RFB No. 2023-0339-AC for a one (1) year contract with two (2) one-year automatic renewals and one (1) ten-month automatic renewal to expire May 2, 2027, for Athletic Field Mowing and Landscape Maintenance, Group D, for the Parks and Recreation Department to Richmond and Associates Landscaping, Ltd. in the estimated annual amount of $156,221; and authorizing the City Manager to execute all necessary documents. Approved

It is the recommendation of Plano Parks and Recreation to award the 2023-0339-AC - Athletic Field Mowing and Landscape Maintenance, Group D to Richmond and Associates Landscaping, Ltd. in the estimated annual amount of $156,221. The specification in the bid requires 28.1 acres of playing fields to be mowed on Monday and Thursday. An additional 30.2 acres of non-playing field areas to be mowed, edged, trimmed, and clippings blown off of all concrete walkways and spectator plazas on Thursday.

This evaluation utilized IonWave and notified 640 vendors of this bid. The bid was viewed by 19 vendors; 6 bids were received. The initial contract term is one-year at $156,221 with two (2) one-year automatic renewals and one (1) ten-month automatic renewal to expire May 2, 2027.  If all renewals are exercised, the total expenditure will be $580,248. The expenditure for this fiscal year requires a portion of the annual cost. The Group D portion of the Athletic Field Mowing contract is being bid now due to the vendor not renewing, all 3 of the other vendors for Groups A-C remain in place. The mowing up to this point has been handled by the second low bidder for Group D in the Athletic Field Mowing Group A-D, #2022-0182-AC. The contract term of this bid, Group D, has been designed to expire at the same time as Groups A-C as specified in, Athletic Field Mowing Group A-D, #2022-0182-AC, keeping the entire contract on the same schedule.     

The Department evaluates the benefits of performing such work in-house. The Department realizes a saving of approximately $258,000 annually by contracting these services when compared to performing the same service in-house. This is due to the acreage to be serviced within tight service windows (Monday and Thursday), which would require a significant increase in equipment and personnel. The Department continues to evaluate service levels and resources to efficiently deliver the best value to Plano residents.

Failure to award this contract will result in a decline in field turf quality for sport activity for both league and event play at all 15 Athletic Sites. Poor turf quality impacts local league play, camps, clinics tournaments, and community reservations.  

Funding for this item is available in the 2022-23 Sports Turf Maintenance Budget.  This request is for a for a one (1) year contract with two (2) one-year automatic renewals and one (1) ten-month automatic renewal for Athletic Field Mowing and Landscape Maintenance (Group D) for a total estimated amount of $580,248. The first initial payment will be funded out of the 2022-23 Sports Turf Maintenance Budget, in the estimated amount of $44,634, which will leave a remaining balance of $202,758 for other contractual expenditures. Future year expenditures are dependent on contract renewals in the annual estimated amount of $156,221 in the 2023-24 through 2025-2026 Budgets and $66,951 in the 2026-27 Budget. All future year expenditures will occur within council approved appropriations. 

Approval of this item supports the City's Strategic Plan Critical Success Factors of an Excellent, Innovative, and Accountable City Government.