HomeMy WebLinkAboutAuthorize City Manager to sign Contracts for Lawn Care with Alpine Lawn Care and Sweet Pea Landscaping.pdf Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Chuck Winn, Assistant City Manager
SUBJECT: Authorize award of Contracts for Lawn Care Services for City Facilities to Alpine
Lawn Care and Sweet Pea Landscaping Inc.
MEETING DATE: May 17, 2010
AGENDA ITEM TYPE: Consent Agenda
RECOMMENDATION: Authorize the City Manager to sign the contract with Alpine Lawn
Care for Lawn Care Services for a per time mowing cost for 214 East Lamme $20.00 and City
Hall $48.00 for the 2010 and 2011 season.
Authorize the City Manager to sign the contact with Sweet Pea Landscaping Inc. for Lawn Care
Services for a per time mowing cost for: The Bozeman Public Library $300.00 turf and natural
areas; Alfred M. Stiff Building $30.00; Shop Complex $80.00; Bozeman Senior Center $62.00;
Babcock and Rouse Lot $20.00; and Black and Mendenhall Lot $25.00 for the 2010 season.
BACKGROUND: The city contracts for lawn mowing and lawn care services for our primary
city buildings and downtown parking lots. For the last two years the Facilities Department and
the Parks Department have been experimenting with in-house mowing verses contract mowing.
Parks has been mowing some of the lawn areas associated with city buildings. We have
identified a number of areas that Parks can take on in addition to the Park related areas they take
care of on a regular basis.
The areas that have been removed from the contracted services agreement are: The side and rear
portions of the 214 East Lamme lot; Lower Shops Yard; Fire Station #1 (Annex); Creek Side
Park; Soroptomist Park; and the Story Mansion.
89
The level of service has also been reduced under the proposed contracts for the upcoming season.
The fertilization and herbicide application has been cut back and will be done on an as needed
basis rather than as a regularly scheduled application. Mowing is now specified as weekly
through July and then reduced to every other week when the turf growth slows down around the
first part of July.
UNRESOLVED ISSUES: Staff has worked closely with the vendors to define a level of
service that keeps the lawn areas looking good. Surveys have shown that a healthy and attractive
lawn is interpreted by the public to mean that the public resources are being managed well.
Should we start to receive negative comments from the public on the condition of the grounds we
will reassess the best practices and modify the level of service accordingly.
ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: The cost for lawn care services for city buildings listed above are
included under contracted services in the Facilities budget. The parking lot areas are paid for out
of the budget for Parking Control.
Attachments: Price Comparison on Bids
General Conditions for Lawn Care
Contact for Alpine Lawn Care
Addendum for non- discrimination for Alpine Lawn Care
Contract for Sweet Pea Landscaping Inc.
Addendum for non-discrimination for Sweet Pea Landscaping Inc.
Report compiled on: May 10, 2010
90
2010 Lawn Care Proposals
April 5, 2010
Facilities
Lamme House – 214 East Lamme
Pull all fertilizer and weed control; Weekly mow and trim, front and side yards and around
garden perimeter, till July 1 then every other week in line with weather; pull fall clean-up.
MOW per time FERTILIZE per time
Alpine $36.00 if doing city hall $20.00
Sweet Pea $30.00
Greater Gallatin $35.00
Conover Comm $45.00 if doing city hall $30.00
City Hall – 121 North Rouse
Spring and Fall Fertilization and weed control; Weekly mow and trim till July 1 then every other
week in line with weather; no core aeration; approval needed for fall clean-up.
MOW per time FERTILIZE per time
Alpine $48.00 $94.50
Sweet Pea $55.00 $65.00
Greater Gallatin $50.00 $45.00 fert $75.00 weed
Conover Comm $65.00 $280.00 (organic fert)
Library – 626 East Main
Spring and Fall Fertilization and weed control; Weekly mow and trim to turf areas till July 1 then
every other week in line with weather; seeded areas and add triangle northeast of the alley as
needed.
MOW per time FERTILIZE per time
Alpine $300.00 $445.00 $805.00 for both
Sweet Pea $175.00 $375.00
Greater Gallatin $225.00 $180.00 fert $225 weed
Conover Comm $450.00 $2,190 (organic fert)
91
SEEDED AREA ALLEY AREA
Alpine $310.00
Sweet Pea $125.00 $40.00
Conover Comm $40.00 $50.00
Professional Building – 20 East Olive
Spring and Fall Fertilization and weed control; no pre-emergent; Weekly mow and trim till July
1 then every other week in line with weather; no aeration; approval needed for fall clean-up.
MOW per time FERTILIZE per time
Alpine $36.00 $41.00
Sweet Pea $30.00 $40.00
Greater Gallatin $50.00 $45.00 fert $100.00 weed
Conover Comm $60.00 $35.00
Shop Complex – 814 North Bozeman
Spring and Fall Fertilization and weed control; no soft residual; Weekly mow and trim till July 1
then every other week in line with weather; approval needed for fall clean-up.
MOW per time FERTILIZE per time
Alpine $114.00 $147.60
Sweet Pea $80.00 $110.00
Greater Gallatin $150.00 $130.00 fert $100.00 weed
Conover Comm $125.00 $133.00
Lower Yard – 1812 North Rouse
No work for this year, in house by Parks.
Fire #1 – 34 North Rouse
No work for this year.
Page - 2
92
Senior Center – 807 North Tracy
Spring and Fall Fertilization and weed control; no soft residual; no pre-emergent; no core
aeration; mow weekly till July 1 then every other week in line with weather; no core aeration.
MOW per time FERTILIZE per time
Alpine $79.00 $132.75
Sweet Pea $62.00 $85.00
Greater Gallatin $100.00 $130.00 fert $100.00 weed
Conover Comm $75.00 (no areas south) $60.00
Parking
Armory Lot – Willson and Mendenhall (south lot) (Bill Separately to Parking)
Pull soft residual.
Babcock and Rouse Lot (Bill Separately to Parking)
Spring Fertilization and weed control; mow and trim secondary areas as needed; no soft residual;
no pre-emergent in beds.
MOW per time FERTILIZE per time
Alpine $45.00 $35.00
Sweet Pea $20.00 $20.00
Conover Comm $40.00 $20.00
Willson and Mendenhall (north lot) (Bill Separately to Parking)
Pull soft residual.
Page - 3
93
Black and Mendenhall Lot (Bill Separately to Parking)
Spring and Fall Fertilization and weed control; mow weekly till July 1 then every other week in
line with weather.
MOW per time FERTILIZE per time
Alpine $30.00 $35.00
Sweet Pea $25.00 $25.00
Greater Gallatin $30.00 $25.00 fert $40.00 weed
Conover Comm $40.00 $25.00
Parks
Creek Side Park – N Rouse and E Lamme
No work for this year, in house by Parks.
Soroptomist Park – corner S Rouse and E Main
No work for this year, in house by Parks.
Story Mansion – 800 South Willson
No work for this year, in house by Parks.
94
2010 Lawn Care
General Conditions
July 1, 2010 – June 30, 2011
The following services will be provided by the Contractor under the terms of the contract:
Generally accepted horticultural practices will be followed by the Contractor.
Areas will be mowed weekly at the beginning of the season.
Service will be cut back to every other week as we get into the dryer times of the year and
growth slows.
Large clumps of clippings will be spread with a rake so that they do not kill off the grass.
All edges will be trimmed with weed eaters.
All sidewalk areas will be cleared of grass, the preferred method is with brooms rather than leaf
blowers.
Grass will be swept away from all entrances.
Upon issuance of a signed contract the Contractor will provide the city with proof of insurance.
Upon issuance of a signed contract the Contractor will have a current City of Bozeman Business
License.
Facilities
Lamme House – 214 East Lamme
Weekly mow and trim, front and side yards and around garden perimeter, till July 1 then every
other week in line with weather; pull fall clean-up.
City Hall – 121 North Rouse
Spring and Fall Fertilization and weed control; Weekly mow and trim till July 1 then every other
week in line with weather; no core aeration; approval needed for fall clean-up.
95
Library – 626 East Main
Spring and Fall Fertilization and weed control; Weekly mow and trim to turf areas till July 1 then
every other week in line with weather; seeded areas and add triangle northeast of the alley as
needed.
Professional Building – 20 East Olive
Spring and Fall Fertilization and weed control; no pre-emergent; Weekly mow and trim till July
1 then every other week in line with weather; no aeration; approval needed for fall clean-up.
Shop Complex – 814 North Bozeman
Spring and Fall Fertilization and weed control; no soft residual; Weekly mow and trim till July 1
then every other week in line with weather; approval needed for fall clean-up.
Senior Center – 807 North Tracy
Spring and Fall Fertilization and weed control; no soft residual; no pre-emergent; no core
aeration; mow weekly till July 1 then every other week in line with weather; no core aeration.
Parking
Babcock and Rouse Lot (Bill Separately to Parking)
Spring Fertilization and weed control; mow and trim secondary areas as needed; no soft residual;
no pre-emergent in beds.
Black and Mendenhall Lot (Bill Separately to Parking)
Spring and Fall Fertilization and weed control; mow weekly till July 1 then every other week in
line with weather.
96
City of Bozeman
Lawn Care Contract
Fiscal Year 2010 and 2011
Notice of Award and Notice to Proceed
Based on the response on the re-bid prices received by the city for Lawn Care Services,
the City of Bozeman (City) hereby awards the Lawn Care Service contract to
Alpine Lawn Care, (Contractor) beginning May 2010 and ending on June 30, 2011. An
extension for up to two years can be negotiated at the end of this term as per the
conditions of the original awarded contract.
The terms and conditions of the award for Lawn Care Services are described in the
attached General Conditions and referenced here as Attachments to the contract. In order
to address the new requirements for an anti-discrimination policy adopted by the City
Commission, an addendum is included for signature by the contractor verifying they will
follow the new standards.
The Contractor will provide the City with full contact information including: Owners
name, business name, mailing address, phone number, emergency contact phone number
and e-mail address. The Contractor will provide the City with a schedule listing the
proposed schedule each building. The Contractor will provide the city with proof of
insurance in the amounts specified in the contract.
This award is for the following City owned building(s):
214 East Lamme - Per time mow of $20.00
City Hall 121 North Rouse – Per time mow of $48.00. Per time fertilize of
$94.50.
Work will begin in May 2010. As outlined in the General Conditions description, prior
to the start date the Contractor will provide to the City a copy of the General Liability
Insurance Policy.
97
CONTRACTOR
Business Name: ____________________________________________
Business Owner: ____________________________________________
Signature: _________________________________________________
Date: ___________________________
City of Bozeman Business License Number: ______________________
CITY OF BOZEMAN
City Manager
Chris Kukulski: ___________________________________
Date: _________________
ATTEST
City Clerk
Stacy Ulmen: _____________________________________
Date: _______________
98
Addendum to the Notice of Award and Notice to Proceed
For Lawn Care Services
Fiscal Year 2010 and 2011
On March 29, 2010, the Bozeman City Commission adopted Resolution 4250. This resolution
establishes numerous new policies prohibiting discrimination on the basis of race, color, religion,
creed, sex, age, marital status, national origin, or because of actual or perceived sexual
orientation, gender identity or disability in the development, execution, and implementation of
city contracts and other agreements.
In order to comply with the requirements of this Resolution, the contractor, (with their signature
on this addendum), agrees to the adoption of the Addendum to the contract for services. With
their signature, the contractor also agrees to follow the conditions specified in this anti-
discrimination policy.
A full copy of the Resolution 4250 is available upon request. Should the contractor be unable to
meet the anti-discrimination requirements for any reason during the term of this contract, he or
she must notify the city’s primary contact person for this contract.
The Contractor Alpine Lawn Care agrees not to discriminate in the fulfillment of
this Agreement for Lawn Care Services for city facilities on the basis of race, color,
religion, creed, sex, age, marital status, national origin, or actual or perceived sexual
orientation, gender identity or disability.
The Contractor Alpine Lawn Care agrees this requirement shall apply to the hiring
and treatment of the Contractor’s employees and to all subcontractors.
_________________________________________
Owners Name (printed)
__________________________________________
Signature
____________________
Date
99
City of Bozeman
Lawn Care Contract
Fiscal Year 2010 and 2011
Notice of Award and Notice to Proceed
Based on the response on the re-bid prices received by the city for Lawn Care Services,
the City of Bozeman (City) hereby awards the Lawn Care Service contract to Sweet Pea
Landscaping, Inc., (Contractor) beginning May 2010 and ending on June 30, 2011. An
extension for up to two years can be negotiated at the end of this term as per the
conditions of the original awarded contract.
The terms and conditions of the award for Lawn Care Services are described in the
attached General Conditions and referenced here as Attachments to the contract. In order
to address the new requirements for an anti-discrimination policy adopted by the City
Commission, an addendum is included for signature by the contractor verifying they will
follow the new standards.
The Contractor will provide the City with full contact information including: Owners
name, business name, mailing address, phone number, emergency contact phone number
and e-mail address. The Contractor will provide the City with a schedule listing the
proposed schedule each building. The Contractor will provide the city with proof of
insurance in the amounts specified in the contract.
This award is for the following City owned building(s):
Public Library 626 East Main – Per time mow turf areas $175.00. Per time mow
seeded areas $125.00. Per time fertilization $375.00
Alfred M. Stiff Professional Building 20 East Olive – Per time mow $30.00. Per
time fertilization $40.00.
Shop Complex 814 North Bozeman – Per time mow $80.00. Per time fertilization
$110.00.
Senior Center 807 South Tracy – Per time mow $62.00. Per time fertilization
$85.00.
Babcock and Rouse Lot – Per time mow $20.00. Per time fertilization $20.00.
Black and Mendenhall Lot – Per time mow $25.00. Per time fertilization $25.00.
100
Work will begin on May, 2010. As outlined in the General Conditions description, prior
to the start date the Contractor will provide to the City a copy of the General Liability
Insurance Policy.
CONTRACTOR
Business Name: ____________________________________________
Business Owner: ____________________________________________
Signature: _________________________________________________
Date: ___________________________
City of Bozeman Business License Number: ______________________
CITY OF BOZEMAN
City Manager
Chris Kukulski: ___________________________________
Date: _________________
ATTEST
City Clerk
Stacy Ulmen: _____________________________________
Date: _______________
101
Addendum to the Notice of Award and Notice to Proceed
For Lawn Care Services
Fiscal Year 2010 and 2011
On March 29, 2010, the Bozeman City Commission adopted Resolution 4250. This resolution
establishes numerous new policies prohibiting discrimination on the basis of race, color, religion,
creed, sex, age, marital status, national origin, or because of actual or perceived sexual
orientation, gender identity or disability in the development, execution, and implementation of
city contracts and other agreements.
In order to comply with the requirements of this Resolution, the contractor, (with their signature
on this addendum), agrees to the adoption of the Addendum to the contract for services. With
their signature, the contractor also agrees to follow the conditions specified in this anti-
discrimination policy.
A full copy of the Resolution 4250 is available upon request. Should the contractor be unable to
meet the anti-discrimination requirements for any reason during the term of this contract, he or
she must notify the city’s primary contact person for this contract.
The Contractor Sweet Pea Landscaping Inc. agrees not to discriminate in the
fulfillment of this Agreement for Lawn Care Services for city facilities on the basis
of race, color, religion, creed, sex, age, marital status, national origin, or actual or
perceived sexual orientation, gender identity or disability.
The Contractor Sweet Pea Landscaping Inc. agrees this requirement shall apply to
the hiring and treatment of the Contractor’s employees and to all subcontractors.
_________________________________________
Owners Name (printed)
__________________________________________
Signature
____________________
Date
102