Fremont City Council Meeting: 07/15/25 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance Operations
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5489) DOC ID: 5489
Updated: 7/11/2025 8:34 AM by Dina Lewis Page 1
LANDSCAPE MAINTENANCE SERVICES FOR VARIOUS CITY OWNED SITES - Approval of a Seven-Year Service Agreement with Gachina Landscape Management Inc., for Landscape Maintenance Services for Several City-Owned Sites
Contact Persons:
Name: Juan Barajas Kelly King
Title: Parks Superintendent Maintenance Operations Director Div/Dept: Maintenance Operations Maintenance Operations Phone: 510-979-5780 510-979-5753
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate professional landscape maintenance services at several City of Fremont owned sites.
BACKGROUND: The City of Fremont (“City”) has contracted landscape maintenance services for several City-owned sites, including the Downtown Event Center, Age Well Center at South Fremont, Bart Plaza, Innovation Way Plazas, Fremont Main Library and Police Department Administration building. The work consists of routine landscape maintenance services including mowing, edging, shrub and tree pruning, groundcover trimming, irrigation inspections, repairs and controller programing, weed control, hardscape and fixture cleaning and other best practice landscape maintenance operations.
DISCUSSION/ANALYSIS: A request for proposals (RFP 25-037) was publicly released April 16, 2025, and remained open through April 30, 2025.
The City received four proposals for this service from Landscape Pros, Brightview Landscaping, Gachina Landscape Management and New Image Landscaping. These proposals were evaluated by a team of City staff applying the following factors:
qualifications, feasibility, billing rates, responsiveness and service agreement terms. Based on the results of the evaluation process, City staff recommend approval of the service agreement with Gachina Landscape Management Inc. to provide the services outlined in the RFP.
The service agreement will cover a seven-year term, from July 1, 2025, through June 30, 2032. The total not-to-exceed amount for Fiscal Year 2025/26 is $223,552 ($183,552 for scheduled maintenance services plus up to $40,000 for annual contingency work). Annual price increases for the scheduled maintenance services amount are included based on the San Francisco-Oakland-Hayward Consumer Price Index for All Urban Consumers (CPI-U), which will be calculated on an average for the period of April to April.
However, the price increase shall not exceed four percent in any year. Price increases are scheduled to occur on July 1 of each contract year. If no increase is indicated in the CPI index, the contractor will not be allowed a price increase.
FISCAL IMPACT: Sufficient funding was appropriated in the FY 2025/26 General Fund adopted operating budget for the Maintenance Operations Department to cover the cost of Council Staff Report (ID # 5489) Meeting of July 15, 2025 Updated: 7/11/2025 8:34 AM by Dina Lewis Page 2
the first year of this Agreement. Subsequent year costs will be included in the proposed operating budgets for those years.
ENVIRONMENTAL REVIEW: This action is not a project as defined by Pub.Res.Code Section 21065 and is categorically exempt under Section 15061(b)(3) of the California Environmental Quality Act (CEQA) in that it is not a project that has potential for causing a significant effect on the environment.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager, or designee, to execute a seven-year service agreement (July 1, 2025, to June 30, 3032) with Gachina Landscape Management Inc. for landscape maintenance services for various City of Fremont owned sites, at an annual cost of $223,552 ($183,552 for scheduled maintenance services plus up to $40,000 for annual contingency work) with annual price increases based on CPI-U but capped at 4 percent per year.