14 - Annual Grounds Maintenance Bids

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Item No. 14 Memorandum TO: Mayor, Mayor Pro -Tem & City Council Grayson Path, City Manager FROM: M.A. Smith, Public Works Director Bill Loranger, Parks/ROWs Department Superintendent SUBJECT: 2023 ANNUAL GROUNDS MAINTENANCE BID DATE: February 13, 2023 BACKGROUND: The City of Paris Public Works Department sent out a request for bids for grounds maintenance, per property. This is contracted mowing of City Parks. Bidding was conducted on an individual park basis so as to allow us to take the best price per park, giving us the best price overall with the most land being mowed under our limited budget. STATUS OF ISSUE: The City received sealed bids for grounds maintenance on February 1, 2023, and would like to award the bids accordingly. The contract period is February 14, 2023 through December 31, 2023. Per budget limitations and based on the bids received, 101.41 acres are recommended to contractors, leaving 83.29 acres for the parks department to mow. We will also be mowing another 88.13 acres of land that were not included in the bid due to size, location, etc., leaving a total of 171.42 acres for the parks department to maintain. The bid tabulation sheet is attached. Those parks highlighted in yellow will be awarded a contract. This year will see the most acreage mowed under contract than in recent years, which will free up the parks department to further maintain those parks assigned to them as well as other duties. BUDGET: Funding is budgeted in the Parks Department, with $90,000.00 set aside for contracted mowing. We are requesting award for a total of $86,285.00. We would like to set aside the remaining difference for unexpected expenses necessary in mowing the contracted parks.