Purchasing Type: Change Order (CO)
Public Hearing: YES ☐ NO ☒ Department: Purchasing & Contracting
AGENDA ITEM:
Title
Commission District(s): All
CO - Change Order No. 5 to Contract No. 1325127, Change Order No. 4 to Contract No.: 1325124 and Change Order No. 3 to 1325126, Landscape Maintenance Services for Public Grounds (Annual Contract with 2 Options to Renew): for use by the Departments of Facilities Management (FM), Public Works - Sanitation (SAN) and Recreation, Parks, and Cultural Affairs (RPCA). These contracts consist of providing landscape maintenance services for the County’s public grounds. This request seeks to ratify the increases to contracts to pay for outstanding invoices. This request also seeks to extend the contract term through June 30, 2026. Awarded to: Artscape, Inc., The Simmons Group, and Let Us Love Your Lawn. Total Amount Not To Exceed: $644,854.00.
Body
Information Contact: Michelle Butler, Chief Procurement Officer
Phone Number: (404) 687-3581
PURPOSE:
Awarded by the BOC, on March 14, 2023, to three (3) vendors for a total amount not to exceed $681,800.00. On July 18, 2023, the BOC approved Change Order No. 1 to Contract No. 1325124 to add four (4) new site locations in an amount not to exceed $14,400.00. On October 10, 2023, the BOC approved Change Order No. 2 to Contract No. 1325124 and Change Order No. 1 to Contract Nos.: 1325126 and 1325127 to continue with the provision of services for the remainder of the year. On February 27, 2024, the BOC approved Change Order No. 3 to Contract No. 1325124 and Change Order No. 2 to Contract Nos.: 1325126 and 1325127 to increase funds to all three (3) contracts to continue services for the remainder of the contract term. On April 23, 2024, the BOC approved the 1st renewal option through March 31, 2025, for all three contracts and the right to transfer funds between contracts. On July 9, 2024, the BOC approved Change Order No. 3 to Contract No. 1325127 to increase the contract amount for additional high traffic sites for an amount not to exceed $617,170.00. On December 17, 2024, the BOC approved the 2nd renewal option through March 31, 2026, for all three contracts, added five (RPCA) to Contract No. 1325127, and reserved the right to transfer funds between contracts based on the needs of the County. On May 29, 2025, the BOC approved ratification of Change Order No. 4 to Contract 1325127 for work completed at Lou Walker Senior Center for an amount not to exceed $200,000.00. These contracts consist of, but is not limited to, landscape ground maintenance such as: mowing; line trimming; edging; aerating; de-thatching; litter and debris removal; fertilizer and lime application; tree and shrub maintenance such as pruning and selective removal; weed and exotic pest/plant removal; insect/disease control; herbicide application (pre and post emergence); watering; minor planting operations such as: bedding plants and a limited number of trees and shrubs; pressure cleaning; irrigation maintenance and repair; mulching; maintenance and minor repair; soil tests; and site clean-up. This request seeks to ratify the increase in contract funds to pay for outstanding invoices. This request also seeks to extend the contracts’ terms through June 30, 2026 while a new solicitation is completed. These contracts provide for a clean, safe and aesthetically appealing visit for visitors and employees at County facilities.
RECOMMENDATION:
Recommended Action
Recommend approval of Change Orders with:
Item Nos.: 1, 2-7, 9-12, 13-22d, 23-30 and sites: 727 Camp Road, 727A Camp Road, 729B Camp Road and 3621A Camp Way
Artscape, Inc., 2364 Dogwood Dr., Conyers, GA 30013
Notes: LSBE-MSA Firm
Additional LSBE Participation: 15%
Estimated Amount: $47,645.00
Item Nos.: 31-41, 42-49a, 50-56, 57-84 and 85-95
The Simmons Group, LLC, 5977 Valley Green Rd., Lithonia, GA 30058
Notes: LSBE-DeKalb Firm
Additional LSBE Participation: 20%
Estimated Amount: $88,582.00
Item Nos.: 8, 96-97, 99-100 and 106-107, South DeKalb Animal Shelter, NH Scott, East Central DeKalb, Tobie Grant, Flat Shoals/CAC and Mason Mill
Let Us Love Your Lawn, Inc., 714 Rock Chapel Rd., Lithonia, GA 30058
Note: LSBE-DeKalb Firm
Estimated Amount: $508,627.00
Total Amount Not To Exceed: $644,854.00
ADDITIONAL INFORMATION:
1. Contract Effective Date: March 14, 2023
2. Contract Expiration Date: March 31, 2026
3. Amount Spent To Date: $2,787,194.92
$1,083,087.26 - Initial
$1,009,473.00 - Renewal No. 1
$ 626,866.00 - Renewal No. 2
4. Funding: $ 568,774.00 - General (FM)
$ 52,080.00 - General (RPCA)
$ 24,000.00 - Enterprise (Sanitation)