REPORT TO COUNCIL
SUBJECT
Title
Action on the Award of Contract to BrightView Landscape Services, Inc. for Landscaping Services for Eight (8) Lawrence Station Area Plan Parks
Report
COUNCIL PILLARS
Enhance Community Sports, Recreational and Arts Assets
Deliver and Enhance High-Quality Efficient Services and Infrastructure
Manage Strategically Our Workforce Capacity and Resources
BACKGROUND
On November 29, 2016, the City Council adopted the Lawrence Station Area Plan (“Plan”) and Environmental Impact Report, along with the associated General Plan and Zoning Ordinance Amendments. The Plan features a transit-oriented development and provides needed public improvements and facilities for residents. To maintain the unique, high quality and non-standard facilities as well as avoid the potential impact on the City’s General Fund, the Plan indicated an option for funding the long-term maintenance of such improvements through a Community Facilities District (CFD), a land-secured financing mechanism.
On March 5, 2019, Council adopted a Resolution of Intention No. 19-8674 to form Community Facilities District 2019-1 (Lawrence Station) and Future Annexation Area to finance certain public services. These services primarily include maintenance of roadways, parks, parking spaces and enforcement, landscaped parkways and medians, trails, a highway overpass, a community clubhouse and garden to be located within the development.
There are currently eight mini park parcels, totaling 3.26 acres of parkland, within the Plan Area (Attachment 1); additional park parcels will be developed in the future. Zones one and two require consistent landscape maintenance, including mowing, edging, irrigation system maintenance, trash removal, tree and shrub care, etc. (Attachment 2). The Parks & Recreation Department determined that the best method for strategically managing and maintaining the unique, high quality and non-standard park facilities within the CFD would be to select a commercial landscape service contractor through a formal bid process.
DISCUSSION
Pursuant to City Code Section 2.105.330, a formal Request for Bids (RFB) was conducted as the solicitation method for this procurement, with the award recommendation based on “lowest bid”.
The City released a RFB for Landscaping Services for the Lawrence Station Area Plan Parks. The RFB was published on the City’s e-procurement system. A total of 33 companies viewed the RFB and the City received three responsive bids:
|
Bidder |
Total Base Bid |
|
BrightView Landscape Services, Inc. |
$ 115,403.31¹ |
|
New Image Landscape Company |
$ 123,026.00 |
|
Bayscape Management, Inc. |
$ 149,087.00 |
¹ The Total Base Bid reflects 1% Local Business Enterprise preference with an office in the City of Santa Clara.
BrightView Landscape Services, Inc.’s bid in the amount of $115,403.31, given a 1% Local Business Enterprise preference, was determined to be the lowest responsive and responsible bid. Refer to the Pricing Summary (Attachment 3) which shows the base amount submitted by BrightView Landscape Services, Inc. at $116,569.00 without the 1% Local Business Enterprise preference. The initial term of the contract is for one year. The City may exercise up to four one-year options to extend the contract after the initial term. Pricing is fixed for the initial term.
BrightView Landscape Services, Inc. may request annual adjustments to the compensation after the initial term, subject to the vendor demonstrating the requested increases are justified. Price adjustments are subject to the City’s approval. BrightView Landscaping Services, Inc. will be required to pay prevailing wage for these services.
Staff recommends award of contract (executed purchase order) to BrightView Landscape Services, Inc. as the lowest responsive and responsible bidder.
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 recommended contract amount is $128,225.90, including the base amount of $116,569.00 and a 10% contingency of $11,656.90 for unanticipated repairs during the initial term. This contract, in the form of an executed purchase order, will be funded by the Community Facilities District No. 2019-1 (Lawrence Station) Fund. On April 23, 2019 City Council adopted Ordinance No. 1999, authorizing Council to levy special taxes within the Community Facilities District (including any parcel or parcels in the Future Annexation Area that annex into the CFD) pursuant to the Act, at the rates and in accordance with the formula (the "Rate and Method") set forth in the Resolution of Formation. The special taxes are intended to mitigate the impact of the new development and will offset maintenance costs that otherwise would have been borne by the General Fund. Budgeted revenue for parks and facility maintenance for FY 2021/22 is $160,500, with an estimated 3% increase year over year.
COORDINATION
This report has been coordinated with the Finance Department 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 a contract (executed purchase order) with BrightView Landscaping Services for landscaping services at the Lawrence Station Area Plan Parks for an initial one-year term, with a maximum compensation not-to exceed $128,225.90 and subject to the appropriation of funds; and
2. Authorize the City Manager to exercise up to four one-year options to extend the term of the purchase and subject to the appropriation of funds.
Staff
Reviewed by: James Teixeira, Director, Parks and Recreation Department
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Lawrence Station Mini Parks Layout
2. Lawrence Station Mini Parks - Scope of Work for Landscape Services
3. Pricing Summary