City of Gonzales
PUBLIC WORKS / CITY ENGINEER DEPARTMENT
STAFF REPORT
TO: Honorable Mayor Rios and City Council
DATE: September 18, 2023
FROM: Patrick Dobbins, Public Works Director/City Engineer THROUGH: Carmen Gil, City Manager
SUBJECT: Resolution 2023-59 Award Landscape Maintenance Contract to Smith & Enright
RECOMMENDATION
It is recommended that the City Council Adopt Resolution No. 2023-59, A Resolution of the City Council of the City of Gonzales Awarding a Landscape Maintenance Contract to Smith & Enright Landscaping, Rejecting the Other Submitted Proposals, and Authorizing and Directing the City Manager to Execute a Service Contract with Smith & Enright Landscaping for an initial three year period with an annual authorization of $82,719 and an annual contingency budget of $20,000 for unanticipated field repairs.
BACKGROUND
In 2015, the City decided to engage a contractor for landscape maintenance services to supplement Public Works staff’s efforts. In February 2016, staff issued a bid document for landscape maintenance within the four assessment districts, at the Community Pool (when in use) and select roadway areas (North Alta Entrance). Five bids were submitted and opened on March 15, 2016 and the contract was awarded to the low bidder, Smith & Enright at the March 21, 2016 Council meeting.
Smith & Enright has done a very good job on this contract over the last seven years. It’s “best practice” with an on-going contract to periodically issue a Request for Proposal for the following reasons:
• Dissatisfaction with the current provider (not the case here) • Current provider may get complacent over time and lower their level of service. • Allow new contractors in the area to submit a proposal as part of a formal Request for Proposal. • Substantial industry shifts (ie, increased use of electric powered maintenance equipment) AGENDA
ITEM
14 REVIEW & ANALYSIS
Over the last six months, staff compiled a Request for Proposal for Landscape Maintenance Service including a bid schedule, exhibits and technical specifications. The Request for Proposal was issued on July 21, 2023 and sent to the Central Coast Builders Exchange in Salinas, the Santa Clara/San Benito County Builders Exchange, the Bay Area Builders Exchange, and San Luis Obispo County Builders Exchange for review by local contractors. A Notice Inviting Proposals was also published in the Monterey Coast Weekly on July 27.
A non-mandatory pre-proposal meeting for this contract was held on August 4, 2023. At the pre-bid meeting, the staff provided an overview of the contract and expected services, schedule for the bid/award phase and bidders had an opportunity to ask questions. On August 17, 2023, the following bids were received and opened:
BIDDER TOTAL
1 Smith & Enright, Salinas (low bidder) $82,719
2 Barrera Landscaping, Gonzales $155,210
3 Radiant Landscaping, Salinas $184,432
Staff reviewed the proposals and determined that the lowest responsive and responsible proposal was submitted by Smith & Enright. Therefore, staff is recommending the City Council award the service contract to Smith & Enright and that the City Council reject the other submitted proposals.
How Recommendation Supports the Vision
Gonzales will continue to be a safe, clean, family-friendly community, diverse in its heritage, and committed to working collaboratively to preserve and retain its small town charm.
Explain: The Landscape Maintenance Service Contract supports our vision by of clean, well maintained community parks, play areas, retention ponds and open spaces.
Explain how the Recommendation Directly Implements the Mission The City Council and Staff of the City of Gonzales will realize our Vision by providing the leadership, commitment and resources necessary to provide excellent services that enhance the quality of life of our diverse community. X Yes ____ No____ N/A
Explain: Maintaining and improving the landscaped areas, retention ponds, and city parks enhances the community’s quality of life by providing for regular maintenance of the parks, retention ponds and other and open spaces.
City services will be delivered in a cost-effective, respectful and friendly manner to insure the safety and well being of the residents and the promotion of business, recreational, housing and employment opportunities in an environmentally sustainable manner. X Yes ____ No ____ N/A Explain: See Vision explanation above.
Strong fiscal policies allow us to provide appropriate infrastructure for:
• Public Safety X Yes No N/A
• Housing X Yes No N/A
• Recreation X Yes No N/A
• Environment X Yes No N/A
• Education X Yes No N/A
Explain: See Vision above.
ALTERNATIVES
a. Not award the contract and use City field personnel for all landscape maintenance
b. Direct staff to re-bid the contract.
c. Amend or modify staff recommendation.
BUDGET IMPACT
Work performed under this contract within Assessment Districts will be funded by the specific Assessment District. Work performed in street medians will be funded by City Street Funds and any work in City parks will be funded by City General Funds
CONCLUSIONS
It is recommended that the City Council Adopt Resolution No. 2023-59, A Resolution of the City Council of the City of Gonzales Awarding a Landscape Maintenance Contract to Smith & Enright Landscaping, Rejecting the Other Submitted Proposals, and Authorizing and Directing the City Manager to Execute a Service Contract with Smith & Enright Landscaping for an initial three year period with an annual authorization of $82,719 and an annual contingency budget of $20,000 for unanticipated field repairs.
Attachments:
1. Public Notice
2. Resolution No. 2023-59
3. Agreement