CITY COUNCIL STAFF REPORT
July 16, 2024 {{section.number}}e
AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT AMENDMENT WITH ANDRE LANDSCAPE, INC., DBA BENCHMARK LANDSCAPE SERVICES, IN THE AMOUNT OF $892,200, EXERCISE THE FIRST RENEWAL OPTION; MODIFY THE SCOPE OF THE AGREEMENT; AND PROVIDE AUTHORITY FOR THE CITY MANAGER TO EXECUTE
FUTURE RENEWAL OPTIONS
RECOMMENDATION:
Authorize the City Manager to execute a contract amendment with Andre Landscape, Inc., dba Benchmark Landscape Services, in the amount of $892,200, exercise the first renewal option; modify the scope of the agreement; and provide authority to the City Manager to execute future renewal options.
BACKGROUND:
The City is responsible for all landscape maintenance and litter abatement of parks, medians, parkways, and miscellaneous sites owned by the City. The goal of the landscape maintenance program is to provide a clean and safe environment, create an aesthetically pleasing landscape throughout the City, and maintain the image of Coronado commensurate with a world-class resort destination.
On February 16, 2021, the City Council authorized award of a comprehensive landscape maintenance and refuse services contract to Benchmark Landscape Services, Inc., for a base term of three-years, with two, one-year renewal options and an annual contract sum of $844,200. The award of contract was made following a formal Request for Proposals (RFP) solicitation in accordance with Coronado Municipal Code 8.04, seeking proposals from qualified firms able to perform comprehensive landscape maintenance and refuse management services at various locations throughout the City. The contract was awarded to Benchmark based upon staff recommendation as they were the highest ranking responsive and responsible proposer best able to meet the City’s requirements.
In March of 2024, Benchmark Landscape Services, Inc., merged with Andre Landscape Services, Inc., and submitted a request for reassignment of the contract under their new business name.
The City Attorney‘s office has reviewed the request and determined it to be acceptable to the City.
ANALYSIS:
The initial three-year term of the landscape agreement has concluded and staff recommends a contract amendment be authorized to exercise the first renewal option year, to adjust the contract to include procurement compliance verbiage specific to Senate Bill 1383 Short-Lived Climate Pollutant Reduction Strategy (SB 1383) and to add five new service areas to the contractor’s scope of work for general landscaping.
SB 1383 requires the City to annually procure a specified amount of recovered waste products, including mulch and compost, and to ensure contractors working for the City conform to the requirements to the extent feasible. By doing so, the City is able to count any recovered materials used by contractors toward its established procurement goal.
The five additional locations noted here are recommended to be added to the contract’s scope of work:
Task Item Location Monthly Cost
31 First and Alameda Storage Yard $800
32 Fourth and Alameda Storage Yard $800
33 Rotary Plaza and Isabella Avenue Medians $800
34 Alameda and Palm Avenue $800
35 Cays Parking Lot Grand Caribe Way $800
Additional Cost for Locations: $4,000
These locations were excluded from the original agreement because they have historically been maintained by temporary seasonal staff. Since the pandemic, the labor force available for temporary seasonal staffing has decreased significantly and the Parks division has struggled to maintain pre-COVID staffing levels. Thus, it is recommended this work be assigned to Benchmark.
FISCAL IMPACT:
The total anticipated cost for the landscaping and refuse management service agreement is currently $844,200. If the additional locations are approved, the total annual contract sum will increase to $892,200. Sufficient resources are programmed for the first portion of the FY 2024- 25 Parks Budget account 100313-8030.
ALTERNATIVE:
The City Council may choose not to award the extension, or to award the renewal but deny the request for adding the five new locations to the agreement’s scope of work.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Not Applicable.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Contract Amendment
Submitted By: Public Services and Engineering Department / Denise Johnson