AGENDA REPORT
DATE: April 8, 2024
TO: City Commission
FROM: Bill McDaniel, City Manager
SUBJECT: Interchange and Median Grounds Maintenance
EXECUTIVE SUMMARY:
On February 13, 2023, the City Commission approved an agreement with AB5 Enterprises for Interchange and Grounds Maintenance, pursuant to Invitation for Bid (IFB) 22-061PK-JG. Services included mowing, edging, trimming, and debris cleanup of approximately 36.57 acres of City maintained property weekly, from March through October and bi-monthly November through February, for a total of 40 services per year at an annual cost of $88,000.00.
Shortly after the service commenced, issues arose due to the vendor using improper and unreliable equipment as well as being understaffed. Issues included interchanges becoming overgrown, inoperable equipment stranded on City property, debris not being removed, lack of edging, and slopes not being mowed consistently. Staff made several attempts to work with the vendor through these issues and on June 30, 2023, AB5 Enterprises notified the City that they would no longer provide services.
Continuity of service was paramount as mid-summer is the peak growing season. Staff reached out to subsequent bidders of IFB 22-061PK-JG, as well as non-bidding local landscaping companies. Staff engaged the services of a non-bidder, Absolute Property Maintenance, on July 17, 2023. On July 28, 2023, Absolute Property Maintenance informed staff they could not handle the workload and stopped services.
On August 3, 2023, staff engaged the services of Russell Landscape Florida, LLC, a bidder of IFB 22-061PK-JG. Staff has been pleased with the quality of service and there have been no problems or interruptions since Russell Landscape began service. The City can continue to utilize Russell Landscape through piggyback of City of Smyrna, GA Request for Proposals 23-017. The annual cost to continue service through April 17, 2026, is $166,895.00, or $114.09/acre per service.
RECOMMENDATION:
That the City Commission authorize the City Manager to execute an agreement with Russell Landscape Florida, LLC, for Median and Interchange Mowing, via City of Smyrna, GA Request for Proposals 23-017, for $166,895.00 annually.
FISCAL IMPACT:
This contract is paid from the following funds:
General Fund, Org # 00153901, Obj # 434000- Parks - Other Contractual ($126,895)
Water/Sewer Fund, Org # 40257802, Obj # 434000 - Other Contractual ($40,000)
Due to the increased contract cost, an internal transfer has been posted.
Prepared by: Julie Garretson, Director- Parks and Recreation