CITY OF POMONA
COUNCIL REPORT
October 2, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: AWARD OF CONTRACT TO BRIGHTVIEW LANDSCAPE SERVICES, INC. FOR FUEL MODIFICATION, OPEN SPACE, TURF GROUND COVER, AND OTHER DECORATIVE LANDSCAPE MAINTENANCE IN THE PHILLIPS RANCH ASSESSMENT DISTRICT RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a three-year contract, beginning November 1, 2023 through October 31, 2026, with the option to extend for up to two (2) one-year extensions, to Brightview Landscape Services, Inc. in an annual amount of $406,882 for fuel modification at Frequency Level A, and turf ground cover and other decorative landscape maintenance services at Frequency Level C, in the Phillips Ranch Assessment District; and Authorize the City Manager to execute the contract and all necessary documents/ amendments, subject to approval by the City Attorney.
EXECUTIVE SUMMARY:
Approval of the contract with Brightview Landscape Services, Inc. (Brightview) will allow the City to address the much-needed fuel modification and vegetation management needs throughout the open space locations of the Phillips Ranch area. Additionally, it will ensure that turf ground cover and decorative landscape maintenance services continue within the Phillips Ranch Assessment District (District).
FISCAL IMPACT:
There is sufficient funding in the Fiscal Year 2023-24 Weed Abatement and Landscape Maintenance line items (256-4073-52920-00000 and 256-4073-52932-00000, respectively) within the Phillips Ranch Assessment fund for the new contract with Brightview. The annual appropriation is $453,336 combined for landscaping and weed abatement services, and the total annual amount for the Brightview contract will be $406,822, of which $180,722 will go toward Level A of Fuel Modification and $226,100 toward Level C of Turf/Ground Cover Landscape. Given the small budget, no additional monies are available in the Phillips Ranch Assessment fund to increase the frequency level of Turf/Ground Cover Landscape maintenance.
The Phillips Ranch Assessment District receives annual revenues of approximately $950,000 from property owners that pay into the Assessment. This Assessment has not increased since 1993, yet costs have continued to increase. Over the last several years, costs to maintain the Phillips Ranch area have exceeded the budget, and deferred maintenance needs continue to accumulate. Due to limited funding, options continue to be discussed with the Phillips Ranch Assessment District Oversight Committee.
PUBLIC NOTICING REQUIREMENTS:
In accordance with Pomona City Code Section 2-993.1, the Request for Proposals was posted on Planet Bids on July 25, 2023, with a due date of August 22, 2023.
PREVIOUS RELATED ACTION:
On August 7, 2017, the City Council awarded a contract to Greentech Landscape, Inc. for Landscape Maintenance Services for Phillips Ranch Assessment District - Zones A and B for an initial term of 23 months (through June 30, 2019), with two optional one-year extensions.
On November 19, 2018, the City Council authorized the First Amendment to the Agreement, which amended the Scope of Services under the Agreement by eliminating all fuel modification maintenance work effective August 18, 2018.
On March 1, 2021, the City Council awarded a three-year contract, with two optional one-year extensions, to Merchants Landscaping Services, Inc. for Turf, Ground Cover, and Decorative Landscaping Services in Phillips Ranch (this contract will be appropriately terminated since Brightview is offering the same services at a lower rate).
On August 15, 2022, the City Council ratified an emergency one-year agreement with Brightview Landscape Services, Inc. for fuel modification in the Phillips Ranch area.
On November 21, 2022, the City Council received the FY 2022-23 1st Quarter Budget Report, which outlined cuts of $410,000 to the Philips Ranch Maintenance Assessment District due to the severe budget deficit the District has realized for several years.
On September 18, 2023, the City Council discussed converting the Phillips Ranch Riparian Greenbelt to a City park to provide necessary funding for the maintenance of the Greenbelt, which cannot be maintained sufficiently by the Assessment’s limited funding.
ENVIRONMENTAL IMPACT:
The award of this contract will assist the City in addressing fuel modification and vegetation management needs throughout the Phillips Ranch open space areas to decrease the risk of fire throughout the District while enhancing health and safety.
DISCUSSION:
For the last several years, the Phillips Ranch Maintenance Assessment District has been operating at a deficit leading to the depletion of fund balance. Some line items in the Phillips Ranch Assessment District Budget (Fund 256) had to be cut significantly due to the depletion of the fund balance. In the City’s First Quarter Budget Report on November 21, 2022, staff outlined proposed cuts to Water, Tree, and Landscape Maintenance line items in order for the fund to stay within budget. As expected, the resultant cuts and service reductions are creating health and safety concerns due to the lack of fuel modification and tree maintenance.
The City meets quarterly with the Phillips Ranch Assessment District Oversight Committee (Committee). The Committee advises and provides recommendations to City staff regarding priorities for the limited funding the District receives. Health and safety issues related to fire danger have been identified by the Committee as a top priority to address most urgently. At their September 5, 2023 meeting, the Phillips Ranch Assessment District Oversight Committee recommended that the City Council award the contract to Brightview for fuel modification at Frequency Level A, and for turf ground cover and other decorative landscape maintenance services at Frequency Level C in the District.
Given the much-needed fuel modification needs throughout the open space locations of the Phillips Ranch area while considering the ongoing budgetary constraints, the City released a Request for Proposals (RFP) – Phillips Ranch Fuel Modification and Open Space Landscape and Maintenance, Bid No: 2023-34, with an updated scope of services for fuel modification, open space, turf ground cover, and other decorative landscape maintenance in the District. The contract was bid out by location and by maintenance level of frequency to allow staff greater flexibility to adjust pricing depending on the available budget. Three vendors responded to the RFP – Brightview Landscape Services, Inc., Stay Green, and Mariposa. Brightview’s bid was the lowest. City staff met with the Phillips Ranch Assessment District Oversight Committee to discuss contract options and determine the ideal frequency levels based on budget restrictions. The Committee recommended that the City Council award the contract to Brightview at Frequency Level A for fuel modification (Table A), and at Frequency Level C for turf ground cover and other decorative landscape maintenance services (Table B). The frequencies and schedules are listed below for your review and reference:
Table A: Fuel Modification Areas Maintenance Frequencies & Schedules Task
Standard/Level A Frequency
Level B Frequency
Level C Frequency
1. Remove litter and trash from all contracted areas.
Monthly
Bimonthly
Quarterly
2. Maintain vegetation other than non-mature trees as described in Section 1.
Quarterly
2x Annually
Annually
3. Limb up all trees to 14’ feet (14’).
Annually
(Work shall be timed between Oct. 1 and Feb. 28
and/or during service)
4. Clear all surface drains, inlets, and v-ditches.
Quarterly
2x Annually
Before Oct. 1 and/or Site maintenance
5. Actively check irrigation system coverage, repair, adjust, and clean as needed.
Monthly. Inspect continuously.
6. Rodent treatment, including gopher control.
As directed or needed. Inspect continuously.
Table B: Turf & Groundcover Maintenance Frequencies Schedule Task
Standard/Level A Frequency
Level B Frequency
Level C Frequency
1. Remove litter and trash, including animal waste and chewing gum, from all contracted areas, including shelters, patios, pavilions, pads, picnic tables and benches, gutters, etc. Empty trash cans and replace liners. 3x Weekly
MWF
2x Weekly
MF
Weekly
F
2. Maintain turf, groundcover, shrubs, walkways, curbs, gutters, and hardscaped areas within the contracted areas free of noticeable plant or other debris accumulations, including leaves, flowers, pine needles, etc. 3x Weekly
MWF
2x Weekly
MF
1x BiWeekly
F
3. Clean picnic tables, dog waste stations, workout equipment, water fountains, handrails, trash cans, etc. 3x Weekly
4x Weekly
MFSaSu
1x Weekly
F
4. Remove trash & liner from dog waste stations, replace with new liners. Replace waste bags.
Weekly
5. Monitor for and remove weeds.
3x Weekly
MWF
2x Weekly
MF
During Site Service
6. Thoroughly clean all paved surfaces.
2x Weekly
MF
Weekly
F
Biweekly
F
7. Mow, edge, and trim turf.
Weekly 3/1 to 10/31
Biweekly 11/1 to 2/28
Biweekly
Biweekly
8. Aerate
2x Annually
Mar. & Oct.
Annually March
9. Apply herbicides for weed control.
As directed or needed. Inspect continuously.
10. Fertilize turf, shrubs, hedges, and ground cover.
2x Annually
Mar. & Oct.
Annually March
11. Prune shrubs, hedges, and trees for minimum height and visibility clearances, and edge ground cover along fence lines, sidewalks, etc.
Monthly
Bimonthly
2x annually
12. Mulch shrub, hedge, ground cover, and other non-turf landscape areas. 2x Annually
March & Oct.
Annually
13. Treat shrub, hedge, and ground cover areas with pre-emergent herbicide.
As directed or needed. Inspect continuously.
14. Treat shrub, hedge, and ground cover areas for snail and slug control.
As directed or needed. Inspect continuously.
15. Maintain monuments and walls free of plant growth, weeds at bases, in joints, etc.
Monthly
Bimonthly
Quarterly
16. Replace annuals.
N/A
17. Clear all surface drains, inlets, and v-ditches.
Monthly
18. Actively check irrigation system coverage, repair, adjust, and clean as needed.
As directed or needed. Inspect continuously
19. Insect and rodent treatment, including gopher control.
As directed or needed. Inspect continuously.
In 2019, and again in 2023, the City conducted a Proposition 218 process to consider an increase to the current assessment to pay for necessary landscape maintenance and lighting, as well as fuel modification (the assessment funds these services). The ballot measure was unsuccessful, and the annual assessment remains the same as it was since the early 1990s. Risings costs and a depleted fund balance have made it extremely challenging to pay for landscape maintenance services at a rate higher than a Frequency Level C. Prioritization of health and safety issues related to fuel modification has prompted the Committee to consider fuel modification and vegetation management services at Frequency Level A. City staff will continue to meet with the Committee to discuss the use of available budget More recently, the Committee recommended that the City Council discuss converting the Phillips Ranch Riparian Greenbelt to a City park to provide necessary funding for the maintenance of the Greenbelt, which cannot be maintained by the Assessment’s funding. The cost savings of the conversion to a park would amount to approximately $100,000 annually. These savings could be used to address urgent health and safety needs, such as fire mitigation measures in the hillsides, as aforementioned.
Given the budgetary challenges, Staff recommends that the City Council award the contract to Brightview for fuel modification at Frequency Level A, and turf ground cover and other decorative landscape maintenance services at Frequency Level C in the Phillips Ranch District.
Prepared by:
Maritza Sosa-Nieves, Senior Management Analyst
Award of Contract to Brightview Landscape Services, Inc. for Landscape Maintenance Services in Phillips Ranch Assessment District