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Item 4BAGENDA ITEM # 4B NOVEMBER 23, 2009 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Extension of Landscape Maintenance Annual Contract for Utilities Bid No. 0708-02 SUBMITTED BY: Donna Kaluzniak, Utility Director DATE: November 4, 2009 BACKGROUND: On November 14, 2007, bids were opened for the City annual contract for Landscape Maintenance for Utilities. The low bidder was Trim All Lawn Service, Inc.. They successfully met all bid requirements. Trim All's personnel have the required background, knowledge, experience and equipment. The fees charged by Trim All have been very reasonable and competitive. City has spoken to Trim All regarding an extension of their current contract for one year at the current rates and they have agreed. As per Bid No. 0708-02: "The City reserves the right to renew the contract for two additional one-year periods pending a mutual agreement between the City and the vendor, and a review of the contract performance by vendor for the previous year." The vendor has agreed to renew his contract, and staff has been pleased with the performance of this contractor. BUDGET: Funding is included in the Water and Sewer Funds and in Public Works Funds in the amount of $47,000 under account numbers 400-5502-533-3400 410-5506-535-3400, and 410-5508- 535-3400. RECOMMENDATION: Extend the Landscape Maintenance Contract for Utilities with Trim All Lawn Service, Inc. for an additional year at the current prices. ATTACHMENTS: 1. Letter of agreement to extend contract from Trim All Lawn Service, Inc. REVIEWED BY CITY MANAGER: r ~ ~ i ~ v ~ ..:_.i+..i i ~•.. s ~-- ~ 'I`mo AGENDA ITEM # 4B NOVEMBER 23, 2009 CI1"Y OF ATLANTIC BEACH I7EPA RTMBIVT OF I'tJBLtC WORKS 1280 SANAPiPBR LANI; ATLANTIC BRACH, FLORIDA 32233-4318 TLI.t3PHON@' (984) 247-5834 FAX: (984} 247.584;3 St1NCOM: 852-5834 www.Caab.us (ktot~e~r 29, 2009 Mr. 3ason Leigh 'Trim Afl Lawn `~ietvice, I'nc, RE: Extension of Bid No. 0708-02 Dear Mr. Leh'" LEE. As you arse awe, the annual eomract with the City of 11t1antie Beach for Landscape Ivtaintenaac~ for Utilities expires November 30, 2004. We would like to extend the contra;c:t for another year at the current prices, if this is acceptable to your company_ if acceptable, please sign below and return to me November 7, 2409, sa I can prep~ne a staff report far the City Commission. We took fiorward to recommending that we continue our contract with your company. Donna ICaluzniak utility Director TRIM A1!.,L LAW1V SERVICE, INC. AGREES TO E~'Y"JgND THE CONTRACT W IT)FI THE CITY OF ATLANTIC REACH AT THE PRICES SUBMTI'TED IN HID NQ. ©'f0$-p2 FQIt AN ~DITfta-NAL YEAR EF'FECTI'VE DECEPvIB1gR I, Date ..