RFB No. 2024-0240-AC for a one (1) year contract with four (4) one-year automatic renewals for Public Grounds Mowing and Landscape Maintenance, Group 2, for Parks and Recreation Department to The BENK Group LLC dba Emerald Cut Lawn and Landscape, in the estimated annual amount of $105,284; and authorizing the City Manager to execute all necessary documents. Approved

This contract constitutes public grounds mowing and landscape maintenance comprised of 20 locations within the City of Plano totaling 45 acres.

Per the information obtained in IonWave, the City of Plano notified 1,044 vendors and 29 vendors viewed the bid. The City received 9 bids and 2 no bid. Bid amounts ranged from $105,284 to $386,250. The BENK Group LLC dba Emerald Cut Lawn and Landscape is the lowest responsive, responsible bidder with a bid of $105,284. This amount is within budgeted funds. After reviewing the vendor submittals and consulting with work history references, The BENK Group LLC dba Emerald Cut Lawn and Landscape appears capable of meeting all the requirements of the subject bid.

It is the recommendation of the Parks and Recreation Department to award Bid 2024-0240-AC Public Grounds Mowing and Landscape Maintenance, Group 2, to The BENK Group LLC dba Emerald Cut Lawn and Landscape in the amount of $105,284.

The department strives to maintain an appropriate balance between in-house and contracted maintenance. Approximately 30% of overall mowing/landscape maintenance overseen by Parks & Recreation is outsourced and 70% is handled in-house. 30% outsourced work balances seasonal maintenance cycles and equipment costs without compromising in-house staff responsiveness, response flexibility, and consistency. If this contract is not awarded, the public building landscaping in Group 2 would receive a lower level of maintenance compared to other City facilities.

Funding for this item is available in the 2023-24 Grounds Maintenance Services Budget.  This request is for a one (1) year contract with four (4) one-year automatic renewals for Public Grounds Mowing and Landscape Maintenance, Group 2, in the annual estimated amount of $105,284. The initial amount of $11,692 will be funded in the 2023-24 Grounds Maintenance Services Budget and leave a remaining balance of $136,659 for other contractual expenditures.  Future year expenditures are dependent on contract renewals in the annual estimated amount of $105,284 in the 2024-25 through 2027-28 Budgets and $93,592 in the 2028-29 Budget.  All future year expenditures will occur within council approved appropriations. 

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