Submitted By: Tiffany Stewart
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Presentation By: Darren Park
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Department: Public Works
STAFF RECOMMENDATION (Motion Ready):
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Approve the re-award of contract for stormwater grounds maintenance services for the City’s southeast section to Southern Charm Mowing & Landscaping, LLC in the amount of $367,780
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OCALA’S RELEVANT STRATEGIC GOALS:
Quality of Place, Operational Excellence
PROOF OF PUBLICATION:
Bid Released to Public: 10/2/2024
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BACKGROUND:
The Public Works Stormwater Division is responsible for mowing drainage retention areas and stormwater system conveyance ditch lines. The mowing is based on a set number of cuts per month for each month of the calendar year. The scheduled mowing ensures an acceptable appearance and helps maintain system capacity and performance. Public Works does not have the staffing to complete these services.
On January 21, 2025, the City Council approved the award of Contract No.: PWD/241018 to Dragonfly Pond Works, LLC (Dragonfly).
The quality of services provided by Dragonfly has fallen below acceptable standards. The contract with Dragonfly has been terminated effective August 1, 2025.
FINDINGS AND CONCLUSIONS:
The second-lowest bidder, Sulter Precision Cuts, LLC, was awarded the contract for the northeast quadrant of the city for stormwater grounds maintenance, which rendered it ineligible for the southeast quadrant. City staff contacted the third-lowest responsible bidder, Southern Charm Mowing & Landscaping, LLC, who agreed to assume the balance of the contract term through February 29, 2028, with an option for two one-year renewals.
Work assigned to the previous vendor through August 1, 2025, totals $65,520. Work to be completed by Southern Charm, based on the set number of cuts per month, beginning August 1, 2025, through the end of the contract, will amount to $302,260. This brings the total contract balance to $367,780 ($65,520+$302,260=$367,780).
FISCAL IMPACT:
Funding for this contract has been budgeted in account 158-023-430-538-53-34010 for Fiscal Year 2024-25 in the amount of $101,080; $124,460 has been budgeted for Fiscal Year 2025-26; $124,460 will be budgeted for Fiscal Year 2026-27; and $17,780 will be budgeted in account 158-023-430-538-53-34010 for Fiscal Year 2027-28.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny