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Agenda Report
January 27,2025
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TO: Honorable Mayor and City Council
FROM: PARKS, RECREATION AND COMMUNITY SERVICES
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO THREE CONTRACTS FOR LANDSCAPE MAINTENANCE SERVICES; A
CONTRACT WITH BRIGHTVIEW LANDSCAPE SERVICES INC. FOR
AREA I FOR PARKS, RECREATION AND COMMUNITY SERVICES IN
THE AMOUNT NOT-TO-EXCEED $2,082,282; A CONTRACT WITH
SANI GROUP, INC. DBA BMC LANDSCAPE MAINTENANCE
MANAGEMENT FOR AREA II FOR THE WATER AND POWER
DEPARTMENT - WATER DIVISION FOR AN AMOUNT NOT-TO-
EXCEED $330,812; AND A CONTRACT WITH GREENTECH
LANDSCAPE MAINTENANCE INC. FOR AREA III FOR THE WATER
AND POWER DEPARTMENT - POWER DIVISION FOR AN AMOUNT
NOT-TO-EXCEED $192,500
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the project is exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section Article 19, Class 1, Section 15301, Existing facilities, Subsection (h) which exempts maintenance of existing landscaping and that there are no features that distinguish the project from others in the exempt class and, therefore, there are no unusual circumstances;
2. Authorize the City Manager to award contract to lowest and best bid dated November 21, 2024 submitted by Brightview Landscape Maintenance Services, Inc. (Brightview) in response to the plans and specifications for Landscape Maintenance, for Parks, Recreation and Community Services and authorize the City Manager to enter into a six-year contract for a grand total amount not-to- exceed $2,082,282 which includes the base contract amount of $1 ,892,982, and a contingency of $189,300 to provide for any necessary change orders;
3. Authorize the City Manager to award contract to lowest and best bid dated November 21, 2024 submitted by Sani Group Inc. DBA BMC Landscape Management (BMC Landscape) in response to the plans and specifications for Landscape Maintenance for the Water and Power Department - Water Division MEETING OF 01/27/2025AGENDA ITEM NO..8
Contract Award for Landscape Maintenance Services
January 27, 2025
and authorize the City Manager to enter into a six-year contract for a grand total amount not-to-exceed $330,812 which includes the base contract amount of $300,738 and a contingency of $30,074 to provide for any necessary change orders; and
4. Authorize the City Manager to award contract to lowest and best bid dated November 21, 2024 submitted by Greentech Landscape Inc. (Greentech) in response to the plans and specifications for Landscape Maintenance for the Water and Power Department - Power Division, and authorize the City Manager to enter into a six-year contract for a grand total amount not-to-exceed $192,500, which includes the base contract amount of $175,000 and a contingency of $17,500 to provide for any necessary change orders.
BACKGROUND:
The City of Pasadena provides landscape maintenance services to ensure clean and well-maintained parks, parkland areas, median islands, government facilities, and other landscape sites. For 30 years, the City has utilized private contractors to provide landscape maintenance services at various City locations, which include libraries, median and traffic islands, water well facilities, water booster plants, water reservoirs, water treatment plants, power substations, power receiving stations, power plant, and other Pasadena Water and Power (PWP) properties.
Parks, Recreation and Community Services (PRCS) and PWP divided the Citywide contract opportunity into three smaller contract service areas to encourage smaller companies to bid on the landscape maintenance locations. The bid specification indicated that the contract for each service area would be awarded to the lowest responsible and responsive bidder, allowing the potential for three individual contracts to be awarded.
Contract Service Locations by Area:
•Landscape Maintenance Area I, Parks, Recreation and Community Services - Sites- 45 median islands, seven library branches, and 19 other landscape sites.
Landscape Maintenance Area II, Water Division Sites -15 groundwater wells, 12 booster stations, 14 reservoirs, and five additional lots.
Landscape Maintenance Area III, Power Division Sites -12 power substations, Glenarm Power Plant, two administrative buildings, parking lot, and yard.
The scope of work under each contract includes litter and debris removal, weed control, turf grass and tree well maintenance, and maintenance of drainage facilities. Landscape Contract Award for Landscape Maintenance Services
January 27,2025
maintenance services include weekly, monthly, and quarterly visits to PRCS and PWP sites.
On October 24, 2024, a Notice Inviting Bids for the Specifications was published on OpenGov. A total of 3,233 vendors received the notice and 34 vendors downloaded the formal bid specifications, none of which were local. Five bids were received by the bid due date of November 21 , 2024, with no bids received from a local firm. Bidders had the opportunity to submit bids on any or all of the three landscape maintenance areas for PRCS and PWP.
The bid results are as follows:
Bidder - Landscape Maintenance Area I LocationAnnual Amount ($)
1. BrightView Landscape Services, Inc.
2. Greentech Landscape Inc.
3. SGD Enterprise
4. Mariposa Landscapes, Inc.
Irwindale, CA
Whittier, CA
Van Nuys, CA
Irwindale, CA
Bidder- Landscape Maintenance Area II Location
$315,497
$318,406
$467,690
$612,951
Annual Amount ($)
1. Sani Group, Inc. DBA BMC Landscape
2. Greentech Landscape Inc
3. SGD Enterprise.
4. BrightView Landscape Services, Inc.
5. Mariposa Landscapes, Inc
Bidder- Landscape Maintenance Area III
Chatsworth, CA
Whitter, CA
Van Nuys, CA
Irwindale, CA
Irwindale, CA
Location
$50,123
$57,800
$66,850
$75,033
$136,059
Annual Amount ($)
1. Greentech Landscape Inc.
2. BrightView Landscape Services, Inc.
3. Sani Group, Inc. DBA BMC Landscape
4. SGD Enterprise
5. Mariposa Landscapes, Inc.
Whitter, CA
Irwindale, CA
Chatsworth, CA
Van Nuys, CA
Irwindale, CA
$28,798
$37,520
$49,977
$51,450
$123,771
As the lowest and best bidders for each Maintenance Area, staff recommends awarding contracts to Brightview for Landscape Area 1, BMC Landscape for Landscape Area II and Greentech for Landscape Area III. Brightview was previously awarded a contract totaling approximately $915,513 to maintain PRCS landscape areas between 2013- 2019. BMC Landscape has provided landscape maintenance services for the Water Division since 2014 and has been awarded two contracts totaling approximately $370,800. Greentech has been the current contractor for PRCS and Power Division since 2019 and was issued a contract totaling approximately $1,578,898.
COUNCIL POLICY CONSIDERATION:
This action is consistent with the City Council's goals to improve, maintain, and enhance public facilities and infrastructure, and to support and promote the quality of life and the local economy.
Contract Award for Landscape Maintenance Services
January 27,2025
ENVIRONMENTAL ANALYSIS:
The project is categorically exempt from CEQA pursuant to State CEQA Guidelines in accordance with Title 14, Chapters, Article 19, Section 15301, Existing Facilities (Class 1). The Class 1 categorical exemption consists of "the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use." Among the examples of the types of projects included in Class 1 is, "Maintenance of existing landscaping, native growth, and water supply reservoirs" (CEQA Guidelines Section 15301, Subsection (h)). The proposed contracts provide for the maintenance of landscaping on various City-owned or operated sites, and there would be no expansion of use. In addition, there are no features that distinguish the project from others in the exempt class and, therefore, there are no unusual circumstances.
Contract Award for Landscape Maintenance Services
January 27,2025
FISCAL IMPACT:
Approval of the recommended action will result in a total contract award of $2,082,282 over six years for Landscape Area I, a total contract award of $330,812 over six years for Landscape Area II, and a total contract award of $192,500 over six years for Landscape Area III. The Departments will utilize existing budgeted appropriations in the Parks, Recreation and Community Services General Fund (101), and existing appropriations budgeted in the Water Operating Fund (402) and Power Operating Fund (401). It is anticipated that $188,215 of the costs will be expended in fiscal year 2025.
Future costs will be budgeted as part of the departments' annual operating budgets.
The impact to the General Fund is $2,082,282.
Fiscal Year I Area I Amount I Area II Amount I Area III AmountTotal 2025$144,603$27,569$16,043$188,215
2026$347,047$55,135$32,083$434,265
2027$347,047$55.135$32,083$434,265
2028$347,047$55,135$32,083$434,265
2029$347,047$55,135$32,083$434,265
2030$347,047$55,135$32,083$434,265
2031$202,444$27,568$16,042$246,054
Total$2,082,282$330,812$192,500 | $2,605,594
Respectfully submitted,
yfl->o^^^iW-
KOKO PANOSSIAN
Director of Parks^.Recreation and
booimQriity Services'
Prepared by:
''T^^.<?JLc(^U£_
TsegeTSelassie
Management Analyst IV
Concurred by:
D^VID M. REYES
Interim General Manager
Approved by:
A-.-^S'A-L^
MIGUEtlOlARQUEZ
C'rty Manager