Cassidy's_Contract_3260417_Package,_Finance approved

Extracted text

Purchasing Memo
Date: July 14, 2026
To: Governing Body, Finance Committee, and Public Works & Utilities Committee
Via: Sam Burnett, Public Works Department Director
Carol Swenson, Public Works Business Operations Manager
Melissa McDonald, Parks and Open Space Division Director
From: Scott Overlie, Parks and Open Space Project Manager III
Subject: On-Call General Landscaping, Irrigation, and Snow Removal Services
Vendor Name: Cassidy's Landscaping Inc.
Munis Vendor Number: 8919
ACTION:
Request for Approval of a Construction Contract with Cassidy's Landscaping Inc.
for On-Call Landscape Management Services in the Total Amount of $4,000,000 for
Four Years. (Scott Overlie, Parks and Open Space Project Manager III;
saoverlie@santafenm.gov)
Committee Review
Public Works and Utilities Committee: 08/17/2026
Finance Committee: 08/24/2026
Governing Body: 08/26/2026

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CONTRACT NUMBER:
The MUNIS Contract number for FY27 is #3260417.
BACKGROUND AND SUMMARY:
The City of Santa Fe currently contracts with six landscape management companies for
on-call services. On-call services are utilized in parks, open spaces, trails, rights of way,
medians, waterways and floodplains throughout Santa Fe. These services help
streamline processes to efficiently address routine operations, illegal dumping and
emergency maintenance on an as-needed basis. Services provided through these
contracts include, but are not limited to: mowing, weed eating, brush removal, clearing
and grubbing, tree removal, stump grinding, chipping, planting, seeding, re-vegetation,
watering, herbaceous and woody pruning, fertilization, spraying, excavation, erosion
control, storm water best management practices, fine grading, cleanup and green waste
/ waste disposal, snow plowing and sidewalk shoveling, ice control, and landscape and
irrigation installation.
The four-year contracts currently in place will expire in FY27. To ensure continuity of
operations, the Parks and Open Space Division issued a follow-on invitation to bid to
update service needs and prices. Eight companies responded and three were selected
to be put under contract based on fully-responsive, lowest bids for the range of task
items needed.
An On-call contract is not a guarantee of payment to the awarded vendor and is used
on a per task order basis assuming funding is available. The requesting department/
division shall provide, at a minimum, a detailed scope of work and/or drawings. The
vendor then provides a quote, which is vetted and negotiated by staff as needed. Once
an agreed upon cost is negotiated, a purchase order is produced for the scope of work.
All City of Santa Fe Departments will be authorized to utilize this on-call contract. All
must submit a detailed scope of work and receive written approval from the Parks and
Open Space Division Director before commencing work.
PRIOR APPROVALS AND SUPPORTING INFORMATION:
FUNDING SOURCE:
Fund Name/Number: Various
Munis Org Name/Number: Various
Munis Object Name/Number: Various

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Budget Officer / Designee: Date:
Budget Officer Comment/Exceptions:
PROCUREMENT METHOD:
The procurement method used was NMSA 1978, Section 13-1-102, ITB
Invitation to Bid (ITB) - This procurement was conducted through a competitive
sealed bid process in accordance with NMSA 1978, Section 13-1-103, Section 13-1-
110, and Section 13-1-111. The Invitation to Bid was released on March 27, 2026
through the City’s OpenGov portal, and bids were due on April 20, 2026. The
OpenGov Project ID is FY26-COCITB-081. Bids were publicly opened on April 20,
2026 at the designated time. The following vendors submitted the lowest responsive
and responsible bids that met all specifications. Accordingly, the award of the contract
is recommended to:
Cassidy's Landscaping Inc.
High Desert Landscape Maintenance
Seeds of Wisdom LLC
Chief Procurement Officer (CPO)/Designee: Date:
CPO Comment/Exceptions:
ASSOCIATED APPROVALS:
IT Components included? Yes | No
Approval: Title: Date:
Comment/Exceptions:
Treasury/Point of Sale Components included? Yes | No
Approval: Title:
Date:
Comment/Exceptions:
Vehicles included? Yes | No
Approval: Title: Date:
Comment/Exceptions:JV08/03/202608/03/2026

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Construction to City Facilities, Furniture, and/or Fixtures included? Yes | No
Approval: Title:
Date:
Comment/Exceptions:
Is this an externally funded purchase? Yes | No
If yes, what is the issuing agency: State and Local funds will likely be used. TBD
Approval: Title:
Date:
Comment/Exceptions:
Is this a Capital Asset or Project? Yes | No
Project Ledger Number:
Approval: Title:
Date:
Comment/Exceptions:
ATTACHMENTS:
Construction Contract
ITB Cost Proposal/Exhibit A
ITB Award Process
ITB Bid Tab
Horizons Declination
CPO Service Determination Email
Certificate of Liability Insurance (COI)
Non-Collusion Affidavit of Subcontractor























--------------------------------------MONICA MAESTAS







MEMO
To: Travis Dutton-Leyda, Finance Department, Chief Purchasing Officer
From: Kat Kincade, Parks and Open Space Division, Contract Administrator
Subject: Selection Process for ITB FY26-COCITB-081
Date: 07/31/2026
When Invitation to Bid (ITB) FY26-COCITB-081 for On-Call General Landscaping, Irrigation,
and Snow Removal Services closed April 20, 2026, there were 8 companies that had submitted
bids. Below is the list of bidders and attached is the “Bid Tab” that shows the amounts the bidders
submitted for the various sub-tasks.
Carrasco Project Management CPM
Cassidy's Landscaping Inc
High Desert Landscape Maintenance
J&B Gardens LLC
San Isidro Permaculture Inc
Seeds of Wisdom, LLC
Southwest Fire Defense LLC
Very Good Tree Service
Southwest Fire Defense LLC did not have the lowest price for any of the subtasks, and so
was withdrawn from award consideration. J&B Gardens LLC and Seeds of Wisdom, LLC did not
provide proof of the required construction license, and so were also removed from consideration.
Procurement Analysts reached out to Carrasco Project Management CPM, and Very Good Tree
Service to confirm that they were willing to honor extremely low subtask bid prices if awarded
contracts. They had not understood the all-inclusive nature of the quoted line items and withdrew
their bids. In this way, five of the eight bidders were not chosen for on-call contracts.
High Desert Landscape Maintenance was a low bidder on several subtasks, but did not
submit proof that they are registered with the New Mexico Department of Workforce Solutions. This
was not disqualifying, but it was decided that they would only be eligible to work on projects
costing less than $60,000. This left two fully responsive bidders who had the lowest prices for some
of the subtask line items:
Cassidy's Landscaping Inc, and San Isidro Permaculture Inc
The attached contract is a resulting proposed award to a responsive low bidder.

FY26-COCITB-081 Bid Tab
Carrasco Project
Management CPM
Cassidy's
Landscaping Inc
High Desert
Landscape
Maintenance J&B Gardens LLC
San Isidro
Permaculture Inc
Seeds of Wisdom,
LLC
Southwest Fire
Defense LLC
Very Good Tree
Service
Line Item Description Quantity Unit of Measure Unit Cost Unit Cost Unit Cost Unit Cost Unit Cost Unit Cost Unit Cost Unit Cost
1 Brush Removal 1 Hourly $238.00 $45.00 $49.25 $50.00 $52.00 $52.00 $450.00 $627.00
2 Clear and Grubbing 1 Hourly $395.00 $45.00 $49.25 $50.00 $52.00 $52.00 No Bid $0.00
3 Pruning Herbaceous Plants 1 Hourly $205.00 $45.00 $49.25 $60.00 $52.00 $52.00 No Bid $0.00
4 Pruning Woody Plants 1 Hourly $410.00 $45.00 $49.25 $60.00 $52.00 $80.00 No Bid $627.00
5 Mowing W/ String Line 1 Hourly $220.00 $45.00 $49.25 $75.00 $52.00 $90.00 No Bid $0.00
6 Weed Eating 1 Hourly $269.00 $45.00 $49.25 $65.00 $52.00 $65.00 No Bid $0.00
7 Mechanical Stump Grinding 1 Hourly $370.00 $416.00 No Bid $120.00 No Bid $425.00 $350.00 $0.00
8 Chipping 1 Hourly $347.00 $416.00 No Bid $140.00 No Bid $500.00 $350.00 $0.00
9 Fertilization 1 Hourly $275.00 $135.00 $49.25 $80.00 No Bid $52.00 No Bid $375.00
10 Turf Aeration 1 Hourly $250.00 $135.00 $49.25 $110.00 No Bid $90.00 No Bid $0.00
11
Spraying (Integrated Pest Management Approved)
License/Certification needed 1 Hourly $300.00 $150.00 No Bid No Bid $52.00 No Bid No Bid $0.00
12 Diagnosis, Project Estimates and Troubleshooting 1 Hourly $205.00 $90.00 $65.00 $95.00 $70.00 $85.00 No Bid $150.00
13 Baseball/Softball Field Standard Infield Drag/Rake 1 Hourly $195.00 $135.00 $49.25 $65.00 No Bid No Bid No Bid $0.00
14 Tree Removal- 0"-3" Cal. 1 Each $900.00 $52.00 $50.00 $120.00 $31.44 $55.00 $225.00 $627.00
15 Tree Removal- 4"-7" Cal. 1 Each $1,500.00 $1,104.00 $70.00 $190.00 $62.88 $100.00 $425.00 $627.00
16 Tree Removal- 8"-9" Cal. 1 Each $1,650.00 $95.00 No Bid $250.00 $125.75 $155.00 $575.00 $627.00
17 Tree Removal- 10"-12" Cal. 1 Each $2,000.00 $286.00 No Bid $380.00 $251.50 $310.00 $775.00 $627.00
18 Tree Removal- 13"-14" Cal. 1 Each $2,400.00 $845.00 No Bid $450.00 $503.00 $375.00 $1,049.00 $627.00
19 Tree Removal- 17"-24" Cal. 1 Each $2,800.00 $1,040.00 No Bid $680.00 $758.51 $710.00 $1,950.00 $627.00
20 Tree Removal- 25"-30" Cal. 1 Each $3,300.00 $1,820.00 No Bid $1,100.00 $1,173.00 $1,300.00 $3,000.00 $627.00
21 Tree Removal- 31"-36" Cal. 1 Each $3,700.00 $2,860.00 No Bid $1,700.00 $1,373.00 $2,000.00 $4,499.00 $627.00
22 Tree Removal- 37"-42" Cal. 1 Each $4,300.00 $3,640.00 No Bid $2,600.00 $1,673.00 $2,500.00 $6,800.00 $627.00
23 Tree Removal- 43"-48" Cal. 1 Each $4,800.00 $4,160.00 No Bid $4,200.00 $2,020.00 $4,000.00 $8,500.00 $627.00
24 Re-Vegetation Seeding by Hand 1 SF $.50 $34.00 No Bid $12.00 $.19 $8.00 $1.85 $0.00
25 Re-Vegetation Seeding Hydroseed 1 SF $.80 $34.00 No Bid $60.00 $.39 No Bid $2.25 $0.00
26 Establishment of Watering for New Seeding 1 1000 SF $2.10 $1,125.00 No Bid $1,600.00 $961.21 $200.00 $350.00 $0.00
27 Green Waste Tipping Fee 1 Ton $220.00 $100.00 $65.00 $180.00 $470.00 $400.00 No Bid $0.00
28 General Waste Tipping Fee 1 Ton $270.00 $120.00 $65.00 $250.00 $455.00 $450.00 No Bid $0.00
29 Port-a-potty Rental 1 1 Week $290.00 $150.00 No Bid $50.00 $470.96 $150.00 No Bid $0.00
30
% Discount off for Items (1-29) all parts and
materials. Invoice will include copies of all
purchases for parts and materials, including
contractor and date purchased. Enter zero if no 1 % $1.00 $0.00 No Bid No Bid $0.00 No Bid No Bid $0.00
$31,813.40 $19,212.00 $758.25 $14,792.00 $10,763.83 $14,256.00 $29,302.10 $8,049.00











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