It is recommended that Mayor and City Commission approve and authorize the City Manager and City Clerk to execute Amendments No. 3 to the Agreements between the City and Superior Landscaping & Lawn Services, Inc. and SFM Services, Inc., pursuant to Invitation to Bid (ITB) 2020-042-AY for grounds maintenance services for the right of ways, parking facilities, Lincoln Road, lot clearance and coastal areas. The amendments are necessary to alter the service levels of four (4) existing sites and add three (3) new locations for a total contract amount increase of $46,833.96.

On June 24, 2020, the Mayor and City Commission approved the award of Invitation to Bid (“ITB”) No. 2020-042-AY for Grounds Maintenance-Right of Way, Parking Facilities, Lincoln Road, and Coastal Areas (the “Agreement”) to J. Fletcher Enterprises d/b/a Trimac Outdoor (“Trimac”), Superior Landscaping & Lawn Services, Inc. (“Superior”), SFM Services, Inc. (“SFM”), and Brightview Landscape Services, Inc. The award of the ITB established primary, secondary and tertiary vendors per site as indicated in the table below:

However, Trimac experienced difficulty performing its contractual obligations in a timely manner and to the City’s standard. Therefore, on March 2, 2021, the City and Trimac executed a Settlement Agreement and Mutual Release, which terminated the Agreement for convenience. The secondary contractors by group (as applicable) assumed the responsibilities for the groups awarded to Trimac. Following the termination of the Agreement with Trimac, the primary and secondary contractors for each group are now as indicated in the table below.

Two previous amendments have been executed for the Agreement. Amendment No. 1 was executed to transfer the responsibility for completing background checks for contractor employees from the City to the contractors and adjusting the contract rates for the living wage increase approved by the City Commission, pursuant to Resolution 2020-31399. Amendment No. 2 was executed to incorporate federal contract provisions relating to services subject to FEMA reimbursement when used in response to a declared emergency.

Amendment No. 3 currently under consideration is necessary to add the sites indicated as “new” in the table below and adjust the service levels for the locations noted as “existing.” The contractor stated next to each is the contract currently awarded as primary for the respective group.

The changes to the existing sites result from ongoing construction projects in which the landscape must be removed, added, or otherwise addressed. The Northeast Collins Avenue Corridor, the Holocaust Memorial, and the Collins Park Garage sites were transferred to the City’s maintenance program after the issuance of the ITB as construction in or around these areas was completed.

The Public Works Department requested updated pricing from the primary contractors to maintain these sites under their current conditions. The pricing received (See Exhibit A) is consistent with contract pricing, and the department has determined the cost to be fair and reasonable. The total annual cost of amendment No. 3 is $46,833.96 per year.

As the changes indicated for Amendment No. 3 are intended to improve the condition of landscaping managed by the City or address new landscaping needs, I recommend that the Mayor and City Commission approve the Resolution authorizing the City Manager and City Clerk to execute Amendment No. 3 to the Agreements between the City and Superior Landscaping & Lawn Services, Inc., and SFM Services, Inc., pursuant to Invitation to Bid (ITB) 2020-042-AY for grounds maintenance services for the right of way, parking facilities, Lincoln Road mall, lot clearance, and coastal areas.