City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 5, 2022 FROM: PUBLIC WORKS DEPARTMENT WARD: 7
SUBJECT: RFP NO. 2156 - LANDSCAPE SERVICES AGREEMENT WITH PACIFIC COAST LANDSCAPE AND DESIGN, INC., FOR LANDSCAPE AND GENERAL OUTSIDE MAINTENANCE SERVICES FOR THE RIVERWALK LANDSCAPE MAINTENANCE DISTRICT IN THE AMOUNT OF $451,140 PLUS 10% CONTINGENCY IN THE AMOUNT OF $45,114 FOR A TOTAL CONTRACT AMOUNT OF $499,554 FOR SERVICES THROUGH JUNE 30, 2025, WITH THE OPTION TO EXTEND FOR THREE ADDITIONAL ONE-YEAR TERMS ISSUE:
Approve a Landscape Services Agreement with Pacific Coast Landscape and Design, Inc., of Riverside, CA, for Landscape and General Outside Maintenance Services for the Riverwalk Landscape Maintenance District in the amount of $499,554 for services through June 30, 2025.
RECOMMENDATIONS:
That the City Council:
Approve a Landscape Services Agreement with Pacific Coast Landscape and Design, Inc., of Riverside, CA, for Landscape and General Outside Maintenance Services for the Riverwalk Landscape Maintenance District in the amount of $499,554 for services through June 30, 2025; and Authorize the City Manager, or his designee, to execute the Professional Services Agreement, including making minor and non-substantive changes, including term extensions up to three additional one-year terms, subject to the availability of budgeted funds.
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 Riverwalk Landscape Maintenance District (LMD) consists of approximately 17.82 acres or approximately 776,239 square feet of various landscape materials. Portions of the project sites are equipped with recycled water. 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 2156) for landscape and general outside maintenance services for the LMD. 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 12 proposals in response to the RFP, which are listed below along with fees submitted, lowest to highest, for the scope of work. Two of the proposals received were deemed non-responsive by the Purchasing Department. Integrity Arborist and Ecoscape Inc. was deemed non-responsive due to submitting an incomplete proposal and Five Star Landscape Maintenance was deemed non-responsive due to not being registered with the Department of Industrial Relations at the time of proposal submittal.
Vendor
Vendor City
Proposed Cost
(based on RFP scope)
Evaluation Scores
Pacific Coast Landscape & Design, Inc
Riverside, CA
$454,140
784.99
Greentech Landscape Inc
Whittier, CA
$538,080
643.26
Merchants Landscape Services, Inc
Santa Ana, CA
$539,340
662.96
C.G. Landscape, Inc
Anaheim, CA
$628,434
641.74
Mariposa Landscapes. Inc
Irwindale, CA
$748,704
772.65
RP Landscape & Irrigation
San Bernardino, CA
$773,484
656.41
Inland Empire Landscape, Inc
San Bernardino, CA
$796,246
722.22
Landscape West Management Services, Inc
Anaheim, CA
$820,800
756.33
Excel Landscape
Corona, CA
$843,504
755.74
Brightview Landscape Services
Riverside, CA
$1,613,052
662.23
A three-member panel comprised of staff from Public Works and Riverside Public Utilities evaluated the proposals and Pacific Coast Landscape and Design, Inc., (PCLD) was ranked the highest. PCLD is a full-service landscape contracting company based in Riverside, California. In business since 2001, PCLD operates throughout California, Texas, Arizona, Louisiana, and the Hawaiian Islands. Public Works staff will oversee. Inspect and review the work.
The contract price of $499,554 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 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 Riverwalk Landscape Maintenance District.
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 the 3-year agreement is $499,554 with $166,518 appropriated for FY2022/23. Funds will come from three listed in the table below:
Fund
Program
Account
Amount
General Fund
Forestry Landscape Maintenance
4110110-421203
$34,969
Riverwalk LMD
PW-Zone A Landscape Maintenance
9760385-421203
$274,105
PW-Zone B Landscape Maintenance
9760395-421203
$190,480
Total:
$499,554
Appropriations for future fiscal years will be included in the Department’s Budget submissions for those fiscal years to 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
Award Recommendation
Area Map of Zone A (Residential)
Area Map of Zone B (Commercial)
RFP No. 2156 Riverwalk LMD ● Page 2