Agenda #: 5.7
Meeting Date: May 20, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: MAINTENANCE SERVICES AGREEMENT WITH NOVA LANDSCAPE
GROUP FOR LANDSCAPE MAINTENANCE SERVICES AT CITY
PARKS THROUGH JUNE 30, 2028.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Determine that it is in the best interest of the City, for the City Council to waive the bidding requirements per Section 3.24.090 (g) of the Purchasing Ordinance; and B. Approve and authorize the City Manager to sign the Maintenance Services Agreement with Nova Landscape Group Inc.
FINANCIAL IMPACT:
The total not-to-exceed amount of the Agreement for FY 25/26 would be $450,000.
Sufficient funds are included in the FY 25/26 proposed operating budget to cover the cost of such services. As years 2 and 3 have an annual CPI escalator of 3.5% built in, the total not-to-exceed amount for FY 26/27 & FY 27/28 will be as follows:
• FY 26/27 total not-to-exceed amount $464,750
• FY 27/28 total not-to-exceed amount $480,200
In addition, the City will have the option to extend the agreement for up to two (2) additional years, with an increase of no more than the March-to-March Consumer Price Index (CPI) per fiscal year.
BACKGROUND:
On June 30, 2025 the current landscape maintenance agreement for City trails and parks with Parkwood Landscape will expire. The following is a list of locations that are being serviced under this agreement:
• Diamond Canyon Park
• Paul C. Grow Park
• Heritage Park/Community Center
• Maple Hill Park
• Pantera Park/Trail/Park Activity Room
• Peterson Park/Trail
• Ronald Reagan Park
• Starshine Park
• Summitridge Park/Trail/Diamond Bar Center
• Sycamore Canyon Park/Trail
• Washington Park
• Larkstone Park
• Lorbeer Middle School Athletic Field
City staff began the process of negotiating a possible extension for FY25/26 with Parkwood Landscape, after the CPI for the index month (March-to-March) was released, per the terms of the original agreement. As the negotiations progressed, it was realized that the parties were too far apart, as the operating cost for the contractor had increased substantially more than the CPI of 3.1% would provide, and that it would be in the best interest of the City to explore other options.
With the very limited time before the current maintenance agreement was set to expire, it was determined that an appropriate amount of time did not exist in order to do a full request for proposal (RFP) process and receive responsive proposals. Per Section
3.24.090 (g) of the Purchasing Ordinance, the bidding requirements may be waived upon authorization of the City Council.
Staff began negotiations with two current maintenance contractors and one former contractor, on the basis of the current monthly/annual cost plus a CPI of 3.1% and the existing scope of work. Through this process, one of the contractors informed the City that, based on the scope of work and service level, their cost proposal would be too far apart from the current contract amount with Parkwood. The other two contractors, Nova Landscape Group and Staygreen Inc., submitted formal proposals for further staff’s evaluation.
ANALYSIS:
The proposal submitted by Nova Landscape Group was determined to be the most responsive. Nova’s proposal is based off of a 3-year contract with an increase of 3.5% on top of the current monthly/annual compensation for Year 1. Years 2 and 3 will have an annual increase of 3.5%, with an option to extend for up to two more years, with a negotiated increase of no more than the CPI for the index month. Staff is confident that through the negotiation process, Nova has a full and complete understanding of the requirements and expectations of this maintenance services contract.
Below is a comparison of the two (2) proposals received with the current contract rates.
Current Contract Nova (Proposed) Staygreen
Monthly Cost $35,370 $35,405 $45,195
Annual Cost $424,440 $424,860 $542,340
The recommended total not-to-exceed amount of the Agreement also includes $25,000 in as-needed work, which is consistent with the current agreement.
The following is a full cost breakdown of Years 1 to 3:
Cost Breakdown Year 1 Year 2 Year 3
Diamond Bar Center & Summitridge
Park
$74,882.91 $77,503.81 $80,216.45
Heritage Park & Community $94,417.59 $97,722.20 $101,142.48 Pantera Park, Trail, Dog Park $21,156.23 $21,896.70 $22,663.08 Diamond Canyon Park $24,424.68 $25,279.54 $26,164.32
Paul G. Grow Park $13,010.32 $13,465.68 $13,936.98
Maple Hill Park $39,069.35 $40,436.77 $41,852.06
Peterson Park, Skate Park & Trail $29,302.01 $30,327.58 $31,389.04 Ronald Reagan Park $6,511.56 $6,739.46 $6,975.34
Starshine Park $4,877.33 $5,048.04 $5,224.72
Sycamore Canyon Park & Trail $56,982.46 $58,976.85 $61,041.04 Washington Park $16,278.89 $16,848.66 $17,438.36
Larkstone Park $34,179.34 $35,375.62 $36,613.77
Lorbeer Middle School Athletic Field $9,767.34 $10,109.19 $10,463.01 As-needed Services $25,000.00 $25,000.00 $25,000.00
Subtotal $449,860.0
1 $464,730.1
1 $480,120.66
Annual Not to Exceed $450,000 $464,750 $480,200
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.7.a Maintenance Services Agreement - NOVA Landscape Maintenance