Item 5BCity of Southlake, Texas
MEMORANDUM
February 12, 2002
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Community Services (ext. 1527)
SUBJECT: Award of bid to O'Donnell's Landscape Services, Inc. for mowing of City parks,
facilities, rights -of -way and State rights -of -way.
Action Requested: City Council award of bid to O'Donnell's Landscape Services, Inc. in the
amount of $161,223.75 for mowing of City parks, facilities, rights -of -way and
State rights -of -way.
Background
Information: The FY 2001 -2002 Parks and Recreation Division Budget contains a line item
amount of $150,000 for contract mowing and landscape maintenance of
Southlake Town Square public areas, City parks, facilities, rights -of -way and
State rights -of -ways.
Contract documents were provided to eighteen potential companies with six
bids submitted. Facilities added to this contract from the previous year include
the West D.P.S. Facility, Chesapeake Park, and expanded areas of Bob Jones
Park.
The City received and opened six bids on January 29, 2002, in accordance with
state bidding procedures. The low bidder was unable to provide the minimum
number of references required for similar work as specified in the bid
specifications and required as part of the contract. Only one reference could be
contacted and doubt existed as to the bidder's ability to carry out the
obligations of the mowing contract. The second low bidder failed to enclose
the required bid bond. The third low bidder, O'Donnell's Landscape Services,
submitted a bid of $161,223.75. They are based in Southlake and included such
references as Georgetown Park on Southlake Boulevard and Twin Lakes
Subdivision in Keller. All references were very pleased with the service
provided by O'Donnell's Landscape Services.
The owner of O'Donnell's Landscape Services was previously the Vice
President of sales under Minor's Landscape Services for a period of ten years
followed by a one year term as Regional Manager of sales under TruGreen
LandCare. O'Donnell's Landscape Services has been incorporated for two
years.
Financial
Considerations: The FY 2001 -2002 Parks and Recreation Budget allocates $150,000 for
contract mowing services. A contract was awarded in January, 2002 for
Billy Campbell, City Manager
February 12, 2002
Page 2
Southlake Town Square public areas to American Landscape Systems in the
amount of $29,250 leaving an unencumbered balance of $120,750. The
proposed contract amount of $161,223.75 exceeds the unencumbered balance
by $40,473.75.
Although an overrun in the mowing line item is a possibility, previous year's
expenditures were less than budgeted as a result of fewer mowing cycles being
performed due to inclement weather or dry conditions. Below are the actual
versus budgeted amounts in the mowing line item for fiscal years 1999 -00 and
2000 -01. This includes Town Square mowing as well.
Adopted Budzeted Actual Differenc e
FY 1999-00 $130,000 $ 98,981 $31,019
FY 2000-01 $130,000 $108,762 $21,238
Citizen Input/
Board Review: Not applicable.
Legal Review: The City Attorney has reviewed the contract documents. The bidding process
followed State procedures.
Alternatives: City Council discussion may result in various alternatives.
Supporting
Documents: Supporting documents include the following items:
• Bid tabulation.
Staff
Recommendation: City Council award of bid to O'Donnell's Landscape Services, Inc. in the
amount of $161,223.75 for mowing of City parks, facilities, and City and State
rights -of -way.
ICI
City of Southlake
COMMUNITY SERVICES DEPARTMENT
BID TABULATIONS
Billy Campbell, City Manager
February 12, 2002
Page 3
PROJECT NAME: Mowing of parks, City and State R.O.W.'s, and facilities
PROJECT NO: N/A
WORKING DAYS: Annual Contract
DATE: January 29, 2002
EST.: $145,000
BIDDER
BID
BOND
BID AMOUNT
Jones Lawn Care"
Yes
$151,813
American Landscape Systems
No
$159,898
O'Donnell's Landscape Services
Yes
$161,223.75
Southern Sprinkler
Yes
$165,757
Michael's Landscape
No
$189,420
TruGreen Landscape
Yes
$309,427.78
06 -63 -0003
** Jones Lawn Care was low bidder, however, a review of references and maintenance projects
indicated that they did not have sufficient prior experience to meet the minimum qualifications to
undertake the mowing project.