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Brentwood City Commission Agenda

Meeting Date:	03/11/2024
Resolution 2024-26 - Agreement with Five Star Lawn Management for Mowing Services for the Parks and Recreation Department
Submitted by:	Dave Bunt, Parks & Recreation
Department:	Parks & Recreation

Information

Subject

Resolution 2024-26 - Agreement with Five Star Lawn Management for Mowing Services for the Parks and Recreation Department

Background

Mowing within Brentwood parks is accomplished through labor provided by staff and outside contractors. City staff generally mows all the athletic fields and immediately surrounding areas, while outside contractors mow the larger open areas, greenways, floodway/open space lots, etc. Recently, the Parks and Recreation Department solicited bids for the mowing and bush-hogging of City parks and greenways for fiscal years 2025 through 2029. The scope of the contract was updated to include additions that have resulted from the incorporation of new parks and greenways into the system over the last five years. The bid documents were structured to facilitate the awarding of mowing and bush-hogging to one contractor or to different contractors based on the bid amounts for each type of service.

A pre-bid meeting was conducted to review the full scope of the work in each of the City's parks and greenways. Seven companies were represented in the pre-bid process. Five bids were received for the services as defined within the scope of the work. Five-Star Lawn Management submitted the lowest bid for the mowing contract at $248,573.49 annually, based on the estimated number of cuts for the areas identified. The contract is structured so that the City determines the actual number of cuts per location based on need and the unit prices in the bid. In addition, the City has the option to renew the contract annually for up to five years if the Parks and Recreation Department is satisfied with the quality of service. The contract provides that renewal unit prices will increase no more than 5% from the previous year. Also included in the contract is a cost per acre for any new parkland that may be added to the system during the contract period. The locations for mowing and the unit prices (per mow) are listed in the attached contract. Five-Star Lawn Management is currently the contractor for the City and has done an acceptable job. A separate agenda item will be presented to the commission for bush-hogging services as the low bidder for those services was a different contractor.

Please contact the Parks and Recreation Director if you have any questions.

Staff Recommendation

Staff recommends approval of the accompanying resolution authorizing an agreement with Five Star Lawn Management for mowing services for City parks and greenways during FY 2025 with the option to renew for four additional years.

Fiscal Impact

Amount :	$248,573.49
Source of Funds:	General Fund
Account Number:	110-44400-89650

Fiscal Impact:

Pricing for these mowing services will be factored into the Parks and Recreation Department's proposed FY 2025 budget.

Note that the two proposed contracts for FY 2025 (mowing and bush-hogging (separate agenda item)) total approximately $288,532.69

Attachments
Resolution 2024-26
COB Contract # 2024-023
Attachment A - Invitation to Bid
Attachment B - Five Star Bid
Signed Resolution
Signed Contract