City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 28, 2022 FROM: PUBLIC WORKS DEPARTMENT WARDS: 1,2,3,4,5 and 6
SUBJECT: RFP NO. 2157 - LANDSCAPE SERVICES AGREEMENT WITH LANDSCAPE WEST MANAGEMENT SERVICES, INC., FOR LANDSCAPE AND GENERAL OUTSIDE MAINTENANCE SERVICES FOR SOUTH QUADRANT PARKWAYS AND MEDIANS FOR A TERM OF JULY 1, 2022 TO JUNE 30, 2025 IN THE AMOUNT OF $2,902,800 PLUS 10% CONTINGENCY IN THE AMOUNT OF $290,280 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $3,193,080, WITH THE OPTION TO EXTEND FOR THREE ADDITIONAL ONE-YEAR TERMS ISSUE:
Approve a Landscape Services Agreement with Landscape West Management Services, Inc., of Anaheim, CA, for Landscape and General Outside Maintenance Services for South Quadrant Parkways and Medians in the amount of $3,193,080 for the term of July 1, 2022 to June 30, 2025, with the option to extend the agreement for three additional one-year terms.
RECOMMENDATIONS:
That the City Council:
Approve a Landscape Services Agreement with Landscape West Management Services, Inc., of Anaheim, CA, for Landscape and General Outside Maintenance Services for South Quadrant Parkways and Medians for a term of July 1, 2022 to June 30, 2025 in the amount of $3,193,080, with the option to extend the agreement for three additional one-year terms; Authorize the City Manager, or designee, to execute the Landscape Services Agreement, including making minor and non-substantive changes; and Authorize the City Manager, or designee, to execute optional term extensions to the agreement, provided that the annual amounts are included in the subsequent approved budgets.
BACKGROUND:
The City has approximately 450 acres of City maintained landscapes, approximately 150,000 City maintained Street Trees with over 300 different species spread over 81 square miles and has been recognized by the Arbor Day Foundation as a “Tree City USA” since 1987. The South Quadrant is an area of the city located south of State Route 91 and Interstate 215. It is also one of eight contracted service areas that allows the City to attain landscaping operational efficiencies while meeting the specialized needs of each landscaped area.
DISCUSSION:
On January 6, 2022, the City issued a new Request for Proposal (RFP 2157) for landscape and general outside maintenance services for the South Quadrant.
The RFP was publicly advertised in the Press Enterprise on January 13, 2022, as required, for improvement projects in Section 1109 of the Riverside City Charter. On February 3, 2022, the City received nine proposals in response to the RFP, which are listed below along with their fees as submitted, lowest to highest, for the scope of work.
Vendor
Vendor City
Proposed Cost
(based on RFP scope)
Evaluation Scores
Pacific Coast Landscape & Design, Inc
Riverside, CA
$ 2,025,000
750
Greentech Landscape Inc
Whittier, CA
$ 2,287,400
631.12
RP Landscape & Irrigation
San Bernardino, CA
$ 2,342,604
716.32
Merchants Landscape Services, Inc
Santa Ana, CA
$ 2,468,136
741.41
CG Landscape, Inc
Anaheim, CA
$ 2,482,838
630.67
Landscape West Management Services, Inc
Anaheim, CA
$ 2,902,800
794.64
Mariposa Landscapes. Inc
Irwindale, CA
$ 2,916,324
770.83
Excel Landscape
Corona, CA
$ 3,075,180
713.77
Brightview Landscape Services
Riverside, CA
$ 3,526,056
722.80
A three-member panel comprised of staff from Public Works and Riverside Public Utilities evaluated the proposals and Landscape West Management Services, Inc., (LWMS) was ranked the highest. Incorporated in 2013, LWMS is a full-service landscape contracting company based in Anaheim, California. They currently operate throughout Southern California. Public Works staff will oversee. Inspect and review the work.
The contract price of $3,193,080 includes a 10% contingency for additional unforeseen services that may be required for items such as vandalism, theft and/or decay and allows for full and proper maintenance needs of the area in accordance with all Federal, State and local laws and regulations.
The Purchasing Manager concurs that the recommendation to approve is in compliance with Purchasing Resolution No. 23812.
STRATEGIC PLAN ALIGNMENT:
These items support Strategic Priority 4 – Environmental Stewardship, by helping to preserve and restore green space within the city in accordance with Goal 4.5: Maintain and conserve 30% of Riverside’s natural lands in green space including, but not limited to, agricultural lands and urban forests in order to protect and restore Riverside’s rich biodiversity and accelerate the natural removal of carbon, furthering our community’s climate resilience.
Community Trust – Management of the city’s urban forest and landscapes benefit all city residents, businesses and visitors by helping to remove gaseous air pollutants and sequestering carbon.
Equity – Approval of this action benefits all who live near or travel through the South Quadrant.
Fiscal Responsibility – Maintaining city owned landscapes and their infrastructure supports Public Works’ efforts to minimize inefficiencies and maximize reliability.
Innovation – Public Works is focused on replacing old, outdated, failing equipment with the newest technologies. When it comes to irrigation, there are a number of options on the market that allow us to maximize our sustainability efforts.
Sustainability & Resiliency – Planting water wise plants and ensuring the proper operation of irrigation controllers are just two of the ways Public Works sustainably and efficiently manages the city’s water resources and green spaces.
FISCAL IMPACT:
The total fiscal impact of this action is $3,193,080. Sufficient funds are budgeted and available in the General Fund, Urban Forestry & Landscape, Landscape Maintenance account no. 4110110-421203. Appropriations for future fiscal years will be included in the Department’s Budget submission and will be presented to the City Council for approval.
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Agreement
Presentation
Award Recommendation
Area Map
RFP No. 2157 South Quadrant ● Page 2