8.11 Agr Serv ROW Mowing CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
4/5/99 4:00 P.M.
AGENDA SECTION: ORIGINATING DEPARTMENT: APPROVED FOR
NO. 8 AGENDA:
Engineering & General Services
ITEM
BY: Shawn O'Lea BY:
ITEM
Contract for right-of-way maintenance.
BACKGROUND
A few years ago, the Department of General Services began experimenting with partial privatization
of our right-of-way maintenance(mowing) services throughout the community. Both the quantity of
right-of-way to be mowed as well as the demand for higher quality of mowing has grown significantly
in recent years. While one option was to increase staff and equipment, another option was to contract
with the private sector for the additional areas. The contracting option has been economical and
effective. In addition to private contracting, the Parks and Recreation Department has also taken
responsibility for mowing of"park-like" areas like the Belmont Boulevard median strip, East Crawford
Street west of Bill Burke Park and the intersection of Ninth and Broadway. Some examples of areas
that are maintained by private contractors are North Ninth Street from Thomas Park to Mulberry Creek,
the Second Street Drainage Slough from Cloud Street to Crawford Street and the Eastgate Detention
Basin.
In past years, staff has taken bids from local contractors on an annual basis. The mowing season
essentially lasts from April 1 - November 1, approximately 7 months. Previous contracts were
generally awarded administratively to the low bidder. Payments have typically been made monthly,
during the mowing season, to the contractor from the Street Division operating budget. Bids were
taken this year on March 12, 1999 for this program. As an experiment to determine more efficient and
cost-effective contracting methods, the bid package offered either a one year contract or a three year
contract. In addition, bids were requested for two additional locations: Schilling Road from Ohio to
Centennial and Country Club Road from Eastborough to the east city limits. Please find the attached
bid tabulation.
It is staff's conclusion that the three-year contract offers some advantages. First, it has tamed out to
be the least expensive choice. Secondly, the Iow bid falls under the $20,000 budgeted for this work
in 1999. In addition, it helps balance the increasing work load for the Street Division due to growth
of the city. Finally, there are administrative savings in conducting the bidding and contracting process
every three years instead of annually.
ACTION
It is recommended that the City Commission award the three-year contract for right-of-way
maintenance to A & L Mowing Services/Ponton's Construction in the total amount of $54,000 or
$18,000 per year for 1999, 2000 and 2001.
R~solution Number 99-5439
CITY OF SAUNA, KANSAS
TABULATION OF BIDS RECEIVED
. Schilling Road Only ,Country Club Road Only
Base Bid Alternate #1 Alternate #2a Alternate #2b Alternate #3a Alternate #3b
1 year 3 year 1 year 3 year 1 year 3 year
1. A&LMowingServices $ 14,400 $ 40,950 $ 3,900 $ 10,800 $ 870 $ 2,250
Ponton's Construction
2. T & R Lawn Service
Saline, KS $ 33,300 $ 13,500 $ 9,000
3. Creative Enterprises
656 Highland, 8alina
4. T & M Services
Bavaria, KS $ 31,605 $ 88,200 $ 12,341 $ 34,440 $ 602 $ 1,680
5.
Turf Pro Services
Saline, KS
6. Green Acres "
Smolan, KS $ 7,920 $ 2,640