STATEMENT OF ISSUE
On October 26, 2005, the Commission approved the award of a one-year contract for water well and storage tank grounds maintenance (Bid #0025-05-RM-BC) to Mark’s Lawn Maintenance, of Tallahassee, FL, in the amount of $37,075, and authorized staff to extend the contract annually at a fixed price of $28,000 per year for up to three years. This item is to request City Commission approval for the final one-year extension of the term contract with Mark’s Lawn Maintenance to provide grounds and landscape maintenance at the City’s 28 water well sites and eight (8) elevated storage tank sites.

RECOMMENDED ACTION
Option 1: Approve and authorize staff to execute the third and final year extension of the Term Contract for Water Well Lawn Maintenance, Contract # 1182, with Mark’s Lawn Maintenance. The contract would be extended through October 30, 2009. The contract extension will provide monthly grounds and landscape maintenance to maintain the aesthetic appearance of the City’s 28 water well sites and eight (8) elevated storage tank sites.

FISCAL IMPACT
The funding source for the $28,000 is Water Production-Unclassified Contractual Services FY09 Operating Budget (490509), which has an available balance of $48,188 as of December 29, 2008.

Mike Tadros, General Manager, Underground Utilities

Anita Favors Thompson, City Manager

For information, please contact: Jamie Shakar, Underground Utilities – Water Quality Division x1200

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES

1. The City of Tallahassee Water Utility operates and maintains 28 water wells and eight (8) elevated water storage tanks. These facilities are located throughout the Tallahassee and Leon County area. Many of these are situated within neighborhoods and are highly visible to the public. Proper and continuing landscape maintenance will ensure an attractive and appealing look to the facilities and enhance the community.

2. The Utility received eight (8) bids on December 7, 2004, for Water Well Lawn Maintenance. All received bids met the minimum specifications. These bids included prices for an initial cleanup, monthly lawn and shrubbery maintenance and debris removal for the water well and elevated tank sites. The City of Tallahassee has historically outsourced these duties through a term contract with a local vendor.

3. This contract was originally awarded to Mack’s Lawn Service, of Tallahassee, but the vendor has failed to complete the work as outlined within the specifications and his contract has been terminated by Procurement Services. The second lowest bidder meeting specifications, Mark’s Lawn Maintenance, of Tallahassee has agreed to enter into the contract for the bid price received on December 7, 2004.

4. Procurement Services and Budget and Policy have reviewed this agenda item and concur that it meets purchasing and budget guidelines.

CHARITABLE CONTRIBUTIONS
The initial bid and contract was negotiated prior to the charitable contribution policy. The vendor was not required to submit charitable contribution documentation for this extension.

OPTIONS

Option 1: Approve and authorize staff to execute the third and final year extension of the Term Contract for Water Well Lawn Maintenance, Contract # 1182, with Mark’s Lawn Maintenance. The contract would be extended through October 30, 2009. The contract extension will provide monthly grounds and landscape maintenance to maintain the aesthetic appearance of the City’s 28 water well sites and eight (8) elevated storage tank sites.

Option 2: Do not approve the final year extension for the Water Well Lawn Maintenance. This option is not recommended because Mark’s Lawn Maintenance has provided excellent service at the contract price.

Attachment
None.