HomeMy WebLinkAbout#11 - Lawn Mowing RFP Award STAFF REPORT
DATE: 4/17/2018
CONSENT
ITEM #: 11
TO: City Council
FROM: Rob Weldon, Public Works Director
AGENDA ITEM: Award Lawn Mowing RFQ
REVIEWED BY: Kristina Handt, City Administrator
Brian A. Swanson, Finance Director
BACKGROUND:
As part of the City Council Agenda on February 20, 2018 it was approved to issue an RFQ for Lawn
Mowing Service in 2018 for city properties.
Over the past several years, the city has been faced with increasing difficulty of finding and hiring
seasonal workers to handle lawn care duties of city properties. Because of summer help shortage,
mowing and upkeep of city properties has been difficult to achieve. Full time staff has been used in the
past to assist with mowing but with the increased growth of the city, their expertise is needed and
prioritized elsewhere. Staff feels that by contracting out lawn care and reducing the number of seasonal
workers hired there will be a higher quality of service delivered to the parks of Lake Elmo. With mowing
contracted out more attention and detail can be given to ball fields and other areas of improvements
needed in the parks without the burden of mowing.
ISSUE BEFORE COUNCIL:
Should council award and contract Lawn Mowing services in 2018?
PROPOSAL DETAILS/ANALYSIS:
The City received five bids in response to the request for quotes issued in February. Staff is recommending
the Council award the bid to the low bidder, Black Rock Property Maintenance LLC.
Contractor Weekly
Mowing/Trimming
Bi-Monthly
Mowing/Trimming
Est Annual Cost
Black Rock Property
Maintenance LLC
1784.00 132.00 33,300.00
DPM 2855.00 320.00 54,270.00
Monson 3325.00 335.00 62,865.00
MSP 4856.00 435.00 91,323.00
Valdes 1784.00 175.00 33,687.00
FISCAL IMPACT:
Estimated cost for contracting mowing is $33,300 (assuming May to Sept service). The Parks Seasonal
staffing budget for 2018 was about $30,300. Staff would still like to hire one seasonal parks staff to
maintain ballfields, playground equipment and collect garbage. The estimated cost of this position is
$7,750. Some of the additional cost of contracting out mowing services will be offset by reductions in other
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areas of the budget. For example, staff estimates saving $4,050 in fuel costs since we won’t be using our
own mowers. In addition a couple thousand is expected to be saved in repair costs to the mowers as well.
OPTIONS:
1. Award the Bid for 2018 Lawn Mowing Services to Black Rock Property Maintenance LLC and
authorize the Clerk and Mayor to sign the contract after review by the City Attorney
2. Deny 2018 Lawn Mowing Services Contract
3. Table 2018 Lawn Mowing Services Contract
RECOMMENDATION:
“Motion to award the bid for 2018 Lawn Mowing Services to Black Rock Property Maintenance
LLC and authorize City Clerk and Mayor to sign contract after review by City Attorney”
ATTACHMENTS:
• None