The Purchasing Division advertised and received Request for Proposals on October 11, 2018 to provide Enhanced Landscaping Services for Medians and Municipal Properties. There were three (3) responsive proposals received. All proposals submitted have been evaluated based on the following criteria: Firm Experience and Qualifications, Specific Requirements/Company Overview, References and Price. The goal is to determine the vendor that can provide the best combination of these criterion. Although not the lowest priced vendor, Carruthers Landscape Management scored the highest point total based on the requirements provided in the solicitation and therefore are recommended for award.

Carruthers Landscape Management is the City's current vendor for the landscape beds that are part of the mowing contract on US 75 and they have done an excellent job maintaining these beds. They have also excelled in the maintenance of the landscaping beds on Exchange Parkway and Bray Central and servicing of the Greenbelts and Right of Ways/Medians/Easements throughout the City. Carruthers is quick to respond to any requests and they are pro-active in their work, thereby allowing City crews to better focus on their jobs. 

Carruthers stated in their proposal that they plan to mulch the landscape beds at all properties twice per year compared to the one-time per year as proposed by the other vendors. Mulching twice per year will ensure that the 3" minimum requirement per the specifications is established and maintained throughout the year. Carruthers provided references which were similar in scope to the proposal submitted, unlike the other vendors. Carruthers was the only responsive vendor who bid on all City of Allen properties listed in the proposal (including Spirit Park and US75) and staff deems it to be in the best interest of the City to award this contract to a single vendor.

The funding for these services is included in the Parks and Recreation Department Operational Budget. The annual cost of the contract is $209,980. The three-year term of the contract shall not exceed $629,940.

Staff recommends City Council authorize the City Manager to execute a contract for enhanced landscape services with Carruthers Landscape Management in the amount of $209,980 with the option for two, one-year renewals.

I make a motion to award bid and authorize the City Manager to execute a contract for enhanced landscape services with Carruthers Landscape Management in the amount of $209,980 with the option for two, one-year renewals.