HomeMy WebLinkAboutA011 - Resolution approving Change Order No. 1 to increase the Cemetery Mowing and Trimming Contract with Pitts Lawn and Tree Service of Huxley, IAITEM #:11
DATE:10-27-26
DEPT:P&R
SUBJECT:CEMETERY MOWING AND TRIMMING CHANGE ORDER NO. 1
COUNCIL ACTION FORM
BACKGROUND:
The Parks and Recreation Department is responsible for the maintenance of three cemeteries:
Ames Municipal Cemetery, 310 E. 9th St., Ontario Cemetery, 720 North Dakota Ave., and Billy
Sunday Cemetery, 605 Billy Sunday Rd. Each calendar year, the City contracts with a vendor
to complete mowing and trimming services at Ames Municipal and Ontario Cemeteries. Staff
performs the mowing of the Billy Sunday Cemetery.
Pitts Lawn and Tree Service, Huxley, Iowa, has been the vendor to complete the
mowing and trimming services in the cemeteries since 2023. For the 2026 mowing
season, a purchase order was issued for 13 mowings at $3,657 per mowing for a total of
$47,541. Due to wetter than normal conditions this year, a 14th mowing was needed. An
additional $3,657 needs to be added to the purchase order so the 2026 mowing contract
can be closed. This brings the total purchase order amount to $51,198. Since the
amount is now over $50,000, City Council approval is required.
The mowing contract is issued each calendar year and therefore spans two fiscal years. Of the
$51,198 in the current contract, $18,285 was expended in FY 2025/26 while $32,913 will be
expensed to FY 2026/27. The cemetery budget includes $50,000 for FY 2026/27 which leaves
$17,087 for mowing in May and June 2027.
ALTERNATIVES:
1. Approve Change Order No. 1 to increase the Cemetery Mowing and Trimming Service
Contract from $47,541 to $51,198 for Pitts Lawn and Tree Service, Huxley, Iowa.
2. Do not approve Change Order No. 1 to the Cemetery Mowing and Trimming Service
Contract.
3. Refer this item back to staff.
CITY MANAGER'S RECOMMENDED ACTION:
Staff is tasked with ensuring the cemeteries in the community are mowed and trimmed
throughout the year. Due to the excellent growing conditions provided by ample amounts
of rain, keeping the turf mowed and trimmed was more of a challenge this season than
past years. The cemeteries required one more mowing than what was contracted for,
resulting in a request to increase the purchase order amount. Therefore, it is the
recommendation of the City Manager to approve Alternative #1, as described above.
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