Resolution 10-12RECORD OF RESOLUTIONS
Dayton Legal Blank. Inc.. Fan No, WNS
10 -12
Resolution No. Passed , 20
A RESOLUTION ACCEPTING THE LOWEST AND BEST
BID FOR THE 2012 SOUTH RIGHT -OF -WAY
LANDSCAPE MAINTENANCE PROJECT, AND
AUTHORIZING THE CITY MANAGER TO ENTER
INTO A CONTRACT FOR SAID SERVICES.
WHEREAS, formal advertising and competitive bidding procedures have been
conducted, pursuant to Section 8.04 of the Revised Charter, for the 2012
South Right -of -Way Landscape Maintenance Project; and
WHEREAS, Council has determined that the base bid in the amount of
$135,000.10 submitted by Rocky Fork Company is the lowest and best bid;
and
WHEREAS, the funds for this project are included in the 2012 operating
budget.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin,
State of Ohio, 7 of the elected members concurring, that:
Section 1 . The base bid in the amount of $135,000.10 submitted by Rocky
Fork Company 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 Division of Parks & Open Space.
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 i Ji[- day of 2012
Mayor — Pr!i ing Officer
Attest:
Clerk of Council
City of Dublin
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017 -1090
Phone: 614 - 410 -4400 • Fax: 614- 410 -4490
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager 1 '�'�
Date: February 9, 2012
Initiated By: Fred Hahn, Director of Parks & Open Space
�J
Re: Resolution 10 -12 - 2012 South Right -of -Way Landscape Maintenance
Background
On Friday, January 13, 2012 staff conducted an online "reverse' bidding process through eBridge
Business Solutions, LLC for the 2012 South Right -of -Way Landscape Maintenance. The 2012
budget for this project is $151,000.
Six approved contractors participated in the "reverse" bidding process. Below are the final bids that
were received from the six contractors:
Base Bid
Rene Castillo Landscaping Maintenance LLC $135,000.00
Rocky Fork Company $135,000.10
Ameriscape Inc. $145,800.00
Pinnacle Property Maintenance $159,057.58
Peabody Landscape Group $166,000.00
Brickman $220,000.00
The contract amount for the South Right -of -Way Landscape Maintenance Project in 2011 with
Rocky Fork Company was for $159,000.
Attached is the eBridge Event Summary Report, which is a snapshot of the final viewing screen
and lists all contractors, rank, their initial and final bids, and how many bids each contractor
placed. This report also includes a graph charting the entire event as well as a list of statistics
regarding the bid. Also attached is the Final Bid Submission report. This one -page report lists
all participating contractors, their rank at the end of the event, their final bid amount, and a
time and date stamp.
Recommendation
Rene Castillo Landscaping and Maintenance LLC, apparent low bidder by $0.10, is a newly formed
company. Although staff is familiar with the owner and their employees through their employment
with another large landscape company, staff believes that granting such a large contract to them
at this point would not be prudent.
Note that staff has contracted with Rene Castillo Landscaping and Maintenance LLC for the
Facilities Landscape Maintenance project. This contract for 2012 in the amount of $48,000 includes
all labor, materials and equipment necessary for the maintenance of all landscaped areas and turf
for the Dublin Arts Center, 5800 Building, Justice Center, Municipal Building, Coffman Homestead,
Memo re. Resolution 10 -12 — Bid - 2012 South Right -of -Way Landscape Maintenance
February 9, 2012
Page 2 of 2
Service Center, Fleet Center and Fire Station 95 (5750 Blazer Parkway). The personnel assigned to
this maintenance contract have had many years of experience, and the references staff has
received for this company have been positive.
Staff recommends adoption of Resolution 10 -12 accepting Rocky Fork Company's base bid of
$135,000.10 for the 2012 South Right -of -Way Landscape Maintenance Project. Rocky Fork
Company has done previous work for the City, and staff has found their work to be satisfactory.
Rocky Fork is also being retained for the second year on the 2012 North Right -of -Way Landscape
Maintenance Project with no price increase.
eBndge Business Solutions, LEE Boyer Event Manager. Event Summary Page Iof1
GBridge
Event Summary Report
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