CITY OF POMONA
COUNCIL REPORT
December 4, 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 PARKWOOD LANDSCAPE MAINTENANCE, INC. FOR CITYWIDE WEED ABATEMENT AND MINOR INSECT AND PEST CONTROL SERVICES RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a three-year contract with two (2) optional one-year extensions to Parkwood Landscape Maintenance, Inc. for Citywide weed abatement services, and minor insect and pest control services, effective December 5, 2023 through December 4, 2026 in an amount not-to-exceed $273,000; and Authorize the City Manager, or designee, to execute the agreement and any related documents, amendments, and extensions, subject to approval by the City Attorney.
EXECUTIVE SUMMARY:
Award of contract (Attachment No. 1) to Parkwood Landscape Maintenance, Inc. (Parkwood) will ensure ongoing Citywide weed abatement services, and minor insect and pest control services, as needed throughout the City effective December 5, 2023 through December 4, 2026.
FISCAL IMPACT:
There is sufficient funding budgeted in the Fiscal Year 2023-24 Operating Budget to pay for this contract from December 5, 2023 through June 30, 2024 for $53,100 as follows:
Fund Number
Fund Name
Dec 5, 2023 to June 30, 2024
208-4062-52285
Gas Tax
$35,000
128-4062-52285
Measure R
$9,050
138-4062-52285
Measure M
$9,050
Total
$53,100
The three-year not-to-exceed contract amount of $273,000 ($91,000 per year) aligns with the previous contract and is within budget. The cost to cover contract services for future fiscal years will be handled within the annual budget process every year through the term of this contract.
PUBLIC NOTICE REQUIREMENTS:
In accordance with Pomona City Code Section 2-993.1, the Request for Quotes (RFQ) No. 2023-45, Weed Abatement – Pesticide Application, was posted on Planet Bids on September 21, 2023, with a due date of October 12, 2023.
PREVIOUS RELATED ACTIONS:
On October 19, 2020, the City Council awarded a one-year contract with two (2) optional one-year extensions to Lawnscape Systems, Inc. for Citywide weed abatement services, and minor insect and pest control services.
DISCUSSION:
For the last three years, the City had a contract with Lawnscape Systems, Inc. (Lawnscape) for Citywide weed abatement and pesticide application services, which expired on October 31, 2023. Lawnscape provided services on approximately 400 miles of City streets, vacant lots, slopes, open space, rights-of-way, and miscellaneous areas that require weed abatement, along with minor insect and pest control services. As the term for Lawnscape’s contract was set to expire, the City released a RFQ.
In accordance with Pomona City Code Section 2-993.1, the RFQ No. 2023-45, Weed Abatement – Pesticide Application, was posted on Planet Bids on September 21, 2023, with a due date of October 12, 2023. The City received four proposals, meeting the minimum qualifications, as shown below:
Company
Cost Proposal
Parkwood Landscape Maintenance, Inc.
$48/hour Main Applicator and
$38/hour Assistant Applicator
Lawnscape Systems, Inc.
$81/hour Main Applicator and
$42/hour Assistant Applicator
Deangelo Contracting Services, LLC.
$123/hour Main Applicator and
$66/hour Assistant Applicator
J. Orozco Enterprises, Inc.
$205/hour Main Applicator and
$70/hour Assistant Applicator
Parkwood was determined to be the lowest and most responsive, responsible bidder. The proposed rates of $48/hour for the principal applicator and $38/hour for an assistant applicator are low compared to the current vendor. Nonetheless, City Staff will diligently monitor the need for weed abatement in order to keep this year’s costs in line with prior year budgets.
Staff recommends the contract for Citywide weed abatement and pesticide application services be awarded to Parkwood at the hourly prices bid for a contract term of three (3) years, with two (2) one-year extension options, effective December 5, 2023 through December 4, 2026.
Attachment:
Attachment No. 1 – Draft Parkwood Agreement
Prepared by:
Maritza Sosa-Nieves, Sr. Management Analyst
Award of Contract to Parkwood Landscape Maintenance, Inc. for Citywide Weed Abatement Services