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February 21, 2023 School Board Meeting
Title
Award of Bid for Additional Mowing Services
Meeting Date(s)
Consent w/o Information - 02/21/2023
Consent Type
Without Information
Discussion

In an effort to add resources and diversify the approach to mowing and grounds maintenance, the District issued an Invitation to Bid for mowing and grounds maintenance at 12 schools in July 2021. The contract requires weekly services April through September and biweekly services October through March. Both of the awarded contractors have been providing exceptional service as complementary to the in-house mowing efforts. The mowing budget for Plant Operations and Maintenance was increased by in FY 23 to support this level of contracted mowing as a pilot project. As a result of this plan, the level of service improved last year, but the grounds maintenance function remains under-resourced. In addition, it has become increasingly difficult to staff the grounds technician positions. Plant Operations and Maintenance has been carrying two vacancies for over one year and currently has two additional vacancies. 

In order to proactively address the upcoming growing season as well to prepare for the upcoming budget cycle, Plant Operations and Maintenance requested bids from the District's two mowing contractors for grounds maintenance services at additional schools and sites, primarily in the north area. The plan is to consolidate in-house mowing in the north and central areas and primarily contract mowing in the north area. 

Funding for implementing additional contracted mowing will be from the lapse salaries and benefits from the four vacant grounds technician positions. These positions are being eliminated from the Plant Operations and Maintenance position allocation. The initial award will be for up to 17 elementary schools in the north area ($217,295 annually) that can be funded through the lapse salaries and benefits and the Plant Operations and Maintenance operating budget. The extent of the contracted mowing will be based on the budget available. The approximate cost for the remainder of FY 23 is $72,432.

Authority to award to the low bidder at nine middle and high schools ($177,855) and two ancillary sites ($24,187) is also requested subject to budget availability. Plant Operations and Maintenance will be requesting consideration of additional resources for contracted mowing in the FY 24 budget cycle. 

The standard bid template was used to solicit additional bids from the vendors under contract through ITB #21-564-B-JW awarded July 29, 2021. Board approval is required for purchase orders over $50,000.

 

Recommendation

Award additional contracted mowing sites to low bidders Sea of Green (up to 27 sites) and Trimac (1 site) subject to budget availability. 

Authority for Action
F.S. 1001.42
Involves Expenditure of Funds Directly in the Classroom
No
Source of Funding

Operating - Other
Financial Impact
FY Amount Budgeted Fund Cost Center Project Function Object Program
22-23 $72,432 Yes 100 9562 002949 8100 354 999
Legal Counsel Review
No
Contact
Susan Hann, P.E., Assistant Superintendent Facilities Services 633-1000 ext. 11446 Jim Ross, Director Plant Operations and Maintenance 633-3580 ext. 13001
Attachments
Mowing Bid Analysis.pdf
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