HomeMy WebLinkAbout04-08-19 City Commission Packet Materials - C8. Addendum 1 to PSA with Sprout for Median and Grounds Maintenance Services
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission FROM: John Van Delinder, Street Superintendent
Shawn Kohtz, City Engineer
SUBJECT: Addendum to Professional Services Agreement with Sprout, Inc. Land & Hardscaping for median and grounds maintenance services.
MEETING DATE: April 8, 2019
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign an Addendum to the Professional
Services Agreement with Sprout, Inc. Land & Hardscaping for median and grounds maintenance services for City maintained medians and City owned property at 814 North Bozeman (City
Shops), 2245 Springhill Road (Water Reclamation Facility), 1812 North Rouse Avenue (Vehicle
Maintenance), the Green Sand Shed on East Griffin, 2125 North Rouse Avenue (Old Landfill)
and 5519 Saxon Way.
BACKGROUND: The City of Bozeman entered into a one-year contract with Sprout, Inc.
Land & Hardscaping on April 1, 2018 for median and grounds maintenance services. Section 30
of the Professional Services Agreement allows for extension of the contract not to exceed three
(3) years. This addendum adds the property at 5519 Saxon Way to the contract and is a request
from staff to extend this contract for one-year. This extension provides for continuity of work flow and benefit to the City from experience of maintenance services obtained by Sprout, Inc.
UNRESOLVED ISSUES: There are no known unresolved issues.
ALTERNATIVES: As suggested by the Commission.
FISCAL EFFECTS: The Street Division budgeted $55,000 in FY19 and $60,000 in FY20 for
combined median maintenance and irrigation services.
Attachments: First Addendum to Professional Services Agreement Professional Services Agreement dated April 1, 2018
Scope of Services
Report compiled on: March 27, 2019
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First Addendum to Professional Services Agreement for Median and Grounds Maintenance
FY 2019 – FY 2020 Page 1 of 2
FIRST ADDENDUM TO PROFESSIONAL SERVICES AGREEMENT
THIS FIRST ADDENDUM TO THE PROFESSIONAL SERVICES AGREEMENT is made
and entered into this ____ day of ________, 2019, by and between the CITY OF BOZEMAN,
MONTANA, a self governing municipal corporation organized and existing under its Charter and
the laws of the State of Montana, 121 North Rouse Street, Bozeman, Montana, with a mailing
address of PO Box 1230, Bozeman, MT 59771, hereinafter referred to as “City,” Sprout, Inc. Land
& Hardscaping, hereinafter referred to as “Contractor.”
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Extension of Term. Section 30 of the Professional Services Agreement between the City
and Contractor dated April 1, 2018 (the Agreement) for an additional one (1) year period.
This Addendum extends the Agreement for an additional one (1) year period. The
Agreement shall terminate on April 1, 2019.
2. Addition to Scope of Services. The Scope of Services will be amended to include the
addition of maintenance (mowing, trimming, spraying) for 5519 Saxon Way.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
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First Addendum to Professional Services Agreement for Median and Grounds Maintenance
FY 2019 – FY 2020 Page 2 of 2
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and
year first above written.
CITY OF BOZEMAN, MONTANA CONTRACTOR (Sprout, Inc.)
By________________________________ By_____________________________
Andrea Surratt, City Manager Scott Urban, Owner
APPROVED AS TO FORM
By_______________________________
Greg Sullivan, Bozeman City Attorney
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EXHIBIT A: SCOPE OF SERVICES
LOCATION: ADDRESS: MOWING
FREQUENCY:
TRIMMING
FREQUENCY:
SPRAYING
FREQUENCY:
MISC:
GROUNDS
City Shops Complex 814 N. Bozeman Ave. 1x/week 1x/week 1x/year
Water Reclamation
Facility
2245 Springhill Rd. 1x/week 1x/week 1x/year
Vehicle
Maintenance Shop
1812 N. Rouse
Ave.
1x/month 2x/year 1x/year
Green Sand Shed E. Griffin Dr. 1x/month 2x/year 1x/year Mowing to occur until the vegetation dies (approx. end of
July)
Old Landfill 2125 N. Rouse
Ave.
2x/year 2x/year 1x/year The area to be
mowed may be reduced in the
future.
MEDIANS
North 7th Avenue Aspen St. to Villard
St.
n/a 1x/year pruning in
the fall (cut back perennials)
1x/year pre-
emergent herbicide spraying (early
spring)
Other: 2x/month
• Garbage removal
• Re-cover/pin down fabric
and irrigation drip lines
• Weeding
South 8th Avenue Main St. to College St. 1x/week 2x/month 1x/year
North 19th Avenue Durston Rd. to Beall St. 1x/week As needed 1x/year
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LOCATION: ADDRESS: MOWING
FREQUENCY:
TRIMMING
FREQUENCY:
SPRAYING
FREQUENCY:
MISC:
North 27th Avenue Oak St. to Baxter
Ln.
As needed As needed Multiple times to
keep weeds under control
Medians are not
currently landscaped. Weed
removal will be
necessary until landscaping occurs.
South 27th Avenue Kurk Dr. to
Blackwood Rd.
1x/week 1x/month 1x/year The southernmost
median just north of
Blackwood Rd. is not currently
landscaped. Weed
removal will be necessary until
landscaping occurs.
College Street 19th Ave. to Main
St.
n/a 1x/year pruning in
the fall (cut back perennials)
1x/year pre-
emergent herbicide spraying (early
spring)
Other: 2x/month
• Garbage
removal
• Re-cover/pin down fabric
and irrigation
drip lines
• Weeding
Cottonwood Road Between Babcock St. and Fallon St. 1x/week 1x/month 1x/year
Cottonwood Road Babcock St. to
Durston Rd.
Future medians to
be built in 2018.
Maintenance needs to be determined.
Davis Lane Oak St. to Baxter
Ln.
n/a As needed n/a
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LOCATION: ADDRESS: MOWING
FREQUENCY:
TRIMMING
FREQUENCY:
SPRAYING
FREQUENCY:
MISC:
Fowler Avenue Huffine Rd. to
Garfield St.
As needed Other:
• Median currently contains
artificial turf but turf will be removed
and median will be
landscaped
in the near future.
Maintenance
needs to be determined.
Graf Street 19th Ave. to
Macnab St.
Multiple times to
keep weeds under control
Weed removal will
be necessary on a regular basis within
the medians,
boulevards, and the roundabouts.
Highland Boulevard Hillcrest to Holly Dr. 1x/week As needed 1x/year Medians are not irrigated and will
only need to be mowed until they
become dry.
Kagy Boulevard Willson Ave. to 7th
Ave.
1x/week 1x/month 1x/year
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LOCATION: ADDRESS: MOWING
FREQUENCY:
TRIMMING
FREQUENCY:
SPRAYING
FREQUENCY:
MISC:
Kagy Boulevard Highland Blvd. to
Willson Ave.
1x/week 1x/month 1x/year Medians are not
irrigated and will only need to be
mowed until they
become dry.
Oak Street Ferguson Ave. to
27th Ave.
1x/week 2x/month 1x/year Medians between
New Holland Dr. and Ferguson Ave.
are not currently landscaped. Weed removal will be
necessary on a regular basis until
landscaping occurs.
Once landscaping is installed,
maintenance needs
will be determined.
5519 Saxon Way 1x/week 2x/month 1x/year
Valley Center Road 19th Ave. to 27th
Ave.
1x/week 1x/month 1x/year
ADDITIONAL MAINTENCE AND SERVICES:
• Spraying of weeds along cracks adjacent to medians where the concrete meets the asphalt.
• Additional medians or boulevards may be added as needed.
• Additional services as requested: landscaping consultation, garden maintenance, landscaping, maintenance of native
grasses/drought tolerant plants, weed pulling.
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