Exhibit 1 - Agenda Information - ClassicCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: January 11, 2022
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Custom Landscapes, Inc. dba Classic Landscapes
& Maintenance, for mowing and maintenance services for DME, Water Reclamation, and Water Production
Departments, Section F – Public Works/Utilities; providing for the expenditure of funds therefor; and
providing an effective date (RFP 7788 – awarded to Custom Landscapes, Inc. dba Classic Landscapes &
Maintenance, for one (1) year, with the option for four (4) additional one (1) year extensions, in the total
five (5) year not-to-exceed amount of $1,923,495.00).
INFORMATION/BACKGROUND
The City’s current contracts, 7378 and 7254, with Classic Landscapes are scheduled to expire at the end of
2021. The proposed contract will allow Classic Landscapes to continue the mowing and maintenance of
current locations as well as new ones. The realistic expectation of having properly manicured turf and beds
in the City is the Parks and Recreation Department’s (PARD) responsibility to negotiate and oversee. The
City continues to grow rapidly and acquire new properties, all of which need to be maintained aesthetically
and economically in order to make Denton an attractive and appealing city. Staff assessed the volume
needed and developed sections for the services that could be awarded to multiple vendors. Classic
Landscapes is an established business that has the experience and equipment to support larger entities, as
well as their excellent past performance with the City, to competently perform the work required. In 2020
when PARD assumed responsibility for all City department mowing contracts, an evaluation was completed
to determine if these services should be contracted out or absorbed in-house. The evaluation determined
that due to the required equipment needs and staffing levels it was fiscally responsible to outsource the
services. With this, the proposed contracts have no impact on the current staffing levels.
Mowing is required to maintain safety and aesthetics as well as to maintain code compliance. The mowing
services provide the following benefits to the City of Denton:
1. It keeps the City in compliance with Community Improvement Services.
2. It keeps the turf aesthetically pleasing and helps to thwart the growth of weeds.
3. It keeps the areas free of litter and debris.
The anticipated cost breakdown is as follows. The contingency amount is to cover new properties and
vendor defaults.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26 TOTAL
Sections F - Utilities $262,299 $270,168 $278,273 $286,621 $295,220 $1,392,581
Contingency $100,000 $103,000 $106,090 $109,273 $112,551 $530,914
Total $362,299 $373,168 $384,363 $395,894 $407,771 $1,923,495
Request for Proposals was sent to 138 prospective suppliers, including 17 Denton firms. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. Eleven (11) proposals were received, references were checked, and
proposals were evaluated based upon published criteria including availability, probable performance,
equipment, personnel, safety, and price. Best and Final Offers (BAFO) were requested from all firms. Based
upon this evaluation, Custom Landscapes, Inc. dba Classic Landscapes & Maintenance was ranked the
highest and determined to be the best value for the City for Section F – Public Works/Utilities.
NIGP Code Used for Solicitation: 988 – Services, roadside, grounds,
recreational, and park area services
Notifications sent for Solicitation sent in IonWave: 138
Number of Suppliers that viewed Solicitation in IonWave: 17
HUB-Historically Underutilized Business Invitations sent out: 14
SBE-Small Business Enterprise Invitations sent out: 66
Responses from Solicitation: 11
Below is the information Classic Landscapes & Maintenance provided regarding the wages they pay their
employees who will be assigned to the City’s contract.
Position Description Number of Assigned Employees Hourly Rate of Assigned Employees
Laborer 9 $16.00 to $18.00
Field Foreman 5 $18.00 to $21.00
Account Manager 2 salary
Due to the rise in Covid19 cases, this item will be taken retroactively to the Public Utilities Board once
meetings resume.
RECOMMENDATION
Award a contract with Custom Landscapes, Inc. dba Classic Landscapes & Maintenance, for mowing and
maintenance services for DME, Water Reclamation, and Water Production, Section F – Public
Works/Utilities, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total
five (5) year not-to-exceed amount of $1,923,495.
PRINCIPAL PLACE OF BUSINESS
Custom Landscapes, Inc. dba Classic Landscapes & Maintenance
Denton, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These services will be funded through the using department’s budget on an as-needed basis. The City will
only pay for services rendered and is not obligated to pay the full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Marshall McGee, 940-349-8430.
Legal point of contact: Marcella Lunn at 940-349-8333.