Subject:
Title
Award of bid to Island Way Property Services, LLC for Vacant Property Landscape Maintenance and Services.
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Recommended Action:
Recommended Action
Approval of award of bid and execution of agreement by the County Administrator with Island Way Property Services, LLC (Island Way) for vacant property landscape maintenance and services.
• This contract provides vacant property landscape maintenance and services at various County locations. Maintenance Class and frequency are assigned per property depending upon location and type of services as well as on as-needed basis.
• Two bids were received with Island Way recommended for award as the lowest responsive and responsible bidder with an estimated annual average expenditure of $203,241.23 for a twenty-four-month term.
• This contract will consolidate and replace prior contracts currently in force. While the new contract has been modified compared to the current contract, comparative locations are averaging approximately a 19% increase due to increased labor and material costs.
• Funding for this contract is from the various departmental operating budgets utilizing these services (Public Works/Administrative Services/Community Development/BDRS). Ample funding has been allocated in the FY23 budgets of these departments to provide for these expenses.
Contract No. 22-0303-B; estimated annual expenditure of $203,241.23. with a twenty-four (24) month expenditure not to exceed $406,482.46, based on the lowest responsive, responsible bid received meeting specifications.
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Strategic Plan:
Deliver First Class services to the Public and our customers
5.2 Be responsible stewards of the public’s resources
5.3 Ensure effective and efficient delivery of county services and support
Summary:
This contract provides vacant property landscape maintenance and services for various County facilities. Contract services include, but are not limited to all labor, supervision, materials, equipment, supplies, site visits, tools, vehicles, equipment, maintenance of traffic, traffic control, management, fuel, transportation to arrive and perform mowing and landscape maintenance and includes all needs for edging and trimming, removal of undesirable vegetation by hand or mechanical means, herbicide, litter and debris removal, right of way clearance trimming/pruning and tree trimming.
Background/Explanation:
On July 22, 2022, the Purchasing and Risk Division, on behalf of the Department of Public Works, released an invitation to bid with the intent to establish a contract for vacant property landscape maintenance and services. Two bids were received with Island Way Property Services, LLC as the lowest responsive and responsible bidder with an estimated annual average expenditure of $203,241.23.
This contract will consolidate and replace prior Contract No.167-0060-Q in the amount of $533,838.00 with an annual expenditure of $94,206.71 and Contract No.190-0378-Q in the amount of $210,624.00 with an annual expenditure of $76,590.55.
The contract contains a provision for price adjustment (increase/decrease) at twenty-four (24) months after the date of award and thereafter at twenty-four (24) months for the life of the contract in an amount not to exceed the average of the Consumer Price Index (CPI) for all Urban Consumers, Not Seasonally Adjusted for the twelve (12) months prior or 5%, whichever is less.
Fiscal Impact:
Estimated twenty-four (24) month expenditure not to exceed: $406,482.46
Estimated annual expenditure: $203,241.23
Funding is derived from each departments’ operating budget.
Delegated Authority:
Authority for the County Administrator to execute this agreement is granted under Code Section 2-188(b).
Staff Member Responsible:
Kelli Hammer-Levy, Director of Public Works
Kevin McAndrew, Director, BDRS
Carol Strickland, Director, Community Development
Joe Lauro, Director, Administrative Services
Merry Celeste, Division Director, Purchasing and Risk Management
Partners:
N/A
Attachments:
Agreement
Bid tabulation summary