SUBJECT/RECOMMENDATION:
Title
Authorize purchase orders to Average Joe Landscape LLC, Botanical Dimensions, Inc., J & J Diversified LLC dba Diversified Landscape Maintenance, and MMM Property Maintenance and Lawn LLC for citywide landscaping services in the cumulative annual not-to-exceed amount of $661,324.00 for the initial one-year term beginning October 1, 2025 through September 30, 2026, with the option for three one-year term extensions pursuant to Invitation to Bid 42-25, Landscape Maintenance Services, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
On June 27, 2025, Invitation to Bid (ITB) #42-25 for Landscaping Maintenance Services was issued and six responsive vendors submitted a response on July 28, 2025. The Scope of Services encompasses six zones and more than 600 properties throughout the City, requiring routine landscape maintenance, including but are not limited to: mowing, edging, and trimming lawns; removing trash, clippings, and debris from landscaped areas, lawns, and hard surfaces (e.g., sidewalks, parking lots); and maintaining plant beds and landscape materials. All plant material must be maintained in a healthy, thriving condition equal to or better than their condition at the start of the contract. Contractors will coordinate all maintenance activities with a representative from the City of Clearwater’s Parks and Recreation Department and promptly report any irregularities within their assigned zones.
The evaluation process for this award considered multiple factors such as contractor capacity, past performance, and the reasonableness of pricing for each zone. Multiple awards, including secondary awards, are recommended to ensure adequate coverage, maintain service quality in the event of a contractor’s underperformance, and provide operational flexibility.
The award recommendations are as follows:
Average Joe Landscape
- Primary Award: Zone 3 East, Zone 4 Northwest and Zone 5 Southwest
- Secondary Award: Zone 1 West
Botanical Dimensions Inc.
- Secondary Award: Zone 6 Ballfields
J&J Diversified, LLC dba Diversified Landscape Maintenance
- Primary Award: Zone 1 West and Zone 2 Countryside
- Secondary Award: Zone 3 East, Zone 4 Northwest and Zone 5 Southwest
MMM Property Maintenance and Lawn Care LLC.
- Primary Award: Zone 6 Ballfields
- Secondary Award: Zone 2 Countryside
Work under this contract shall include the furnishing of all labor, material, equipment, supervision, transportation, and other services necessary to perform landscaping maintenance services at specified locations within the City of Clearwater (City).
The City reserves the right to add or remove locations from the contract with a thirty (30) day written notice. Payments will be adjusted accordingly—either by applying the negotiated cost for any added site or deducting the bid price for any removed site.
Council authorization is requested to award contracts to the listed contractors for a cumulative annual not-to-exceed amount of $661,324.00 for the initial term October 1, 2025, through September 30, 2026, with three (3), one-year renewal options. This funding will support the City’s current needs, allow for the addition of properties to any zone, provide for supplemental work requests, accommodate annual CPI contract adjustments, and address other contractual management requirements.
APPROPRIATION CODE AND AMOUNT:
Funding is available in Parks and Recreation Department cost code 0101867-530300, contractual services. The Parks and Recreation Department is funded by General Fund revenue.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives, including:
- 1.2: Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts.
- 1.3 Adopt responsive levels of service for public facilities and amenities and identify resources required to sustain that level of service.
- 1.4: Foster safe and healthy communities in Clearwater through first class public safety and emergency response services.
- 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
- 3.2: Preserve community livability through responsible development standards, proactive code compliance, and targeted revitalization.
- 4.3: Protect the conservation of urban forests and public green spaces to promote biodiversity and reduce our carbon footprint.
