Resolution 010-20RECORD OF RESOLUTIONS
Dayton Legal Blank, Inc., Form No. 30045
10-20
Resolution No. Passed , 20
A RESOLUTION ACCEPTING THE LOWEST AND BEST BID
FOR THE MUIRFIELD LANDSCAPE MAINTENANCE AND
AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONTRACT FOR THE PROJECT
WHEREAS formal advertising p and competitive bidding procedures have been
conducted, pursuant to Section 8.04 of the Revised Charter, for the Muirfield
Landscape Maintenance; and
WHEREAS, Council has determined that the base bid in the amount of
$114,229.00 submitted by Muirfield Association is the lowest and best bid;
and
WHEREAS, this project was programmed in the 2020 operating budget; and
WHEREAS, funding will be available in the Operating Budget Fund.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin,
State of Ohio, F7 of the elected members concurring, that:
Section 1. The base bid in the amount of $114,,229.00 submitted by Muirfield
Association is hereby accepted.
Section 2. The City Manager is hereby authorized to enter into a contract for
said project as specified within the bid proposal and the City's bid documents
on file in the Department of Parks &Recreation.
Section 3. This Resolution shall take effect and be in force upon passage in
accordance with Section 4.04(a) of the Revised Charter.
Passed this day of � 2020.
Mayor —Presiding Officer
Attest:
Clerk of Council
Office of the City Manager
7City of Dublin Phonne: 614.410.4 00 ParkwayEmerald F x: 6l14.O4 0.4490 1090
To: Members of Dublin City Council
From: Dana L. McDaniel, City Manager
Date: January 14, 2020
Initiated By: Matt Earman, Director of Parks & Recreation
Shawn Krawetzki, Landscape Architect Manager
Re: Resolution 10-20 Muirfield Landscape Maintenance
Background
Memo
Funding for the Muirfield Landscape Maintenance is included in the 2020 Operating Budget in the
amount of $153,000.00. On November 20, 2019 bids were opened for this contract. Four (4) bids
were received with the lowest of these bids being $114,229.00 from the Muirfield Association,
which is below the budgeted amount. The bids also provided unit costs for any additional
emergency repair work, mulching, or mowing as directed by the City of Dublin to maintain the
appropriate appearance levels.
Prior to 2017, the Muirfield Association opted to maintain this geographic area associated with this
contract with the preference to maintain the area above the minimum standards by which the City
maintenance required. Therefore, the Agreement included a reimbursement by the City to the
Association for the amount equaling the costs associated with the City's minimum maintenance
standards.
For the period 2017 through 2019, the Association requested the City bid the maintenance
responsibilities to an independent contractor, which resulted in a contract in the amount of
$114,229 for each year. In 2019, the Association approached the City with interest in reverting
back to the previous scenario which required the Association to publically bid on the contract.
Based on the bid results below, the Association provided the lowest and best bid for resuming their
maintenance responsibilities. The bid reflected no increases to the maintenance costs associated
with the 2017 through 2019 contract of $114,229.00 annually.
Bidder
Bid Amount
Rocky Fork Company
$124,604.00
Brightview Landsdcapes, LLC
$125,878.00
Environmental Management Services Inc.
$144,450.00
Muirifield Association
$114,229.00
Contract Modifications
Unit pricing for plant replacements were added to the contracts in order to proactively replace
plantings in our right of ways that are lost. Additional penalties and maintenance levels were also
added to further enforce compliance to the contract and maintenance needs.
Attached is a map showing the maintenance coverage areas (exhibit A). For your reference, the
complete contract specifications are available for review in the Council Planning room.
Memo re. Resolution 10-20 — Muirfield Landscape Maintenance
January 14, 2020
Page 2 of 2
Recommendation
Staff recommends adoption of Resolution 10-20, accepting the lowest and best bid by Muirfield
Association in the amount of $114,229.00. Staff met with the Muirfield Association's Maintenance
Manager and found that their services will be satisfactory.
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