Fremont City Council Meeting: 01/09/24 07:00 PM
3300 Capitol Avenue Div/Dept: Community Services
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5064) DOC ID: 5064 B
Updated: 1/4/2024 9:44 AM by Susan Gauthier B Page 1
FACILITIES MAINTENANCE AGREEMENT FOR LIGHTING, LANDSCAPE AND MAINTENANCE SERVICES FOR DISTRICT 88 - Authorize the City Manager or her Designee to Execute the Facilities Maintenance Agreement with New Image Landscape Company
Contact Persons:
Name: Andrew Freeman Kim Beranek
Title: Business Manager Deputy Director
Div/Dept: Community Services Community Services
Phone: 510-494-4757 510-494-4330
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to authorize the award and execution of a facilities maintenance agreement for the lighting, landscape, and maintenance services for District 88.
BACKGROUND: The City Council formed Fremont Landscape Assessment District 88 in December 1988. This is a citywide district allowing for the creation of small landscape maintenance zones for the maintenance of “gateway” landscape improvements along public right-of-ways in subdivisions for which no homeowners association was required to be formed when the subdivision was established.
The City has contracted out the landscape maintenance services of District 88, which consists of over 1,500 parcels. Landscape services include turf maintenance, mowing and trimming, hardscape, shrub, tree and groundcover maintenance, irrigation maintenance, pest management, plant control, waste disposal and other maintenance services.
Proposals to renew District 88 landscape maintenance services were solicited in January of 2019 through Request for Proposals (RFP 19-012). The City awarded the contract to New Image Landscape Company with a term from July 1, 2019, to June 30, 2024.
DISCUSSION/ANALYSIS: A new Request for Proposals (RFP #24-008) was publicly released on August 18, 2023. The RFP remained opened through November 2, 2023.
The City received two competitive proposals for this service: BrightView Landscape Services and New Image Landscape Company. The proposals were evaluated by 3 raters applying the following factors:
• Qualifications 20 Points
• Feasibility 20 Points
• Responsiveness 20 Points
• Service Agreement 20 Points
• Service Rates 20 Points
Staff is recommending awarding the contract to New Image Landscape Company, for a five-year term through June 30, 2029, with a total not to exceed amount of $906,300.11.
Council Staff Report (ID # 5064) Meeting of January 9, 2024 Updated: 1/4/2024 9:44 AM by Susan Gauthier B Page 2
Compensation adjustments may be considered up to 5% yearly of the Consumer Price Index (CPI) each July 1st after June 30, 2025.
FISCAL IMPACT: All City costs associated with maintaining District 88 are covered by the property owners through the annual assessment process. There is no impact to the General Fund.
ENVIRONMENTAL REVIEW: The project activities to be undertaken are exempt from review under the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15301, Existing Facilities as the project is to maintain existing facilities and does not expand existing uses. The project will not involve any changes to the existing facilities and will not result in any new or increased environmental impacts. Prior to commencement of ground disturbing activities, the requirements of Fremont Municipal Code Section 18.218.050(b)(1) (Standard Development Requirements for Burrowing Owls) will be met.
ATTACHMENTS: None.
RECOMMENDATION: Award a facilities maintenance agreement for a term ending June 30, 2029, and authorize the City Manager or her designee to execute the agreement with New Image Landscape Company, with a total not to exceed amount of $906,300.11.