Consideration of and action on authorizing execution of a contract with Landscape Consultants of Texas, Inc. dba Landscape Professionals of Texas in the amount of $764,961/year or $3,824,805 over the total five-year length of the contract for the Parks & Recreation Department’s landscape maintenance services.

The contract is for a period of one year beginning March 1, 2025 through February 29, 2030, with optional automatic renewals of four additional one-year terms. The contact includes a +/-2.5% price adjustment per year that the City may choose to implement if the market conditions indicate that an increase is justified. 

Maintaining and operating safe, clean, orderly, and attractive parks and open spaces is a vital service the City of Sugar Land (“City”) Parks & Recreation Department (“Department”) provides to residents. Department staff manage a landscape maintenance services contract to offer the residents professional services and to promote optimal utilization of the City’s park system. The Department manages 29 parks and park facilities with approximately 1,348.9 developed acres, 53.4 power line easement acres, and 1,178.9 undeveloped acres. These sites are prioritized and maintained at a high quality based their usage levels. The properties should reflect an overall appearance of aesthetic quality and care with attention given to every detail of the maintenance program. The Park Landscape Services Contract includes all park finish mowing, landscape bed maintenance including pruning and weed control, and litter and debris removal.

The Invitation to Bid was advertised on OpenGov Procurement online beginning November 6, 2024. A non-mandatory pre-bid meeting was conducted on November 20, 2024. On December 12, 2024, seven bids were received. The companies that submitted bids were Seril, Inc. dba Houston Grotech Services (“Grotech”), Westco Grounds Maintenance Co., Inc. (“Westco”), Landscape Consultants of Texas Inc. dba Landscape Professionals of Texas, Maldonado Nursery & Landscaping, Inc, Texas Landscape Group, Rotolo Consultants and Exelencia Lawncare . Exelencia Lawncare did not include a bid bond and was deemed non-responsive bidder. 

Note: Landscape Professionals of Texas, including the add alternates of $764,961.00, is below the budget target for FY25 Landscape Services Contract of $787,311.01.

After evaluating the bid submittal from Grotech, it has been determined that they are not a responsible bidder due to multiple reasons including failure to provide required documentation, having an unbalanced bid, and a poor record of past performance with the City. This was reviewed with the Finance Audit Committee on 2/6/25.

The recommended lowest responsive, responsible bidder is Landscape Professionals of Texas. Landscape Professionals of Texas has an existing landscape contract with the City’s Public Works facilities maintenance division. William Bogan, Facility Services Coordinator, recommends Landscape Professionals of Texas, and they are in good standing with their existing contract. Furthermore, Landscape Professionals of Texas had good reviews overall based on the references they provided.

The contract is for a period of one year beginning March 1, 2025 through February 29, 2030, with automatic renewals of four additional one-year terms. The contact includes a +/-2.5% price adjustment per year that the City may choose to implement if the market conditions indicate that an increase is justified. 

Staff recommends the City Council approve a contract with Landscape Consultants of Texas Inc. dba Landscape Professionals of Texas in the amount of $764,961/year or $3,824,805 over the total five-year length of the contract for the Parks & Recreation Department’s landscape maintenance services.