Item No. 7
Town of Atherton
CITY COUNCIL STAFF REPORT – CONSENT AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: BEN TALAVERA, MANAGEMENT ANALYST
THROUGH: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: JUNE 18, 2025
SUBJECT: APPROVE A CONTRACT EXTENSION FOR LANDSCAPE
MAINTENANCE SERVICES AT TOWN FACILITIES
RECOMMENDATION
It is recommended that the Council authorize a 3-year contract extension with Brightview Landscape Services, Inc. for the continuation of landscape maintenance services related to Town facilities including the Atherton Town Center, Holbrook-Palmer Park and El Camino Real; direct the City Attorney to prepare the extension; authorize the City Manager to execute the extension on behalf of the Town.
BACKGROUND
Brightview Landscaping Inc. became the Town’s landscape maintenance service provider in April 2022, following a competitive procurement process that included the evaluation of proposals from qualified firms. Brightview provides both routine and emergency landscape maintenance services, including maintenance the Town Center grounds, Holbrook-Plamer Park, the Lloyden Drive - Fair Oaks Lane intersection and the street medians along El Camino Real. These services include also trash collection at both the Town Center and park, as well as blowing of the tennis courts on a regular basis. The company is also available to supports Town events with staffing as needed.
The Town continues to receive complements regarding landscape maintenance services, particularly related to the landscaping at Holbrook-Plamer Park. Town staff and Brightview management continue to meet on a regular basis to review service needs, refine and improve the management and cost-effective deployment of contract maintenance staff to ensure the Town is getting maximum value.
The Brightview team has also provided various additional services beyond basic landscape maintenance services, including irrigation repairs and tree planting along El Camino Real, and installation of the Celebration Sculpture at the Town Center. Any additional services related to enhancements or other needs would be supplemental to the agreement.
Award PSA for Landscape Services
JUNE 18, 2025
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ANALYSIS
In March 2025, Town staff actively began negotiations with Brightview regarding extension of their services contract for a period of three (3) years. The Town requested some minor modifications and clarifications to be included in the proposed contract extension. A summary of these modifications include:
1) Town Center Staffing, Supervision, and Communication To support quality and accountability, the contract extension includes enhanced language regarding communication and oversight requirements.
2) Park Services – Arbor Day Support
Clarification of service needs to support the Town’s Arbor Day event, including preparation of tree planting holes in advance of the event, and onsite staffing to assist the public with tree planting activities.
3) Maintenance of El Camino Medians
Increasing maintenance services along El Camino Real from bi-weekly to weekly to allow for better maintenance and weed control.
4) Cost of Living Adjustments (COLA)
Brightview has requested a 3% COLA adjustment for FY 2025-26, and an annual Cost of Living Adjustment not to exceed 3% annually through the remainder of the contract.
For FY 2025/26, the service costs for the contract are summarized as follows:
Description Monthly Amount
Holbrook-Palmer Park Landscape Maintenance $19,388 $232,654 Tennis Court Blowing $882 $10,579
Town Center/ Library Landscape Maintenance $4,285 $51,422 El Camino Real Medians $3,040 $36,480
Emergency Callout $10,000
Total $28,428 $341,135
Award PSA for Landscape Services
JUNE 18, 2025
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The following table outlines the annual costs the duration of the extension, including the COLA:
Contract Year Budget
FY 2025/26 $341,135
FY 2026/27 $351,070
FY 2027/28 $361,302
FISCAL IMPACT
The proposed Fiscal Year 2025/26 operating budget includes sufficient funds to pay for these services.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal A - Preserve Small Town Character & Quality of Life • Goal D - Be Forward Thinking
• Goal E - Maintain and Improve Public Infrastructure
POLICY FOCUS
The City Council discussion should focus on the extension of the contract with our current provider versus a competitive rebid and felt that the current contract arrangement has been beneficial to the Town practically and economically. The Town has contracted for Public Works Maintenance and Management Services since September 2011 (14.75 years).
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
1. Brightview Contract Renewal Proposal