REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with New Image Landscape Company for Landscape Maintenance Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (Public Works) maintains the landscaping of 288 sites throughout the City. Landscape maintenance tasks vary from site to site, but generally include mowing, pruning, irrigation system maintenance, weed abatement, general cleanup, and emptying of garbage containers. The majority of Public Works landscape maintenance work is performed by in-house employees; however, additional resources are necessary to maintain some of the larger scale areas at various City facilities.
The current agreement for landscape maintenance services will expire on January 31, 2022.
DISCUSSION
Bid Summary
Pursuant to City Code Section 2.105.330, a formal Request for Bids (RFB) was conducted as the solicitation method for this procurement, with award recommendation to the lowest bidder.
In October 2021, the City released a RFB for landscape maintenance services. Four bids were received by the November 15, 2021 deadline as follows:
|
Bidder |
Total Base Bid |
|
New Image Landscape Company |
$238,310.20 |
|
Brightview Landscape Services, Inc. |
$267,139.00 |
|
Bayscape Management Inc. |
$300,432.00 |
|
Landscape Pros ML Inc. |
$428,584.00 |
Bid Award
Staff recommends award of contract to New Image Landscape Company as the lowest responsive, responsible bidder.
Under the proposed agreement, the maximum compensation for the initial one-year term is $286,310.20. This amount includes the Total Base Bid of $238,310.20 plus $48,000 for additional landscape services that may be required on an as-needed basis. The additional services may include but are not limited to the one-time cleanup services or other services such as reducing water intensive vegetation and/or installing mulch or decomposed granite to support countywide drought measures.
Rates are fixed for the initial one-year term of the agreement. Invoices shall be submitted monthly for all services performed, in arrears. The rates are fully loaded and inclusive of all overhead, labor, materials, equipment, and profit. After the initial term, price adjustments may be considered if the contractor demonstrates to the satisfaction of the City that a price increase is warranted. The City reserves the right to exercise four additional one-year options to extend the agreement for a total period of five years. The agreement includes the necessary language regarding prevailing wage.
ENVIRONMENTAL REVIEW
The action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.
FISCAL IMPACT
The amount paid to the contractor during the first term of the agreement from February 1, 2022 through January 31, 2023 shall not exceed $286,310.20. Funding sources include Public Works and Electric operating budgets and the Solid Waste Fund’s CIP budget. Funding for the option years is subject to future approval of Council appropriations.
COORDINATION
This report has been coordinated with the Finance and Electric Departments, and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute an Agreement with New Image Landscape Company for landscape maintenance services for an initial one-year term starting February 1, 2022 and ending on January 31, 2023, with maximum compensation not-to-exceed $286,310.20 for the initial twelve-month period, subject to the appropriation of funds;
2. Authorize the City Manager to execute amendments as required to add or delete sites, or modify service levels due to changing needs or budget constraints, subject to the appropriation of funds; and
3. Authorize the City Manager to execute up to four one-year options to extend the Agreement through January 31, 2027, subject to the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Agreement