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Clute council directs staff to negotiate lower mowing prices after bids exceed budget
Summary
Council recognized low bids for mowing across city zones but directed staff to negotiate with low bidders to reduce service levels or prices so the program fits the FY budget; staff recommended basing talks on 20–24 treatments instead of the 36-service bid model.
The council adopted Resolution 10-2025 recognizing low bidders on the city’s mowing and landscaping RFP and directing staff to negotiate with those bidders to produce individual contracts that fit the city’s budget.
Staff said bids were submitted on the assumption of 36 treatments per year and that, at that service level, the aggregate cost exceeded the city’s budgeted total (staff cited a total budget figure of about $397,000 for the program). The low bidders identified in the tabulation included Ellen Lawns LLC (zones 3 and 4), JTG Evergreen (zone 1), Earthworks (zone 2) and Addie’s (zone 5), according to staff remarks. Because the city does not anticipate 36 treatments across the remainder of the fiscal year, staff recommended negotiating prices based on a lower, more realistic service level — 20 treatments was offered as a conservative starting point and councilmembers suggested 22–24 as alternatives.
Council members asked about current service frequency with the incumbent vendor and the possibility that bidders would not accept a lower volume; staff responded that negotiations would determine whether the same bidders would hold their prices for fewer treatments or whether the city must reissue an RFP.
The council voted unanimously to allow staff to negotiate individually with the low bidders and return to council with recommended contracts. Staff said negotiation topics will include number of passes, ditch cleanup (which had driven price up in some bids), and potential prorating for the remainder of the fiscal year.
No final vendor contracts were approved at the meeting; staff will return with individually negotiated contracts for council approval.
