Placentia Cit Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY DIRECTOR OF COMMUNITY SERVICES
DATE: JULY 16, 2024
SUBJECT: AWARD OF CONTRACT TO BRIGHTVIEW LANDSCAPE SERVICES INC. FOR
PARK MAINTENANCE SERVICES
FISCAL
IMPACT:
EXPENSE: $ 381,894.45 ANNUAL CONTRACT AMOUNT (104055-6139) $1,145,683.35 TOTAL AMOUNT FISCAL YEARS 2024-25 to
2026-27
SUMMARY:
SoCal Land Maintenance Inc has been providing maintenance services for all City Parks under their contract since November 2018. Currently the contract term and all available extensions have been reached. This proposed agreement provides for landscape and other maintenance services for the City's park system. The scope of work includes services such as general maintenance, weed control, fertilization, turf grass maintenance, landscape/shrub maintenance, and irrigation system maintenance. The City recently issued a notice inviting bids for these services and bids were received on May 31, 2024, from seven (7) contractors. Brightview Landscape Services Inc. (Brightview Landscape) was deemed the most qualified responsive and responsible bidder. This proposed action will award a three-year agreement with two (2) potential one-year extensions to Brightview Landscape for an annual not -to -exceed amount of $381,894.45 or $1,145,683.35 for a cumulative not -to -exceed three-year contract amount.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve a Professional Services Agreement with Brightview Landscape Services Inc. for Park Maintenance Services in an amount not -to -exceed $381,894.45 per year for an initial three (3) year contract term, with the option to extend for two (2) additional one- year terms; and
2. Approve Resolution No. R-2024-52, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2024-25 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
1.m.
July 16, 2024
City Council Agenda
July 16, 2024
3. Authorize the City Administrator to approve contract change orders up to 10% of the annual contract not -to -exceed the amount of $38,189.44 per contract year for unanticipated expenses; and
4. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
The City currently utilizes So Cal Land Maintenance to provide landscape maintenance services for all City parks. The contract scope of work provides for routine turf grass and landscape maintenance as well as maintaining playgrounds, hardscapes, pest and rodent control, weed control, and irrigation system maintenance. In addition, the contractor, on an annual basis, will provide 20,000 square feet of new sod for sports field repairs as well as fresh mulch for all planter beds at no additional cost to the City. The contractor will also be required to replenish playground sand and wood chips on an as -needed basis. Currently, the contract term and all available extensions are expired. Per the City's purchasing policy, a Request for Proposals (RFP) for the maintenance services was released on April 25, 2024.
On May 31, 2024, the City received seven (7) bids from contractors to provide park maintenance services and a summary of those bid amounts are noted in the table below.
Bidders were asked to provide the City with costs associated with two potential service delivery models. One option includes mowing of all City parks on a weekly basis and the second option includes mowing of City parks on a bi-monthly basis. Bi -monthly mowing is the City's current service model. Based upon review of the bids, Staff recommends approving the weekly mowing service model to provide the best quality service. The recommended service model will include weekly mowing of all City parks and weekly mowing of the City's athletic fields.
Contractor
Brig htview
So Cal Land Maintenance
Nieves Landscape Inc.
Mariposa Landscape
DMS Facility Services
Tropical Plaza Nursery
J. Orozco Enterprises
Bid Amount (Weekly Mowing Service)
$381,894.45
$483,165.00
$506,817.67
$674,127.09
$852,822.60
$908,853.40
$4,041,600.00
Staff reviewed the bids received for mathematical and other errors and it was determined that the most responsive qualified bidder was Brightview Landscape Services Inc. (Brightview Landscape). Per the Request for Proposals (RFP), the City Council maintains the discretion to award the contract to the most qualified responsive bidder. Staff conducted reference checks on
City Council Agenda
July 16, 2024
Brightview Landscape who received favorable reviews from other clients from the City of Lake Forest and the City of Costa Mesa. Based upon their response to the requirements of the RFP, their qualifications, their experience, and reference check, Staff recommends the City Council award an initial three (3) year contract term with two (2) potential one-year extensions to Brightview Landscape for an annual not -to -exceed amount of $381,894.45 with an additional 10% contingency of $38,189.44 per contract year for unforeseen maintenance expenses.
FISCAL IMPACT:
The agreement with Brightview Landscape Inc. is for an annual not -to -exceed amount of $381,894.45. The term of the agreement is three (3) years for a cumulative three-year not -to - exceed contract amount of $1,145,683.35 with the option to extend for two (2) additional one- year terms based upon contractor performance and at the discretion of the City. Funding for Park Maintenance Services has been included in the proposed Fiscal Year 2024-25 Operating Budget in the Community Services Department for a total of $350,000. Should the City Council approve the proposed agreement and Resolution No. R-2024-52, a budget amendment will be made to reflect the additional expenditures of $31,894.45 necessary for the award of the contract in the Fiscal Year 2024-25. Additionally, should the contract be approved, Brightview Landscape will begin providing these services in August 2024.
Prepared by:
Veronica Ortiz
Deputy Director of Community Services
Reviewed and approve
nnif- ampman
ireior of Finance
Reviewed and approved:
DamhienrR: Arrula
City Administrator
Attachments:
1. Professional Services Agreement with Brightview Landscape Inc.
2. Resolution No. R-2024-52