Agenda - Council - 04/09/2013 - Laserfiche WebLink

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CC Regular Session Meeting Date: 04/09/2013 By: Mark Riverblood, Engineering/Public Works Information 7. 1. Title: Authorize Contracted Mowing Services for The Draw, Municipal Center, and the Northstar Commuter Rail Station Background: Each aspect of Public Works maintenance is evaluated and re-evaluated periodically for the most efficient manner of service delivery for residents which includes a analysis of real costs and qualitative outcomes. In the case of The Draw park and amphitheater, this public space was completed in 2010, with the first year of mowing and related maintenance occurring in 2011. For that park, Staff developed a detailed and comprehensive set of specifications that were issued as an Request for Proposal, to determine what the contracted cost of mowing and trimming would be on a weekly basis. At the same time, Staff carefully identified what the true cost of performing the mowing would be using 'in-house' forces. The in-house mowing analysis included ALL costs associated with performing the work to include: • Depreciation of vehicles and equipment • Seasonal worker wages • Full-time supervisor salary (hourly equivalent) • Fuel costs (measured by mowing the park) • Equipment operating costs (belts, blades, tires etc.) • FT mechanic costs • Other ancillary costs In 2011 Staff assembled the total in-house cost for mowing The Draw before receiving the quotes from landscape contractors. Upon receiving the quotes, it was revealed that the in-house costs were a little less than contracted expenses. Earlier this year, Staff performed the same exercise for The Draw, and again the cost of performing the work was less. (The costs range from about 8 to 10 percent less for in-house labor and equipment - which correspond to several factors; including the City not having to make a profit, being self insured, not having to pay the State tax, and may include less travel time.) Observations/Alternatives: In addition to receiving quotes for The Draw, Staff also advertised for weekly mowing quotes for the Municipal Center and the Northstar Transit Station. The latter at the request of Metropolitan Transit to determine if it was in both the City's and Met Transit's interest to contract mow (with Ramsey workers, or with Ramsey managing contractors) for that site - rather than for Met Transit to figure out how to address summer outdoor maintenance (identifying where to add staff). The RFP was advertised in the Anoka County Union for two weeks, and the invitation sent directly to precisely 40 area lawn service companies or contractors. Three quotes were received, with Village Green Landscapes the lowest overall respondent for the aggregate of the 3 sites, (but again, a little higher than the city's expense if self performed). While the costs of performing the work for these three sites are a little less if performed in-house, Staff is recommending contract mowing for 2013 due to two factors: