DATE: September 2, 2025
TO: Mayor and City Council
FROM: Director of Maintenance Services
SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute Maintenance Contracts for Eden Shores Storm Water Facilities and Water Buffer Maintenance District 2 with Los Loza Landscaping, Inc. for Pond Maintenance in a Not -to-Exceed Amount of $300,000 Over Five Years and with Pacheco Landscape Management , Inc. f or Landscape Maintenance in a Not-to-Exceed Amount of $200,000 Over Five Years
RECOMMENDATION
That the City Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute a maintenance contract for Eden Shores Storm Water Facilities and Water Buffer Maintenance District 2 (MD 2) with Los Loza Landscaping, Inc. (Los Loza) for pond maintenance in a not-to-exceed amount of $300,000 over five years and a resolution (Attachment III) authorizing the City Manager to negotiate and execute a maintenance MD 2 with Pacheco Landscape Management, Inc. (Pacheco) for landscape maintenance in a not-to-exceed amount of $200,000 over five years.
SUMMARY
Maintenance Services’ Landscape Division maintains eighteen (18) Lighting and Landscape Assessment Districts (LLAD) and two (2) Maintenance Districts (MD). On May 20, 2025, request for quotes (RFQs) were released to seek an experienced and qualified contractor to provide pond and landscape maintenance within MD 2. Due to the specialized nature of these maintenance activities, separate RFQ’s for pond and landscap e maintenance respectively. Staff received and evaluated a total of seven (7) bids (3 for pond and 4 for landscape). For pond maintenance, Los Loza submitted the lowest bid, with $ 50,400 annually. For landscape maintenance, Pacheco submitted the second-lowest bid with $31,080 annually. Staff recommends awarding a pond maintenance contract to Los Loza in a not-to-exceed amount of $ 300,000 over five years and a landscape maintenance contract to Pacheco in a not-to-exceed amount of $200,000 over five years. The agreement terms will be effective from July 1, 2025 – June 30, 2028 , with an option to extend for two one-year extensions through June 2030. The agreements are also subject to an annual CPI increase.
BACKGROUND AND DISCUSSION
On May 20, 2025, staff released RFQ 25-049 that detailed quarterly maintenance required for the buffer zone/pond. On June 19, 2025, staff received three (3) bids, summarized below.
Vendor Monthly Bid Yearly Bid
LOS LOZA, INC. $ 4,200 $ 50,400
WATERWORKS, INC. $ 4,877 $ 58,524
MCNABB CONSTRUCTION,
INC.
$ 8,493 $ 101,916
Staff recommends awarding the contract to Los Loza. Los Loza is a Hayward landscaping company with the level of service required to maintain Bay Friendly certification. Likewise, Los Loza has been previously awarded other city contracts and has demonstrated superb ability to provide adequate maintenance, quick response times in case of emergencies, and excellent customer service. The bid results and expected yearly cost, inclusive of 3% annual CPI increase, for Los Loza are outlined below.
Cost Type FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 Total Contractual
Services
$ 50,400 $ 51,912 $ 53,469 $ 55,073 $ 56,726 $ 267,580
Contingency $ 6,484 $ 6,484 $ 6,484 $ 6,484 $ 6,484 $ 32,420 Total $ 56,884 $ 58,396 $ 59,953 $ 61,557 $ 63,210 $ 300,000
Similarly, on May 20, 2025, staff released RFQ 25 -046 that detailed biweekly, quarterly, and annually maintenance required for landscaping around the buffer zone/pond. Maintenance includes weed control, debris/trash removal, tree and shrub trimming, and irrigation duties. On June 19, 2025, staff received four (4) bids, summarized below.
Vendor Monthly Bid Yearly Bid
NEW IMAGE LANDSCAPE
COMPANY
$ 2,400 $ 28,800
PACHECO LANDSCAPE
MANAGEMENT, INC
$ 2,590 $ 31,080
BAYSCAPE MANAGEMENT,
INC
$ 2,995 $ 35,940
LOS LOZA, INC $ 4,200 $ 50,400
While New Image Landscape Company was the lowest bidder, staff recommends awarding the contract to Pacheco based on positive performance on other landscape contracts. Pacheco has been a reliable vendor to provide adequate maintenance for other city projects. The bid results and expected yearly cost, inclusive of 3% annual CPI increase, for Pacheco are outlined in
the below.
Cost Type FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 Total Contractual
Services
$ 31,080 $ 32, 012 $ 32,973 $ 33,962 $ 34,981 $ 165,008 Contingency $ 6,998 $ 6,998 $ 6,998 $ 6,998 $ 7,000 $ 34,992 Total $ 38,078 $ 39,010 $ 39,971 $ 40,960 $ 41,981 $ 200,000
FISCAL AND ECONOMIC IMPACT
MD 2 collects tax assessments levied on the parcels within the community. MD 2 (Fund 271) has sufficient funds for this agreement. This item has no impact on the General Fund.
This item has no direct economic impact.
STRATEGIC ROADMAP AND SUSTAINABILITY FEATURES
This item is a routine operational item and does not directly support Council’s Strategic Priorities or has significant sustainability features.
NEXT STEPS
If Council approves the attached resolution, the City Manager will execute the agreement with Los Loza, Inc. for a total not -to-exceed amount of $300,000 over five years and with Pacheco Landscape Management for a total not -to-exceed amount of $200,000 over five years for services at MD 2. Both agreements will have a termination date through FY2030.
Prepared by: Manny Grewal, Management Analyst
Recommended by: Todd Rullman, Director of Maintenance Services
Approved by:
Jayanti Addleman, Interim City Manager