REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to Extend the Term of the Agreement with Brightview Landscape Services, Inc. for Landscaping and Tree Care Services at the Santa Clara Convention Center Complex - Maintenance District No. 183
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW) Facilities Services Division (Facilities) oversees maintenance and repairs for approximately 1,100,000 square feet of buildings throughout the City, which includes services at the Santa Clara Convention Center Complex - Maintenance District No. 183 (MD 183). Facilities works with the MD 183 property manager who is responsible for coordinating numerous services at the site including landscaping maintenance, tree trimming, and irrigation repairs.
In 2017, a competitive Request for Proposals (RFP) was conducted and through this process, Brightview Landscape Services, Inc. (Brightview) was selected and awarded a five-year contract.
DISCUSSION
The current agreement with Brightview ends on June 30, 2022. Staff recommends amending the agreement to extend the term for two additional months through August 31, 2022. Staff is currently conducting a new RFP for these services and anticipates completion of the process, including contract negotiations and City Council approval, to happen in August 2022. The anticipated start date for the new agreement(s) is September 1, 2022. This Amendment will allow services to continue uninterrupted until a new agreement is negotiated through the RFP process.
The maximum compensation under the current agreement is $979,801. Amendment No. 1 increases the maximum compensation by $40,000 for a revised total not-to-exceed maximum compensation of $1,019,801. Brightview has agreed to hold unit prices during the two-month extension period.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The amount to be paid to Brightview Landscape Services, Inc. for Amendment No. 1 is $30,902 for general services and $9,098 for unanticipated repairs for a total not-to-exceed amount of $40,000 for the two-month extension. Funding for this agreement is available in the Convention Center Maintenance District Fund in the FY 2022/23 Operating Budget.
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> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Authorize the City Manager to execute Amendment No. 1 to the Agreement with Brightview Landscape Services, Inc. for Landscaping and Tree Care services at the Santa Clara Convention Center Complex - Maintenance District No. 183 to increase maximum compensation by $40,000 for a revised maximum compensation of $1,019,801, and extend the term of the agreement through August 31, 2022.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Amendment No. 1
2. Agreement with Brightview Landscaping Services, Inc.