HomeMy WebLinkAbout2025-03-03 I01F_08 2025 Median Maintenance_Award QuoteAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: March 3, 2024
AGENDA ITEM:Consideration of approval of a resolution awarding quote for Street and ROW
Maintenance
FORMAT:Resolution
SYNOPSIS INCLUDING PRO & CON: The project consists of median maintenance for medians
and right of ways located on University Avenue from Ashworth to Waco,
medians on Waco, medians on Brick, medians along Alice’s Road from
University to Hickman Road, five sign beds on Alice’s Road, medians along
Legacy Pointe Boulevard, the green space along Hickman Road in front of
Earl May, the medians on Hickman Road from SE Waco Place to just west of
10th Street, right of way on 10th St. from Laurel to just passed Gray Ave (east
side), right of way on NW 10th Street from just north of NW Douglas Pkwy
south to Deming Ave on the west side, the right of way on NW Sunrise Dr
from NW 10th St to the roundabout & including roundabout, roundabouts on
NW 2nd Street and median between roundabouts, median at 6th Street &
Ashworth, right of way on NW Douglas from Alice’s west to NW 10th Street,
and SE Pleasant View Dr from Grand Prairie Pkwy to 98th Street on both sides
of the road, right of way on 6th St. west side from Daybreak to Ashworth, right
of way on north side of Ashworth from 6th to Sugar Creek park border. The
contract includes right-of-way/median turf maintenance & mulch. Information
packets were sent out last years’ contractor and three additional lawn care
companies for a total of 4 packets. The quote opening took place on
Wednesday, February 12 at 10:00 a.m. Two quotes were received. The
quotes received were as follows:
1. #1 Lawn Care (Des Moines, IA) $39,999.50
2.Grass Eaters (Waukee, IA) $49,999.99
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:$39,999.50
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT: City staff has reviewed the bids and recommend awarding
the quote to Grass Eaters (Waukee, IA). This would be the first year working
with Grass Eaters.
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I. Proposed Resolution
II. Request for Quotes
III. #1 Lawn Care Quote
IV. Grass Eaters Quote
I1F8
PREPARED BY: Holly Holmes
REVIEWED BY: Joe Carroll
PUBLIC NOTICE INFORMATION –
NAME OF PUBLICATION:
DATE OF PUBLICATION:
THE CITY OF WAUKEE, IOWA
RESOLUTION 2025-
AWARDING QUOTE FOR 2025 MEDIAN AND RIGHT-OF-WAY MAINTENANCE
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA
BE IT RESOLVED BY THE CITY COUNCIL OF WAUKEE, IOWA:
That the following quote for certain public improvements described in general as 2025
Median and ROW Maintenance and described in the Request for Quotes that was provided to
vendors be and is hereby accepted, the same being the lowest responsible quote received for such
work, as follows:
Contractor: #1 Lawncare of Des Moines, IA
Amount of quote: $39,999.50
PASSED AND APPROVED this 3th day of March, 2025.
____________________________
Courtney Clarke, Mayor
Attest:
___________________________________
Rebecca D. Schuett, City Clerk
RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN
R. Charles Bottenberg
Chris Crone
Rob Grove
Anna Bergman Pierce
Ben Sinclair
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REQUEST FOR QUOTES
RIGHT-OF-WAY MAINTENANCE
CITY OF WAUKEE
The City of Waukee, Iowa, solicits interested parties to submit quotes for maintenance of
street medians and right-of-way areas. Maintenance shall generally consist of turf
maintenance, tree maintenance, and landscape bed maintenance.
Submittals marked “Street Right-of-Way Maintenance” will be received no later than
10:00 a.m. local time on, Wednesday, February 12, 2025. Submit signed copy of this
Request for Quotes and attached Quote Sheet to:
City of Waukee
Attn: Right-of-Way RFP
230 W. Hickman Road
Waukee, IA 50263
Quote Procedure
Mark outside of envelope with proposal subject, “Street Right-of-Way Maintenance”.
Quotes received after the announced time and date of receipt, by mail or otherwise, will
be returned unopened. Nothing herein is intended to exclude any responsible firm or in
any way restrain or restrict competition. The City of Waukee reserves the right to award
in part or in whole or to reject any or all quotes.
Any quote submitted MUST be signed by an individual authorized to bind the submitter.
All quotes submitted without such signature will be deemed non -responsive, and will not
be acceptable. Both the Request for Quotes and the Quote Sheet must be signed.
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I. Description
A. The intent and purpose of this Request for Quotes is to establish a contract
to provide Street Right-of-Way Maintenance and mowing for all areas
outlined in the Maps attached (Attachment A).
B. The Contractor shall furnish all labor, equipment, materials, and products
needed to manage and maintain the turf and landscape beds as outlined in
the detailed specifications on the attached quote sheet.
II. Performance Requirements
A. Personnel. The Contractor shall provide the City with the name, address
and telephone number(s) for at least one designated contact person
responsible for insuring response to the City’s request for services.
Personnel applying pesticides and fertilizers shall be licensed as required
by the State of Iowa.
B. Response Time. Although the majority of maintenance shall be done on a
regular basis according to the detailed specifications, maintenance may
occasionally be needed on an “as-needed” basis. In these cases, the
Contractor shall respond within 24 hours after a request for maintenance is
made by the City unless stated otherwise in the specifications.
C. Records. The Contractor shall maintain all maintenance records including
time/date of maintenance, name and quantity of any products used, and
any other pertinent information. A copy of these records shall be provided
at the City’s request. All records of chemical and fertilizer applications
shall be provided to the City following each application.
D. Authority/Direction. The Contractor and their designated personnel shall
respond to requests made by the City in a positive, courteous and timely
manner. The City reserves the right to reject any equipment or personnel
from continued or further engagement of services due to incompetence or
insubordination or inability of equipment to function properly for the
requested services.
E. Property Damage. The Contractor shall be responsible for any and all
damage to public property (including public utilities) due to its own or its
employees’ negligence in maintaining the medians.
F. Traffic Control. Due to the nature of the median locations, traffic control
and the safety of personnel and motorists is of the utmost importance. All
access to medians shall be from street turn lanes, not from through/travel
lanes, whenever possible. Equipment shall be entirely within the turn lane
and out of the through/travel lane. Mowers and other equipment will need
to be unloaded and loaded at each median and shall not be driven on the
street between medians.
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If work needs to occur within or equipment needs to be located in a
through/travel lane, the Contractor shall follow City of Waukee Public
Works Department procedures for a lane closure. All traffic control
procedures shall comply with the latest edition of Manual on Uniform
Traffic Control Devises for Streets and Highways. All temporary traffic
control provisions shall be furnished, erected, maintained and removed by
the Contractor. Parking of private vehicles on right-of-way and/or closed
streets will not be allowed.
III. Length of Agreement
A. If approved by the Waukee City Council at their meeting on February 18,
2025, this Agreement shall commence on April 1, 2025, and end on
December 31, 2025, inclusive. The City reserves the right as its sole
option to renew this contract per the same terms and conditions as set forth
in the resulting contract. The City, at its option, may renew the contract,
under the same terms for an additional one year period by giving
contractor notice of its intent to renew at least 90 days prior to the
expiration of the term specified herein. In such case contractor shall
provide services in the following calendar year commencing on April 1,
2026, and ending on December 31, 2026, inclusive.
B. This Agreement may be terminated for any reason whatsoever, including
but not limited to failure to perform in accordance with Section II of this
Agreement, by the City during the Agreement period, upon 30 days
written notice being sent by registered mail to the Contractor at the
address referenced on the quote form.
IV. Payment
Contractor will be paid on a monthly basis in arrears. All invoices must be
turned in 10 days prior to the end of the month, which will be paid upon
approval of the City Council at their regularly scheduled first meeting of each
month. Invoices must contain the contract number and detail of any services
provided outside the scope of this document. Invoices shall be sent to:
City of Waukee
Parks & Recreation Department
805 University Avenue
Waukee, IA 50263
V. Insurance
A. General.
1. The Contractor shall purchase and maintain insurance to protect
the Contractor and Owner against all hazards enumerated herein.
All policies shall be in the amounts, form and companies
satisfactory to the Owner.
2. All certificates of insurance required herein shall state that thirty
(30) days written notice will be given to the Owner before the
policy is canceled or changed. All certificates of insurance shall
be delivered to the Owner prior to the time that any operations
under this Contract are started.
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3. All of said Contractor’s certificates of insurance shall be written
by an insurance company authorized to do business in the State
of Iowa.
B. The Contractor shall purchase and maintain such insurance as will protect
the Contractor from claims set forth below which may arise out of or
result from the Contractor’s operations under the Contract, whether such
operations be by the Contractor, or by anyone for whose acts any of them
may be liable:
1. Claims under workers’ compensation, disability benefit and other
similar employee benefit acts;
2. Claims for damages because of bodily injury, occupational
sickness or disease, or death of the Contractor’s employees;
3. Claims for damages because of the Contractor’s injury, sickness
or disease, or death of any person other than the Contractor’s
employees;
4. Claims for damages insured by usual personal injury liability
coverage which are sustained:
a. By any person as a result of an offense directly related to
the employment of such person by the Contractor, or
b. By the other person;
5. Claims for damages, other than to the work itself, because of
injury to or destruction of tangible property, including loss of use
resulting therefrom; and,
6. Claims for damages because of bodily injury or death of any
person or property damage arising out of the ownership,
maintenance or use of any motor vehicle.
C. Limits of Liability
1. The insurance required by Paragraph V shall be written on an
occurrence form of policy for not less than any limits of liability
specified herein, or required by law, whichever is greater:
General Liability; $500,000 (including
contractually, single limit
Independent Contractors per occurrence)
Broad Form Property Damage
Personal Injury, Underground $500,000
Explosion and Collapse (Aggregate hazards)
Automobile Liability $500,000
(Including all owned, non- Combined Single Limit
owned and hired autos)
Single Limit
Workers Compensation Statutory Benefits
$100,000 Coverage B
(Applying directly excess
of above liability coverages) $1,000,000 Aggregate
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D. Contractual Liability Insurance
1. The insurance required by Paragraph V shall include contractual
liability insurance applicable to the Contractor’s obligations as
follows:
a. To the fullest extent permitted by law, the Contractor shall
indemnify and hold harmless the Owner and their agents,
officers and employees from and against all claims,
damages, losses and expenses, including, but not limited to
attorney’s fees, arising out of or resulting from the
performance of the work, provided that any such claim,
damage, loss or expense (1) is attributable to bodily injury,
sickness, disease or death, or to injury to or destruction of
tangible property (other than the work itself)including the
loss of use resulting therefrom, and (2) is caused in whole
or in part by any negligent act or omission of the
Contractor, any Subcontractor, anyone directly or indirectly
employed by any of them or anyone for whose acts caused
in part by a party indemnified hereunder. Such obligation
shall not be construed to negate, abridge, or otherwise
reduce any other right or obligation of indemnity which
would otherwise exist as to any party of person described in
this Paragraph.
b. In any and all claims against the Owner or any of their
agents, officers or employees by any employee of the
Contractor, any subcontractor, anyone directly or indirectly
employed by any of them or anyone for whose acts may be
liable, the indemnification obligation under this
Subparagraph D shall not be limited in any way by any
limitation on the amount or type of damages, compensation
or benefits payable by or for the Contractor or any
Subcontractor under workers’ compensation acts, disability
benefit acts or other employee benefit acts.
E. Contractor’s Insurance for other Losses for the consideration in this
agreement heretofore stated, in addition to the Contractor’s other
obligations, the Contractor assumes full responsibility for all loss or
damage from any cause whatsoever to any tools owned by the mechanics,
any tool machinery, equipment, or motor vehicles owned or rented by the
Contractor, the Contractor’s agents, Subcontractors, materials owned or
rented by the Contractor, the Contractor’s agents, Subcontractors, material
suppliers or their employees, tool sheds or other temporary structures,
scaffolding and staging, protective fences, bridges and sidewalk hooks.
The Contractor shall also assume responsibility for all loss or damage
caused by, arising out of or incident to larceny, theft, or any cause
whatsoever (except as hereinbefore provided) to the structure on which the
work of this Contract, and any modifications, alterations, enlargement
thereto, is to be done, and to the following items and labor connected or to
be used as a part of the permanent materials, and supplies necessary to the
work.
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F. Notification in Event of Liability or Damage upon the occurrence of any
event, the liability for which is herein assumed, the Contractor agrees to
forthwith notify the Owner, in writing, such happening, which notice shall
forthwith give the details as to the happening, the cause as far as can be
ascertained, the estimate of loss or damage done, the names of witnesses,
if any, and stating the amount of any claim.
VI. Further Information
A. Questions regarding the Request can be addressed by contacting the Parks
& Recreation Department, Joe Carroll, Facilities Manager - Parks &
Recreation, (515) 380-4916.
B. Waukee-based companies (meaning those headquartered in Waukee) will
also be given preference in competitive quotation and competitive bidding
situations (for items over $2,500). If a Waukee-based company’s bid is
within 5% of the low-bid (up to a maximum of $5,000), and all other
specifications of the request for proposal are met by both companies, the
Waukee-based company will be awarded the contract.
C. Mandatory Drug and Alcohol Testing Programs. The Contractor certifies
that all of their employees who may operate a commercial motor vehicle
are included in a substance abuse program that meets the requirements of
Federal Department of Transportation Drug and Alcohol Testing
regulations (Code of Federal Regulations, 49CFR, Part 382 and Part 40).
D. Right-To-Know Statement. The submitter certifies that, in accordance
with the “Hazard Communication Rule”, 29 CFR 1910.120 (the “Right-
To-Know” Law) and the State of Iowa “Hazardous Chemicals Risk Right-
to-Know Rule”, employees exposed to materials on the worksite will be
trained for the materials in use by the successful Contractor as part of the
contract. Material Safety Data Sheets (MSDS) for City materials will be
supplied to the successful Contractor upon request.
E. FLSA Statement.
“We hereby certify that these goods were produced in compliance with all
applicable requirements of Sections 6, 7, and 12 of the Fair Labor
Standards Act, as amended, and of regulations and orders of the United
States Department of Labor issued under Section 14 thereof.”
___________________________________ _______________________
Authorized Signature Date
Location Mowing Bed Maint.
Chem &
Fert
Non-
Selective
University Ave Medians - from Ashworth Drive east to SE Waco Pl.
University Ave South Side RoW - from Waukee School Administration Building to just east
of Grand Prairie Pkwy.
SE Waco Pl Medians - from SE Laurel St to Hickman Rd
SE Brick Dr Medians - from SE Laurel St to Hickman Rd
SE Alice's Rd Medians - from University Ave to Hickman Rd
SE Alice's Rd Sign Beds - from University Ave to Hickman Rd
Legacy Pointe Blvd Medians - from SE Laurel St to Hickman Rd
Row Green Space - from SE Blackthorne Dr to SE Legacy Pointe Blvd
Hickman Rd Medians - from SE Waco Pl to just West of 10th St
Hickman Rd North Side Row - from SE Alice's Rd to West Light Apartments
NW 10th St East Side RoW - from Laurel St to Caleb Pl (East side)
NW 10th St Medians - from just North of NW Douglas Pkwy to Deming Ave
NW Sunrise Dr Medians and Roundabouts - from NW 10 th St to NW 2nd St
NW 2nd Street roundabouts and East Side RoW - from The Pitch Apartments to NW
Sunrise Dr
(South) 6th Street Medians near Ashworth Rd
(South) 6th Street West side RoW - from Daybreak Dr to Ashworth Rd
(South) Ashworth Rd North Side RoW - from 6th St to Sugar Creek Park
NW Douglas Ave North Side RoW - from NE Alices Rd to The Court Yards at Shadow Creek
East Border
NW Douglas Ave North Side RoW and Medians - From The Court Yards at Shadow Creek
west border west to Warrior Ln
NW Douglas Ave South Side RoW - From Warrior Ln west to Prairie Rose Trail
NW Douglas Ave North Side RoW - from Warrior Ln to NW 10th St
SE Pleasant View Dr both RoW - from Grand Prairie Pkwy to 98 th St
Medians -
Hickman Rd - From SE Legacy Pointe Blvd to West of NW 10th St
University Ave - Ashworth Rd to SE Waco Pl
Alices Road - Hickman to NE Horizon Dr
Hickman Road South RoW - Around Target sign off Hickman Rd., West to SE Peachtree and
South to SE Laurel St
Hickman Rd North side RoW - from Alice's Rd east to West Light Apartments
Task Location Specifications
Chemical & Fertilizer Application
Early Fall Fertilization Broadleaf
Weed Control Refer to City of Waukee - Chemical and Fertilizer Map 25-0-5 or equivalent approved by City
Chemical & Fertilizer
Application
Non-Selective Chemical Applicaiton
Nonselective Chemical
Applicaiton Refer to City of Waukee - Non-Selective Application Map
Apply Glyphosate with Pendimethalin or equivalent approved by City to concrete median
cracks and expansion joints. Non-selective chemical shall be applied twice, once in early
June and once in early August. Plant material shall be removed after non-selective
chemical has been applied and plants have wilted.
Non-Selective Chemical
Application
Landscape Bed Maintenance
Mulch Refresh Refer to City of Waukee - Mulching Map
Topdress 1" mulch on all landscape beds (matching current mulch color) before May 15,
2025
Landscape Bed Maintenance
Total
Mowing
Mowing Refer to City of Waukee - Mowing Map
Mow and trim medians once every 7 days keeping all grass clippings out of street (See
attached map)
Mowing Total
$0.00
All mowing figures should be included in total annual cost with an estimate of mowing 26 times.
$0.00
NOTES
Authorized Signature
Firm Name
Address
Phone
Fax
Contact Persons
Name
Phone
E-mail
$0.00
Waukee, IA 50263
QUOTE SHEET
CITY OF WAUKEE
2025 RIGHT-OF-WAY MAINTENANCE
Early Spring Pre -Emergent Crab
Grass Control Fertilization
Broadleaf Weed Control
Apply 19-0-6 25% SCU Dimension/Baricade or equivalent approved by City at rate of 4
pounds/1000 SF in early April.
$0.00
Refer to City of Waukee - Chemical and Fertilizer Map
$0.00
$0.00
Total Annual Cost
Total Monthly Cost
Traffic Control: Due to the nature of the median locations, traffic control and the safety of personnel and motorists is of the utmost
importance. All access to medians shall be from street turn lanes, not from through/travel lanes, whenever possible. Equipment shall be
entirely within the turn lane and out of the through/travel lane. Mowers and other equipment will need to be unloaded and loaded at each
median and shall not be driven on the street between medians. If work needs to occur within or equipment needs to be located in a
through/travel lane, the Contractor shall follow City of Waukee Public Works Department procedures for a lane closure. All traffic control
procedures shall comply with the latest edition of Manual on Uniform Traffic Control Devices for Streets and Highways. All temporary traffic
control provisions shall be furnished, erected, maintained and removed by the Contractor. Parking of private vehicles on right-of-way and/or
closed streets will not be allowed.
Submittals marked "Street Right-of-Way Maintenance" will be received no later than 10:00 a.m. local time on Wednesday, February 12th, 2025.
Deliver quotes to Waukee City Hall
230 W. Hickman Road
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