Authorize Contracted Mowing Services for The Draw, Municipal Center, and the Northstar Commuter Rail Station

Each aspect of Public Works maintenance is evaluated and re-evaluated periodically for the most efficient manner of service delivery for residents which includes a analysis of real costs and qualitative outcomes.

In the case of The Draw park and amphitheater, this public space was completed in 2010, with the first year of mowing and related maintenance occurring in 2011.  For that park, Staff developed a detailed and comprehensive set of specifications that were issued as an Request for Proposal, to determine what the contracted cost of mowing and trimming would be on a weekly basis.  At the same time, Staff carefully identified what the true cost of performing the mowing would be using 'in-house' forces.

The in-house mowing analysis included ALL costs associated with performing the work to include:

• Depreciation of vehicles and equipment
• Seasonal worker wages
• Full-time supervisor salary (hourly equivalent)
• Fuel costs (measured by mowing the park)
• Equipment operating costs (belts, blades, tires etc.)
• FT mechanic costs
• Other ancillary costs

In 2011 Staff assembled the total in-house cost for mowing The Draw before receiving the quotes from landscape contractors.  Upon receiving the quotes, it was revealed that the in-house costs were a little less than contracted expenses.

Earlier this year, Staff performed the same exercise for The Draw, and again the cost of performing the work was less. (The costs range from about 8 to 10 percent less for in-house labor and equipment - which correspond to several factors; including the City not having to make a profit, being self insured, not having to pay the State tax, and may include less travel time.)

In addition to receiving quotes for The Draw, Staff also advertised for weekly mowing quotes for the Municipal Center and the Northstar Transit Station.  The latter at the request of Metropolitan Transit to determine if it was in both the City's and Met Transit's interest to contract mow (with Ramsey workers, or with Ramsey managing contractors) for that site - rather than for Met Transit to figure out how to address summer outdoor maintenance (identifying where to add staff).

The RFP was advertised in the Anoka County Union for two weeks, and the invitation sent directly to precisely 40 area lawn service companies or contractors.  Three quotes were received, with Village Green Landscapes the lowest overall respondent for the aggregate of the 3 sites, (but again, a little higher than the city's expense if self performed).

While the costs of performing the work for these three sites are a little less if performed in-house, Staff is recommending contract mowing for 2013 due to two factors:

• The Parks Division of Public Works relies on many seasonal staff to cover peak periods of labor needs, with approximately 18 - 24 individuals annually, (about 7- 8 as rink attendants).  However, for them to remain effective, close supervision is required as the seasonal staff are often initially inexperienced with the myriad of tasks, procedures, and work sites.  Accordingly, with the existing full-time staffing complement in parks, there is a point of diminishing return (on the value of seasonal staff) if too many seasonals would be employed (above the existing numbers).
• There is a small economy of scale in terms of contract mowing of three sites (versus one or two), and therefore by adding in the Northstar Station, Staff will be exacting an appropriate fee from Metropolitan Transit for overseeing the outdoor maintenance - which will be routed into the General Fund.

Additionally, and as a point of information, contract mowing of the three sites and the appropriate level of full-time staff (in Parks and Public Works) will be examined as part of the 2014 budget process.

Staff recommends using Village Green Landscapes (the lowest aggregate quote) for the 2013 mowing of The Draw, the Municipal Center and the Northstar Rail Station for $578.48, $85.70, and $73.91 per week, respectively.

And,

Authorize the City Administrator to enter into such agreements with Metropolitan Transit as may be necessary for the City to provide summer outdoor landscape services at the rail station.

The funding source for the contracted mowing would be from the Parks' operations budget, similar operationally to 2012 for The Draw and Municipal Center.

However, the weekly contracted expense of mowing the train station would be as a pass-through to Metropolitan Transit, with a $85 contract administration and quality control fee collected each week work was performed, payble to the City in the process.

In addition to the revenue above, irrigation work performed by City Staff would be invoiced to Met Transit at $70 per hour for repairs and maintenance.

The above referenced administration and labor would result in monthly revenue from Metropolitan Transit to the City (spring, summer and early fall) estimated at >$410.

Motion to approve Village Green Landscapes for the 2013 mowing of The Draw, the Municipal Center and the Northstar Rail Station.

And,

Authorize the City Administrator to enter into such agreements with Metropolitan Transit as may be necessary for the City to provide summer outdoor landscape services at the Northstar Commuter Rail Station.