CITY OF MENIFEE
SUBJECT: Agreement with Adame Landscape, Inc. for Routine Park, Right of Way, and Facility Landscape Maintenance and Park Restroom Janitorial Services
MEETING DATE: June 5, 2024
TO: Mayor and City Council
PREPARED BY: Nancy Rodriguez, Management Analyst
REVIEWED BY: Jonathan Nicks, Deputy City Manager
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute a Professional Services Agreement with Adame Landscape, Inc. for routine park, right-of-way, and facility landscape maintenance and park restroom janitorial services for an initial three-year term in a total not-to-exceed amount of $3,750,287 through June 30, 2027; and
2. Authorize the City Manager or designee to execute two optional, one-year extensions in an amount not-to-exceed $1,315,587 for year four and $1,381,366 for year five; and
3. Authorize the City Manager to execute additional amendments as needed to include services for future maintenance areas currently under construction, at the City’s discretion and contingent on availability of the corresponding budget.
DISCUSSION
The City of Menifee’s Community Services Department oversees the landscape maintenance of the City’s public parks, right-of-way (ROW), and facilities. The park system contains an estimated 116.36 acres of existing developed open space spread over 22 parks containing 17 restrooms, 4 baseball fields, 11 multipurpose fields, 10 pickleball and tennis courts, 13 basketball courts, a skate park, and a pump track. In addition, CSD is responsible for maintenance of approximately 5,903,980 square feet of public right-of way landscape as well as the landscape maintenance of 7 City facilities.
City of Menifee Staff Report
Adame Landscape, Inc. Agreement
June 5, 2024
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On February 9, 2024, staff issued Request for Proposal (RFP) No. 2024-12 for landscape maintenance services for City parks, ROWs, and facilities and janitorial services for park restrooms. The services include comprehensive landscape and parkway maintenance of all existing sites: mow/blow/edge, trash, janitorial, weed abatement and extra work as needed, including graffiti and pest abatement, and emergency irrigation repair that may not be covered by in-house staff. By design, “extra work” is not a part of the base bid. However, rates for extra work have been provided should City elect to use the selected vendor instead of in-house staff for certain tasks as needed.
The City received six proposals from the firms outlined in Table 1 below. A committee consisting of City staff evaluated the proposals. The firms were evaluated based on the criteria set forth in RFP 2014-12 which included the experience/qualification of the firm and key personnel, work plan methodology/project approach, cost proposal, reference review, and quality of responsiveness of the proposal.
Following the evaluation process, interviews with the top three firms, and reference checks, City staff determined that Adame Landscape, Inc. (Adame) was most qualified to conduct the requested services. Adame has extensive experience providing landscape services to other municipalities as well as the City of Menifee.
All the tabulated results from the evaluations of the six firms are listed in Table 1 below:
TABLE 1 – RFP EVALUATION SUMMARY
Firm Name Evaluation Score Interview Score Cost Proposal Adame Landscape, Inc. 87.67 79.00 $1,233,737.42
Mariposa Landscapes 83.67 76.00 $1,776,089.16
RP Landscape Irrigation 82.33 69.33 $1,557,901.77
Brightview 81.33 - $1,974,967.94
Inland Empire Landscape 81.33 - $1,779,077.94
Nieves Landscape 71.67 - $2,241,262.39
The Parks, Recreation and Trails Commission reviewed the scope of services and bid summaries during their regular meeting on May 2, 2024, and approved a recommendation for City Council to award the Professional Services Agreement to Adame Landscape, Inc.
Staff proposes an initial three-year term from July 1, 2024 to June 30, 2027 with two additional single year renewals at the City Manager’s discretion. The proposed contract includes a not-to- exceed amount of $3,750,287 for the first three years including a total of $1,244,408 for Fiscal Year 2024/2025. This amount covers only existing and anticipated improvements requiring maintenance services as well as emergency as needed services. Following the conclusion of the evaluation, it was determined that multiple high traffic locations in the City’s main thoroughfare would be better served with weekly maintenance. The proposed weekly service increased the initial bid proposal’s annual cost by $10,671. In addition to the other areas already proposed to receive weekly services, the following locations are recommended to be included for weekly maintenance: Haun Road ROW Landscape, Newport and Haun Road Street Median, Newport CVS ROW, Newport Road ROW (Bradley and Town Center), and Santa Rosa Academy.
City of Menifee Staff Report
Adame Landscape, Inc. Agreement
June 5, 2024
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The $1,244,408 can be summarized into four principal maintenance services to be provided.
1. Park Maintenance Services
2. Park Restroom (Janitorial) Maintenance Services
3. ROW Landscape Maintenance Services
4. Planter Area & Turf Maintenance Services (Facilities) Funding for the landscaping maintenance services involves various sources within the City operating budget, including but not limited to:
•General Fund
•Lighting and Landscaping Maintenance Districts
•Community Services Areas (CSA) 33 and 145
•Community Facilities Districts (CFD) 2012-1, 2012-2, 2014-1, 2014-2, 2015-2, and 2017- 1 (Various Annexations/Zones)
A breakdown of the four principal maintenance service categories with the corresponding funding source is attached to the agreement as Exhibit B.
Amendments to the Agreement may be required to include additional landscape services for new areas that are still under development. Staff is requesting City Manager authorization to amend the agreement as these new areas are completed, contingent on budget and city discretion. At that time, staff would evaluate quotes received to ensure the current agreement remains the most cost-effective option. As additional improvements are accepted by the City, contract amendment(s) would be processed to capture additional landscape maintenance services needed, based on the comprehensive price proposal submitted by Adame.
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The fiscal impact of the proposed agreement with Adame totals a not-to-exceed amount of $6,447,239 over five years as listed in Table 2 below.
TABLE 2 – AGREEMENT BREAKDOWN BY YEAR
Year Amount
FY 2024/2025 – Year 1 $1,244,408
FY 2025/2026 – Year 2 $1,252,939
FY 2026/2027 – Year 3 $1,252,939
FY 2027/2028 – Year 4 $1,315,587
FY 2028/2029 – Year 5 $1,381,366
Total $6,447,239
Funding in the amount of $1,244,408 for year one is available within the Fiscal Year 2024/2025 budget within the CSA 145, CSA 33, CFD 2012-1, CFD 2012-2, CFD 2014-1, CFD 2014-2, CFD 2015-2, CFD 2017-1, and General Fund accounts, as detailed in Table 3 on the following pages.
City of Menifee Staff Report
Adame Landscape, Inc. Agreement
June 5, 2024
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1 0
Funding for the remaining $5,202,831 in years two through five would be budgeted as part of their respective year’s budget.
TABLE 3 – FISCAL YEAR 2024/2025 FUNDING AVAILABILITY
Fund Account No. Contract Amt.
General Fund 100-4663-52607 $67,136.83
General Fund 100-4663-52608 $10,427.00
General Fund – ISF 116-4221-52801 $451.09
General Fund – ISF 116-4445-52050 $8,346.93
General Fund – ISF 116-4550-52801 $734.29
General Fund – ISF 116-4660-52801 $851.87
LLMD 89-1C, Zone 3 370-4557-52607 $87,588.15
LLMD 89-1C, Zone 27 372-4557-52607 $824.37
LLMD 89-1C, Zone 37 373-4557-52607 $4,342.45
LLMD 89-1C, Zone 38 374-4557-52607 $10,487.19
LLMD 89-1C, Zone 47 376-4557-52607 $459.80
LLMD 89-1C, Zone 69 380-4557-52607 $7,576.78
LLMD 89-1C, Zone 77 382-4557-52607 $4,867.47
LLMD 89-1C, Zone 81 383-4557-52607 $5,824.58
LLMD 89-1C, Zone 133 391-4557-52607 $17,161.67
LLMD 89-1C, Zone 167 393-4557-52607 $484.00
CSA 145 480-4554-52607 $4,840.00
CSA 145 480-4554-52608 $130,511.01
CFD 2012-1, Audie Murphy Ranch 490-4558-52607 $196,904.14 CFD 2012-1, Audie Murphy Ranch 490-4558-52608 $129,660.68 CFD 2012-2, Hidden Hills 491-4558-52607 $28,130.87
CFD 2012-2, Hidden Hills 491-4558-52608 $27,124.22
CFD 2014-1, Town Center 492-4558-52607 $4,236.45
CFD 2014-2: Commerce Point 493-4558-52607 $4,591.73
CFD 2107-1, Zone 1 494-4558-52607 $12,801.68
CFD 2015-2, Citywide Parks 622-4558-52608 $48,650.58
CFD 2015-2, Zone 1 630-4558-52607 $54,521.44
CFD 2015-2, Zone 1 630-4558-52608 $44,249.43
CFD 2015-2, Zone 3 632-4558-52607 $775.17
CFD 2015-2, Zone 4 633-4558-52607 $81.31
CFD 2015-2, Zone 7 636-4557-52607 $10,760.89
CFD 2015-2, Zone 7 636-4558-52608 $26,318.67
CFD 2015-2, Zone 8 637-4558-52607 $1,278.90
CFD 2015-2, Zone 9 638-4558-52607 $1,144.66
CFD 2015-2, Zone 10 639-4558-52607 $96.20
CFD 2015-2, Zone 14 643-4558-52607 $133.10
CFD 2015-2, Zone 15 644-4558-52607 $282.29
CFD 2015-2, Zone 17 646-4558-52607 $1,076.90
CFD 2015-2, Zone 19 648-4558-52607 $556.00
CFD 2015-2, Zone 20 649-4558-52607 $22,081.60
City of Menifee Staff Report
Adame Landscape, Inc. Agreement
June 5, 2024
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CFD 2015-2, Zone 20 649-4558-52608 $37,757.37
CFD 2015-2, Zone 21 651-4558-52607 $2,398.58
CFD 2015-2, Zone 23 653-4558-52607 $266.20
CFD 2015-2, Zone 28 658-4558-52607 $3,838.36
CFD 2015-2, Zone 29 659-4558-52607 $24,842.14
CFD 2015-2, Zone 29 659-4558-52608 $31,875.54
CFD 2015-2, Zone 33 663-4558-52607 $890.56
CFD 2015-2, Zone 34 664-4558-52607 $1,331.00
CFD 2015-2, Zone 35 665-4558-52607 $3,218.60
CFD 2017-1, Zone 2 672-4558-52607 $2,376.97
CFD 2017-1, Zone 4 674-4558-52607 $33,595.68
CFD 2017-1, Zone 4 674-4558-52607 $40,534.49
CFD 2017-1, Zone 5 675-4558-52607 $7,027.39
CFD 2017-1, Zone 6 676-4558-52607 $12,177.73
CFD 2017-1, Zone 8 678-4558-52607 $16,682.52
CFD 2017-1, Zone 8 678-4558-52608 $27,367.66
CFD 2017-1, Zone 9 679-4558-52607 $4,854.64
As Needed Emergency Services Various $15,000.00
TOTAL: $1,244,408
ATTACHMENTS
1. Agreement - Adame Landscape, Inc.