Subject:
Title
Second Amendment to the agreement with Yellowstone Landscape Southeast LLC d/b/a Yellowstone Landscape for landscape and irrigation maintenance services.
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Recommended Action:
Recommended Action
Approval and execution by the County Administrator of the Second Amendment to the Agreement with Yellowstone Landscape - Southeast, LLC dba Yellowstone Landscape (Yellowstone Landscape) for mowing services.
• This contract provides the Administrative Services Department with routine mowing services in addition to edging, weeding, tree, shrub, and palm pruning and mulching, irrigation system maintenance and repair, pest control, and fertilizing at various County Locations.
• The Second Amendment adds seventeen (17) service locations to the contract for an increase in the total not to exceed amount of $86,496.00 to provide time for a new contract to be established. Adding these locations is necessary to ensure adequate service levels are maintained due to continued nonperformance issues with the originally awarded contractor, Commercial Landscape Professionals, Inc. d/b/a Trimac Outdoor (Trimac Outdoor).
• On June 23, 2020, the Board of County Commissioners awarded this contract to Trimac Outdoor. Due to labor shortages with the awarded bidder, the County Administrator partially awarded the contract to Yellowstone on October 7, 2021, as the second low bidder in the amount of $902,692.00 for a forty-eight (48) month term. As a result, on October 26, 2021, the Board of County Commissioners descoped services with Trimac Outdoor via the First Amendment. On August 18, 2022, the Purchasing Director approved the First Amendment with Yellowstone which reallocated funds from unspecified services to the specified services to service additional locations with no additional funding added to the contract.
• Due to continued nonperformance issues, a companion item to cancel the agreement with Trimac Outdoor is in process via Legistar No. 23-0371A.
• This Second Amendment will raise the not-to-exceed threshold by $86,496.00, or 9.6%, to a total of $989,188.00. The average pricing per location (including miscellaneous charges) is 6.2% more than the previous vendor.
• While this amendment will create purchasing availability, it does not guarantee that the full contract amount will be spent. Departments may use up to the full amount or less. Funding will be derived from multiple Funds, Centers, Accounts, and Programs and is budgeted for in the FY23 Adopted Budget across several departments and preliminarily included in the FY24 Requested Budget. Both the FY23 adopted and FY24 preliminary budgets are more than double the average annual expenditure of this contract. Approval for the use of funds and whether budgetary conditions are met will need to be made on a department-by-department basis.
Contract No. 189-0354-B increase in the amount of $86,496.00 for a revised total contract value of $989,188.00 with an estimated average annual expenditure of $247,297.00, effective through June 22, 2025.
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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
5.4 Strive to exceed customer expectations
Summary:
Due to continued nonperformance issues with Trimac Outdoor, this Second Amendment with Yellowstone will add seventeen (17) additional service locations to the contract, including the Pinellas County Justice Center and various Radio Tower locations, increasing the total not to exceed contract amount by $86,496.00 to provide adequate services until a new contract can be established.
Background/Explanation:
The Board of County Commissioners awarded contract number 189-0354-B to Trimac Outdoor on June 23, 2020 in the amount of $1,536,900.00 for a sixty (60) month term.
The County Administrator approved a partial award of contract to Yellowstone Landscape - Southeast, LLC dba Yellowstone Landscape on October 7, 2021 in the amount of $902,692.00 for a forty-eight (48) month term.
The First Amendment with Trimac Outdoor to descope the contract was approved by the Board of County Commissioners on October 26, 2021.
The First Amendment with Yellowstone Landscape was approved by the Division Director of Purchasing and Risk Management Division on August 18, 2022 reallocating available funding from unspecified services to specified services with no change to the total contract value.
Fiscal Impact:
Original approved expenditure: $902,692.00
Increase in the amount of: $86,496.00
Revised expenditure not-to-exceed: $989,188.00
Estimated annual expenditure: $247,297.00
This Second Amendment will raise the not-to-exceed threshold by $86,496.00, or 9.6%, to a total of $989,188.00. It will also add 17 additional service locations to the contract in an effort to maintain adequate service levels following performance issues with the previous vendor. The average pricing per location (including miscellaneous charges) is 6.2% more than the previous vendor.
While this amendment will create purchasing availability, it does not guarantee that the full contract amount will be spent. Departments may use up to the full amount or less. Funding will be derived from multiple Funds, Centers, Accounts, and Programs and is budgeted for in the FY23 Adopted Budget across several departments and preliminarily included in the FY24 Requested Budget. Both the FY23 adopted and FY24 preliminary budgets are more than double the average annual expenditure of this contract. Approval for the use of funds and whether budgetary conditions are met will need to be made on a department-by-department basis.
Delegated Authority:
Authority for the County Administrator to approve this amendment is granted under Code Section 2-62(a)(2).
Staff Member Responsible:
Diane Sweeny, Deputy Director, Administrative Services Department
Merry Celeste, Division Director, Purchasing, Administrative Services Department
Joe Lauro, Director, Administrative Services Department
Partners:
N/A
Attachments:
Second Amendment