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Home My WebLink About1996-04-22 96-205 ORDERCOUNCIL ACTION Date: 4-03-96 Item Is96-205 Item/Subjects Order, Tainting to Privatization of slowing Services, Parks, Schools, and Cemeteries Responsible Departments City manager At the last saverel Finance Committee meetings, the issue of privatizing mowing services has been discussed. These services ware broken into several categoneshand mowing of parks and small public spaces, automated mewing of pedis, mowing of school grounds, and moving M cemeteries. At the April 1, 1996 Finance Committee meeting, a wnlract award was approved to Johnson taus Care of Brewerin the amount of $9,906 per hand mowing in small pants and public spaces. perks and Recteetion estimated our wit to perform Nese duties as $10,500; Mus, we will reatrse a small swings and simplify Me supervision and scheduling of near Parks Maintenance duties. At its last meeting, the Finance Committee voted not to proceed with wntracting for other mowing services. In regal ro cemeteries, Me Mount Hope Cemetery Coryoration will continue to provide maintenance services. Their fee for these services is $80,000 compared to low bid of $14,500 for mowing services only. Public Woha will continue to maintain Meant, Oak, and Pine Grove Cemeteries. Our estimated cost for mowing, trimming, and leaf wlledionm$51,Wlwmpmedtoab Wdd$71,480. ForscWolsandparks,theC mltteeal mmmmended continued in-house performance. Ths School Depadment pays approximately $86,000 to the City for Grounds Maintenance compared M a low bid of $80,500. WhBe our cost of padce mowing is estimated at $81,436 as apposed In a bid price of $74.750, we estimate actual budget savings to be $47,430. Contracting out Mis portion of the maintenance program would not allow us to eliminate certain costs Inducting a porton of a NII time position, whin motor pool charges for PaAs vehicles, and our mowing equipment. In addition, Dale Theriault is developing a proposal to farther reduce park Maintenance's overall costs. The attached OMerwill accept and finalize these Finance Committee recommendations np'PAPTM Manager's Comments: aao ' r Associated Informations Order, Bid Tab, memos from the School, Parks, and Public Works Department. Aafie,ed b Coundoe Popper April 22, 1996 CITY OF BANGOR (TDLE.) (®rbCr Relat ng to -Privatization -of Mqw1ngService®, Parks, Schools, and Cemeteries. By the Clty Co nwU of W LT6y ofemmmr: ORDERED, THAT the bid of ,Johnson Lawn Care of Brewer in the amount of $9,906 for mowing mall services to all parka and public spaces is hereby accepted. BE IT FURTHER ORDERED, THAT, the recommendation of the Finance Committee that mowing services for larger parks, school grounds, and cemeteries .not be privatised is hereby accepted. IN CITY COUNCIL April 22>..1996. Passed CLEM 96-205 O ROER :.Title, Relating t0 Privatization of moving Servlces,Parks, Schools. and - Cemeteries ........... ........................... dt 6Rrta+s Ae®gnedw ......CDS . Pafgal,...�ouncilman ��-��fL4.E•4 �� Q1�•�i� mom.-� �R HS[R4i:fTRtlIm p4Fi � m Pi 2of3 Bid O(wMnB. Jerur/ 10d IM m IX I � �Fitl3l5nFi�9fTtliT t.4..d.] m m_ CRYCPgpabOq Paye3W3 LAMIH &E Opslig:Jnury10.1%8 LAWNMMAJNHTENpNCESERVICEB-1998 SEA BO Mc Jcnnvn Lavin Care Gunvry 1cLaertarc Ml. CqM. Biros Melw Soong, MBo Bmua Wkv, Mew E EEE' MMe AT Ben m BYM umI Room um INS MI M,, Lis Item IM Rom ITEM OECRIPTION Ott. YNR Pico Tdtl Frte TA1 Phe Tdtl Phe Tool Pow Tbl PEv Tdel CemeleNee-Evdud W H Ne Rd m en 318mAWE o Nnml IS ea Inc. Ow I W 050O.M 15 Lal CMIWon z v no. OOO sb999 It3519d A BTOTRL BOSOO.aO 75,021.10MI. CaneleEv No&E NC Bp 0.00 0.0 Tm SUB TOTAL MT. HOPE 74,7500D D 00 BW 0 Mahn H AS 3350.M 7A75000 9]S1041U.W f019.(O TEmmin 15 ea m 0.00 m um 10000 3175W bUV TOTPLRWOM3WIN 74.750.000 IB Atl 1 rSS 0. Paha HO WE HC Bp NO WE HC BN NOBM A v 3250.00 ]4]WW TEmm 15 v Ire. 0.00 OTPLPARKb 7420000 SCM,G IllNCW Xo NO WE NOON 23 v 3500.00 B3 Wp,00 Ttlmm lul en lum. BW PARKS & RECREATION (DEPARTMENT DALE w. rmaoXT ,,�4�cm. r Aiox osrr R .coo. MEMO T0: City Manage 4% FROM: Parks & Recreation Director (/ SURI: Parks Mowing DATE: April 12, 1996 The following are estimated budgeted amounts for the 1996-97 season for the above program with anticipated savings if the program were to be privatized. Estimated Costs Full Amount Saved: Salaries & Fringes $59,430 $43,430 Supplies 4,000 4,000 Interfund Charge 6,906 Outlay (V2 Mower) 17,100 -0- Total: $87,436 $47,430 These figures me based on 213 of a full time position ($16,000) which we would have to retain as well as Motor Pool charges and the cost of a new banks mower. Alsq some of the above part-time personnel me used to provide maintenance savlces for several special programs such as the Kenduskeag Canoe Race, Cascade Park Celebration, special pool and playgrounds programs, maintenance of fournains, ballfields, and several park facilities. 96-205 Memorandum To: David Pellegrino From: Arthur Stockus Date: March 25. 1996 Subject: Proposal for Lawn Maintenance Senders in City Cemeteries; Blount Hope, Maple Grove. Oak Gvovu and Pine Grove. We have reviewed the canvass of the proposals received for Lawn Maintenance Services. MOANS HOPE CEMETERY Thelowquotefortinseemeteryis $74,500f theflmtycarf Senonul Servicesof Brewer, Maine. Weare curtenW paling Mount Haps Cemetery (private section) an annual fee of S 60,000 to perform.. L of the services at Mount Hope. This would include not only the mowing, trimming and leaf removal but ah of the associated maintenance and burial work as well. They do charge and receive burial fees for that portion oftheir work but if we were to privatize in accordance with our RFP it would be necessary' for the City m pick up the general maintenance progam as well as performing the burials at Mount Hope. I have attached a copy of the loner from Mount Hope Cemetery proposing the fee for calendar year 1996. In addition to paying more for the mowing there would be additional expenses over and above these proposed costs to provide the same level of service for this cemetery in any privatization action under the current proposals. Mrmrt Hope Cemetery has indicated that they would continue as they have in the part with the operation of the City portion and perform all of the necessary tasks associated with Ws cemetery for the quoted $ 60,000. I would recammend that we retaN the present arrangement with Mount Hope Cemetery and reject any pm'atbadon, at this time. MAPLE GROVE, OAK GROVE AND PINE GROVE CEMETERIES The Greenworks of Bangor Maine provided the lowest quote for mowing and himming and leaf collection re these three cemeteries for an annual fee of $ 71,459.96, m the fust yen, and eachofthetwomeacedingyeater Theprogram cases reported through the end of our FY95 budget show the Annual City costs for services in all tluee of theses cemeteries at $63,203. The services to be presided under this contra stud arrangement would be the mowing and tmnming of the grass in the cemetery and land collecfion in the fall. The leaf collection represents $10,719.00 ofthe quota and flac trimming nowd the headstones and markers repreams 96-205 4- 514,292.00. This is not all of the services provided under the umbrella of the Cemetery MaiMeruncer program as performed by City crews. Mnual Cemetm maintenance chores not included in the RFP are: I. The maintenance of the roads in all of these cemeteries, including grading and addition of gravel when necessary. 2. L anting antd seeding tmd on occasion soddiw of un ,as d ueas. Thu is also a part of the normal services provided for burials, but there are other occasions when this service is required, to honor pametual care contracts. 3. Contract spraying of the Cemeteries no keep down the weed growth in the grassed areas u provided on an annual basis to all three Cemeteries under the current maintenance program. This is a service that would continue even if the mowing were contracted out. The annual cost of this service is about S 2,000. 4. Repair services from and independent memorial stone contractor are also included N the City maintenance on an average of about S 1,200 per your. This cost most also be carried over to insure that the headstones and makers aro maintained properly. 5. The cost of the water service to each cemetery would also remain as a cast if the mowing were commuted. 6. Motor pool changes would continue as would labor for city forces to perform the work under Us program related to items 1, 2 and 4 above as well as fence maintenance and headstone and marker adjw rents required as a result offrost or vandalism. The motor pool charges would be reduced, but not elurdrtated with privatization since some equipment would be needed to perform the services noted hem. The remainder of the Motor Pool charges would be reallocated among the other Divisions since the convacnW work would not impact to any way the operation of the Motor Pool and the funds to operate would have to be maintained at thew current level. Maintenance carries 59% of the Motor Pool Charges to the Cemetery kAvinon. ]. Under the cemetery maintenance there is a considerable amount of one spent with lot owners answering questions and providing genealogical information or response to their requests. Probably the single most imporant task of the Cemetey Superintendent or his representative is the Personal contact with lot owners and the bereaved, answering questions and helping to resolve their problems. S. Finally there are such items as pruning, both aerial and ground for all trees located within the cemeteries. Avariety of rues exist including while pine, blue spruce, crimson kings, silver maples, sugar maples and oak Ttds also includes the trimming of all shrubs adjacent to upright stones and makes, on an armed basis. The comparison of costs would be as follows: GREENNORKS Mowing 46,448.96 Trimming 14,292 Leaf Collection 10,719 Total 71,49.96 96-205 19 Iwo MOTSIXTEOCII. blain[ Program(FY95) 63,203 deduct. Contact Spraying -2,000 deduct Stone Contractor -1,200 deduct. Motor Pool -7,832 deduct water service -280 Total City Program 51,891 The cost of items 1, 2, 7 and 8 are included in the total City Program noted above. If the cemetery mowing were or he privatized this work would have to be performed by Highway personnel, increasing the Highway Division budget. The Operator assigned to the Cemetery Division is also a key figure in the snow plowi ur and removal operations of the Highway Division. This operators position could not be eliminated to provide partial funding for the contractor selected. I would recommend that Ne city reject privatization in this area since the ON forces are now providing more services than requested in the RFP for about 73 %of the cost of the proposed contact price. Ifthere are any questions concerning Ute enclosed, please bring them to my attention at your earliest convenience. PC: E. Boom I. Rine I. Hughes BANGOR SCHOOL DEPARTMENT 73 Harlow Street - Bangor, Maine 04401 207/9454400 David N. Pellegrino, Purchasing Agent City of Bangor, Maine Re: RFP's for Lawn Maintenance Services January 25, 1996 Data Dave: - I am writing in response to your memorandum dated 01/12/96 regarding the results of the request for proposals for lawn maintenance services. From the School Departruenfs point of view, continuation of the some surnmements as in the pest i.e, mowing of the school grounds and the a0detic fields by the City, is far preferable to contracting with private vendors for these services. Based on the bid tabulation which you Provided the cost for mowing just the school grounds by a private vendor will be $80,500 per year for a dame year period. By comparison, the City charged the School Department $65,974.29 during the 1994-95 budget year for mowing the school grounds andtbe athletic fields. Given the magnitude of this difference, it becomes readily apparent why the School Department prefers to continue the arrangements of the past. Thank you for providing the bid tabulation for my review. If you have any questions, please let me know. Sincerely,A Richard C. Unruh, It. Director of Business Services