City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 21, 2022 FROM: PARKS, RECREATION AND COMMUNITY WARDS: 1, 2, 4 AND 6
SERVICES DEPARTMENT
SUBJECT: APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH BRIGHTVIEW LANDSCAPE SERVICES, INC., FOR MOWING AND EDGING SERVICES AT VARIOUS CITY PARKS FOR A TERM OF JULY 1, 2022 TO JUNE 30, 2024 IN THE AMOUNT OF $284,024.00; PLUS, A CHANGE ORDER AUTHORITY OF 15% IN THE AMOUNT $42,63.60 FOR A TOTAL CONTRACT AMOUNT OF $326,627.60, WITH THE OPTION TO EXTEND FOR THREE ADDITIONAL 1-YEAR TERMS ISSUE:
Approve a services agreement with BrightView Landscape Services, Inc. for mowing and edging services at Bobby Bonds, Bordwell, Bryant, Carlson, El Dorardo, Fairmount, and Villegas Park in the amount of $284,024; plus a change order authority of 15% in the amount of $42,603.60 for a total contract amount of $326,627.60 for the term of July 1, 2022, to June 30, 2024, with the option to extend the agreement for three additional 1-year terms.
RECOMMENDATIONS:
That the City Council:
Approve the agreement with BrightView Landscape Services, Inc., for mowing and edging services for a term of July 1, 2022, to June 30, 2024 in the amount of $284,024 for, with the option to extend the agreement for three additional 1-year terms; Authorize the City Manager, or his designee, to execute the Agreement with BrightView Landscape Services, Inc., including making minor and non-substantive changes and authorize a 15% change order authority; and Authorize the City Manager, or his designee, to execute optional term extensions to the agreement, provided that the annual amounts are included in the subsequent approved budgets.
BACKGROUND:
On December 31, 2019, the agreement for weekly mowing and edging services at city parks expired.
On November 10, 2020, Council approved a piggyback agreement per RFP No.1863 with Inland Empire Landscape, Inc., for a total of seven months.
On September 17, 2021, staff released RFP No. 2107 through the Planet Bids bidding portal. The Request for Proposal allows City staff to find a suitably qualified vendor to provide these services. A total of 29 prospective proposers downloaded the RFP. Five companies attended the non-mandatory job walk and on October 14, 2021 and the City received eight proposals for the Mow and Blow park landscape maintenance. The proposals were evaluated by the Purchasing Division staff and all were determined to be responsive.
On March 8, 2022, Council approved an eight-month extension to the agreement with Inland Empire Landscape, Inc. Staff anticipated to release and complete the RFP during the interim services, however due to the unforeseen circumstances resulting from the COVID-19 pandemic and limited staffing, the department was not able to complete the RFP.
DISCUSSION:
Staff recommends approval of the agreement with BrightView Landscape Services Inc., to provide weekly mowing and edging services at the following sites: Bobby Bonds, Bordwell, Bryant, Carlson, El Dorado, Fairmount and Villegas Parks. This will cover the period of July 1, 2022 to June 30, 2024, with the option to extend the agreement for three additional 1-year terms.
On September 17, 2021, RFP No. 2107 was posted on PlanetBids and proposals were received on October 14, 2021.
To evaluate the proposals received, an RFP evaluation committee comprised of Parks, Recreation and Community Services staff was formed. The RFP evaluation committee evaluated each proposal based on the following criteria: Approach and Methodology, Experience, Professional References, Qualifications, and Pricing.
Proposals received are summarized as follows:
Table 1 - Summary of Proposals:
Scoring
Rank
Proposer
Location
Fixed Bid
1 BrightView Landscape Services, Inc.
Riverside
$284,024
2 Inland Empire Landscape, Inc.
San Bernardino
$330,512
3 Mariposa Landscapes, Inc
Irwindale
$431,184
4 Pacific Coast Landscape &Design, Inc
Riverside
$237,000
5 RP Landscape & Irrigation
San Bernardino
$333,025
6 Greentech Landscape Inc
Whittier
$248,560
7 Priority Landscape Services, LLC
Anaheim
$266,760
8 Five Star Landscape Maintenance
Riverside
$477,750
During the initial review of proposals, the RFP evaluation committee identified three top candidates for the project: BrightView Landscape Services, Inc., Inland Empire Landscape, Inc., and Mariposa Landscape, Inc. However, while the two additional proposals from the Inland Empire Landscape, Inc. and Mariposa Landscape, Inc. met the minimum requirements to be deemed responsive and scored well on the various criteria elements, their respective proposals scored significantly lower overall due to the RFP evaluation committee’s determination that the vendors did not demonstrate a clear understanding of the experience, approach, and methodology of the work the project requires.
As such, the RFP evaluation committee conducted interviews on January 20, 2022, with BrightView Landscape Services, Inc., Inland Empire Landscape, Inc., and Mariposa Landscape, Inc. After interviews, careful review, and re-scoring of the proposals based on the noted scoring criteria, the RFP evaluation committee concluded that the BrightView Landscape Services, Inc. proposal was the most qualified submittal.
Table 2 - Pricing Breakdown
Location
Weekly Price
Annual Price
(x52 weeks)
Bobby Bonds Park
$204
$10,608
Bordwell Park
$454
$23,608
Bryant Park
$414
$21,528
Carlson Park
$73
$3,796
El Dorado Park
$272
$14,144
Fairmount Park
$960
$49,920
Villegas Park
$354
$18,408
TOTAL Annual Cost
$142,012
Grand Total (Total X Two Years= Two Year Contract term) $284,024
The Purchasing Manager concurs that the recommendation to approve is in compliance with Purchasing Resolution No. 23812.
STRATEGIC PLAN ALIGNMENT:
The agreement with BrightView Landscape, Inc. aligns with Strategic Priority 1 - Arts, Culture and Recreation and Goal 1.3 - addressing parks and open space maintenance needs.
This action aligns with each of the Cross-Cutting Threads as follows:
Community Trust - Well maintained parks serve the public interest, benefit the City's diverse populations, and result in greater public good.
Equity - Well maintained parks make parks accessible to the public for use and contribute to public safety when utilizing parks.
Fiscal Responsibility - Continuous landscape maintenance is fiscally prudent, as it is more costly to restore parks to adequate condition due to overgrowth.
Innovation - The Agreement ensures that parks are maintained and continue to be utilized for various community needs.
Sustainability & Resiliency - Landscape maintenance preserves parks ensuring they are maintained and preserved for future use.
FISCAL IMPACT:
The total fiscal impact of the action is $326,627.60. Sufficient funding has been budgeted in the FY 2022-2024 budget that will be brought to Council on June 21, 2022 for adoption. Funds are budgeted in the General Fund, Parks & Recreation-Parks, Neighborhood Maintenance Contract expenditure account number 5215000-421204.
Prepared by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Professional Services Agreement BrightView Landscape Inc. Agreement - Page 3