Title
Vote on a request to approve mowing contract and authorize the County Manager to execute the contract.
Abstract
Action Requested:
Consideration of a request to award the mowing contracts for the March 2016 to June 2017 mowing season and authorize the County Manager to execute contract documents when finalized.
Introduction & Background:
Chatham County has three division groups in need of mowing contracts. Recreation and Solid Waste and Recycling terminated or did not extend services to the prior year’s contractor. The Water Utility Division completed their three year contract cycle. The standard contract term is for one year, with two additional one year options to extend. The cycle for formal solicitation is generally every three years.
The Facility Management Division secured a contract last year and will continue under contract with Green Rival Landscaping.
Discussion & Analysis:
Formal bids were solicited for Chatham County mowing for Utilities, Solid Waste and Recycling, and Recreation. The County held a mandatory pre-bid meeting on February 19th, as understanding the departments’ expectation of the performance needs for their specific areas is critical to a successful contract. Three contractors attended the mandatory pre-bid meeting. Two qualifying bids were received on March 2, 2016, and one bid which was not opened due to the contractor not attending the mandatory pre-bid meeting. Of the two bids received, only one contractor bid on all three department areas. One bidder bid only on Solid Waste and Recycling sites, giving that department two bids.
The successful bidder is Green Revival Landscaping, who also currently contracts the mowing service for the Facility Management Department. The contract estimate is calculated on a 15 month value to move the departments‘ contracts to coincide with the annual budget. The estimates are as follows:
Solid Waste and Recycling - $ 12,560.00
Water Utility and Treatment $ 30,150.00
Parks and Recreation $ 105,377.00
Bid tabs are attached for detail evaluation, as well as budget impact for FY 2015-16 and FY 2016-17.
Budgetary Impact:
Solid Waste and Recycling and Utilities have funds budgeted in fy 15-16 to cover the contract. Funds for 2016-17 will be budgeted in the regular operating expenses.
The Parks and Recreation bid is estimated to be over the mowing line budget for that department by an estimated $14,265 for FY 2015-16. Recreation will evaluate other monies in their overall budget, and if needed, funds will be allocated from the County’s contingency. Funds for 2016-17 will be budgeted in the regular operating expenses.
Recommendation:
Vote to award the mowing contracts for the March 2016 to June 2017 mowing season to Green Revival and Landscapes, and authorize the County Manager to execute contract documents when finalized.