District B) Bid Analysis -Town Center Phase 1 Rights of Way and Medians Consent 210 PAGE 2 OF 2 - March 12, 2012 Bid Analysis - Tuskawilla Road / Oak Forest SCORE 0 -5 = Quality (0 = FTQ / 1 = low / 3 = neutral / 5 = highest) 0 or FTQ = Failed to Qualify N NTE � t RIO Bidder Responsible Score Due Diligence Total Rank Base Bid Equip. Insurance Refs. Current Experience Comp /Liab Work Integrity Auto Work Cost Quality Value Kirkland's $32 5 5 4 5 4 5 5 33 D &A $48 5 5 4 4 4 4 2 28 Dawnalee $33 4 5 5 4 5 4 4 31 Eastwood $42 4 5 4 5 5 4 3 30 Annan $39,960 5 5 4 3 5 3 3 28 * Ranking score is a result of a combination of factors including: price, responsiveness, responsibility and results of the due diligence process. * Please rank in order of recommendation and remember that staff will be recommending the lowest cost/ highest score QUALIFIED bidder for award. Notes: Recommendation: Kirkland's Landscapin_g Current Contract Cost: $36,514.20 Savings with Kirkland: $4,450.20 EXEL Evaluation Maint. Serv. Bid Analysis - Town Center Phase 1 SCORE 0 -5 = Quality (0 = FTQ / 1 = low / 3 = neutral / 5 = highest) 0 or FTQ = Failed to Qualify N NTE � t RIO Bidder Responsible Score Due Diligence Total Rank Base Bid Equip. Insurance Refs. Current Experience Comp /Liab Work Integrity Auto Work Cost Quality Value Kirkland's $5,700 5 5 4 5 4 5 5 33 Baker $20 5 5 4 4 4 4 2 28 Dawnalee $7 4 5 5 4 5 4 4 31 Eastwood $9 4 5 4 5 5 4 3 30 Annan $6,540 5 5 4 3 5 3 3 28 * Ranking score is a result of a combination of factors including: price, responsiveness, responsibility and results of the due diligence process. * Please rank in order of recommendation and remember that staff will be recommending the lowest cost/ highest score QUALIFIED bidder for award. Notes: Recommendation: Kirkland's Landscapin_g Current Contract Cost: $5,766.60 Savings with Kirklands: $66.60 EXEL Evaluation Maint. Serv.