Consideration and Approval of Contract:  Annual Service Agreement for Landscape Maintenance Services with Morning Dew Landscape to provide landscape maintenance and snow removal services at City of Flagstaff facilities.

The approval of this Agreement will allow for Landscape Maintenance and Snow Removal services at the following facilities: USGS Buildings 3, 4, 5, and 6, NACET Building, Accelerator, Visitor Center and City maintained medians throughout Flagstaff (North Hwy 89, Butler Ave., East Flagstaff Traffic Interchange, Lonetree Ave., Woodland Village Blvd., Beulah Blvd.).

Landscaping services is managed by the Parks Section, with funding provided from various Divisions within the City. The actual costs rendered at the USGS Campus are recaptured through the lease with USGS. This contract includes one (1) additional building location and six (6) additional medians throughout Flagstaff from the previous contract (2010-2015). Landscape maintenance services will be provided annually for an amount not to exceed $65,619.50. Snow Removal services will be provided annually for an amount not to exceed $44,016.00. Median Landscape maintenance services will be provided annually  for an amount not to exceed $4,524.50.

  The FY2016 budgets for the USGS Buildings, Incubator and Accelerator, and Visitor Center are $55,824, $26,309 and $16,419, respectively, for a total FY2016 budget for these services of $98,552.  In the event that the increase is not approved in the FY2017 Council approved Budget the increase will need to be addressed through a reduction in other operational line items.

No. This is the first time to be presented before Council for a decision.

1) Award contract as recommended
2) Not award the agreement and not provide Landscape Maintenance and Snow Removal Services at these facilities

Purchasing in conjunction with the Parks Section put together a comprehensive Request for Proposals (RFP) for Landscape Maintenance Services.  The RFP allowed for the evaluation of the following: Organizational structure, experience/qualifications of key personnel, compliance with scope of work/specifications, equipment/manpower, references, certifications and fee/price schedule.  A three person committee was created to review and evaluate the proposals. This committee was composed of two City staff; one from the Parks Section and one from the Facilities Maintenance Section. The other committee member was from the Coconino County Parks and Recreation department. This RFP allows for a firm fixed price in the initial term of two-years, with the option to extend for three additional one-year terms by mutual agreement between both parties.

Purchasing posted this RFP to the Bid's posting page of the City of Flagstaff's website, where over six-hundred subscribers' had an opportunity to review and bid on this item. A total of three (3) proposals were received, reviewed and evaluated and the summary matrix of those evaluations is attached.  Morning Dew Landscape of Flagstaff was found to be the most responsive, responsible proposer.

Services to be performed under this Agreement include a scheduled frequency, all inclusive of labor, materials, tools, equipment and all items as needed to provide the services as required for servicing USGS Campus, NACET, Accelerator, Visitor's  Center, and landscape medians. Additionally, the vendor is responsible for clearing snow and ice from sidewalks, parking lots, and additional areas as outlined in the RFP.
 

The City is responsible for providing landscaping and snow removal services to the USGS Campus and all other City locations.

The previous contract for these services was held by Morning Dew Landscape They never asked for a price increase during the contract period and completed the contract with excellence.

Landscape services keep our facilities looking well-kept, providing citizens and visitors with a visually pleasing place to visit.

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