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File #: 19-400    Version: 1 Name:
Type: Consent Calendar Status: Agenda Ready
File created: 3/26/2019 In control: Council and Authorities Concurrent Meeting
On agenda: 5/7/2019 Final action: 5/7/2019
Title: Action on the Award of Purchase Order to Bayscape Landscape Management for Landscaping Services and Related Budget Amendment
Attachments: 1. Bayscape Landscape Management Purchase Order, 2. Bid Pricing Form
REPORT TO COUNCIL
SUBJECT
Title
Action on the Award of Purchase Order to Bayscape Landscape Management for Landscaping Services and Related Budget Amendment

Report
BACKGROUND
The Water and Sewer Utilities Department is responsible for maintaining the landscape around 32 water wells and storage tanks and four sewer pump/lift stations sites at various locations throughout the City. The Department requires the services of a qualified vendor to perform this work.

The landscaping work will initially encompass site cleanup to address overgrown weeds, remove site debris, and tree trimming and removal. Routine landscaping services include ongoing maintenance such as edging and pruning. In addition, tree removal and planting new shrubs and trees, will be performed on an as-required basis.

DISCUSSION
On January 30, 2019, staff issued a Request for Bid (RFB) to procure landscaping services using BidSync, the City's e-procurement system. A total of 60 companies viewed the RFB and four bids were received for the services described above. Results are as follows:
Vendor Name
Bid Price
Bayscape Landscape Management (Alviso, CA)
$64,275
Mike Davis Landscape Services (Morgan Hill, CA)
$106,080
New Image Landscape (Fremont, CA)
$145,790
Ecological Concerns (Santa Cruz, CA)
$214,300

The initial term of the Purchase Order (Attachment 1) is approximately 14 months starting on or about May 8, 2019 and ending on June 30, 2020, with four one-year options to extend the Purchase Order. The not-to-exceed amount for the initial term is $83,558, which includes a 30% contingency for as-needed services including tree removal, planting, and any unforeseen tasks related to the aesthetic quality of the sites.
The Purchase Order with Bayscape Landscape Management includes fixed rates for the initial cleanup and routine landscape services as detailed in the Bid Pricing Form (Attachment 2). In addition, there is a labor rate schedule and a materials markup of 15% over cost for as-need...

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