DATE:
July 5, 2022
TO:
Christine Daniel, City Manager
FROM:
Mohamed Alaoui, Public Works Director
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into A Maintenance Contract With Rubicon Landscape Corporation In An Amount Not To Exceed $219,491.66 For City-Wide Landscape Maintenance For Fiscal Year 2022/23, Increase Appropriations In The Amount Of $32,849 From The General Fund, And Delegate Authority To The City Manager To Renew The Contract For Fiscal Years 2023/24, 2024/25, 2025/26, And 2026/27 But Limit The Contract Amount Increase To The Bay Area Consumer Price Index Or 5%, Whichever Is Lower
RECOMMENDATION
Staff recommends that the City Council adopt the above-entitled resolution.
BACKGROUND
The City contracts for the maintenance and landscaping of City facilities, various parks, median islands, and greenways throughout the City. The specifications for maintenance require the use of Bay Friendly practices and that the landscape contractor has Bay-Friendly Qualified Landscape Professionals on staff and assigned to the City of Emeryville contract. The landscape areas included for maintenance under the contract are those shown in Exhibit “A” of the attached Landscape Maintenance Contract. All other City owned landscape areas are maintained by City Public Works crews.
Many of the City’s landscaped areas are in need of work beyond routine monthly maintenance. These tasks include re-planting, re-seeding, heavy pruning and other improvements that will bring them back to expected standards. Some of these areas are along the Greenway, Park Avenue, Early Childhood Development Center, Doyle Street Streetscapes, and the traffic circles and green infrastructure in the Triangle Neighborhood.
The City periodically issues a Request for Proposals (RFP) for Landscaping Maintenance Services, the last one issued in May 2017, which granted the City Manager the authority to enter into an annually renewable contract through FY 2021/22.
A new RFP was issued on May 2, 2022. The City received two proposals, of which the Rubicon Landscape Corporation proposal was determined to be the most responsive.
DISCUSSION
The proposed total contract amount for FY 2022-23 is $219,491.66, which is divided into two areas:
Routine Landscaping Services: $194,491.66. This amount includes the total annual price for routine maintenance of the areas listed in Exhibit “A” of the Maintenance Contract. Of this amount, $5,810.76 is for maintenance of Caltrans Right of Way at Powell Street and is subject to reimbursement by Caltrans.
An amount of $25,000 is intended to cover unanticipated replacement planting, irrigation system and vandalism repair. Extra costs associated with the Caltrans Right of Way at Powell Street is subject to reimbursement by Caltrans.
Costs were higher than the original budget for the 22/23 fiscal year due to inflation in consumer prices at the time of bidding. Despite that, the Rubicon proposal is the lower of the two proposals received.
In addition, staff requests that the City Manager be delegated authority to renew the contract on an annual basis for FY 23/24, 24/25, 25/26, and 26/27 with any contract amount increase limited to a cost-of-living adjustment based on the Bay Area Consumer Price Index or up to a maximum of 5% per year, whichever is lower.
FISCAL IMPACT
The total contract amount for fiscal year 2022/23 is $219,491.66, this amount exceeds the budgeted expenditures by $32,849 in the adopted FY 2022/23 operating budget as follows:
Dept Code
Fund
Amount
1900
101-77020
$ 12,018
2100
101-77020
2,244
3000
101-77020
4,333
5200
SR 230
3,175
4060
101-77020
164,800
Total Budgeted
186,571
Contract
219,491.66
Additional Appropriation Requested
$32,849
As a result, staff recommends that the City Council appropriate an additional $32,849 from the General Fund – Fund Balance to fully fund this contract.
STAFF COMMUNICATION WITH THE PUBLIC
No staff communication with the public in this matter.
PREPARED BY: Daniel Gonzales, Manager Public Works Facilities Maintenance Operations Approved and Forwarded to the
City Council of the City of Emeryville:
Christine Daniel, City Manager
Attachments
Draft Resolution
Exhibit A – Rubicon Landscape Maintenance Contract FY 22-23 Scope of Work Exhibit B – Contract Insurance Requirements
Exhibit C – Other Requirements
Landscape Maintenance Contract
City Council Meeting | July 5, 2022
City of Emeryville
CALIFORNIA
MEMORANDUM