The Facilities Management Division of the Environmental & Neighborhood Services Department is charged with providing landscaping services at specified municipal and utility facilities.

The landscaping services provided to these buildings include a range of tasks completed in cycles on a monthly, quarterly, annual and as needed basis. These tasks include but are not limited to pruning, mowing, tractor mowing, edging and trimming, irrigation, fertilization, weed control, aeration, insects and disease control. In addition, extra services such as seasonal planting, irrigation repairs, litter pick–up and additional planting are completed as needed.

The City’s existing landscape contract will terminate on 09/30/2017. On August 9 and 16, 2017, an Invitation to Bid was advertised in the local newspaper. Under this invitation to bid, bidders were required to submit a bid bond as a guarantee that they will enter into the contract and execute the performance and payment bonds as required after the contract is approved by the City Council.  

On August 24, 2017, the City received four (4) bids in response to the landscaping services invitation to bid. One (1) was considered non-responsive due to errors.  The bid results are as indicated below:

Landscape Professionals of Texas was identified as the lowest bidder. The landscaping bid responses are included as an exhibit. Although the service levels have not changed, this contract amount has increased by $47,715.00 due to industry increases since the bid of the original contract in 2012 and the fact that additional utility sites have been incorporated due to the upcoming annexation in December 2017.

The effective date of the contract is October 1, 2017 through September 30, 2018 and will renew automatically under the same terms and conditions for four (4) additional one-year terms. Funding for this contract is available through the General and Enterprise Funds. Included below is a breakdown of costs for the proposed FY18 landscaping services contract in comparison to the existing FY17 contract.

With the FY18 cost increase, the Enterprise accounts will be re-allocating funds from within their budget to cover the additional contract amount. However, the City will need to consider supplemental funding options in FY18 to address the additional $11,928.00 required within the General Fund.

The Environmental & Neighborhood Services Department recommends that the City Council authorize the award of a one-year landscaping services contract, with the option to renew for four additional one-year terms, with Landscaping Professionals of Texas in the amount of $203,445.00.