City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 13, 2023 FROM: PARKS, RECREATION AND COMMUNITY WARD: 1, 2, 3, 4, 5, AND 7
SERVICES DEPARTMENT
SUBJECT: SERVICE AGREEMENT WITH BRIGHTVIEW LANDSCAPE SERVICES, INC., IN ACCORDANCE WITH RFP NO. 2245 FOR LANDSCAPE MAINTENANCE AND IRRIGATION REPAIR SERVICES AT SPORTS PARKS FOR THE TERM OF JULY 1, 2023, THROUGH JUNE 30, 2025, IN THE AMOUNT OF $2,994,816; PLUS, A CHANGE ORDER AUTHORITY OF 15% IN THE AMOUNT $449,222 FOR A TOTAL CONTRACT AMOUNT OF $3,444,038 WITH THE OPTION TO EXTEND FOR THREE ADDITIONAL ONE-YEAR PERIODS ISSUE:
Approve a Landscape Maintenance Services Agreement with BrightView Landscape Services, Inc. for landscape maintenance and irrigation services at various sports parks for the term of July 1, 2023, through June 30, 2025, in the amount of $2,994,816; and a change order authority of 15% in the amount $449,222 for a total contract amount of $3,444,038 with the option to extend for three additional one-year periods.
RECOMMENDATIONS:
That the City Council:
Approve the Landscape Maintenance Services Agreement with BrightView Landscape Services, Inc for landscape maintenance and irrigation repair services for the term of July 1, 2023, through June 30, 2025, in the amount of $2,994,816; Authorize the City Manager, or designee, to execute the Agreement with BrightView Landscape Services, Inc., including making minor or non-substantive changes, and future extensions and amendments; and Authorize the City manager or designee to execute a 15% change order authority in the amount of $449,222.
BACKGROUND:
On December 31, 2022, the Agreement with So Cal Landscape Maintenance, Inc. expired. This Agreement was for landscape maintenance services to the City sports park locations. At the time of expiration, the Parks, Recreation and Community Services Department (PRCSD) had issued Request for Proposal (RFP) No. 2245 for new annual landscape maintenance services for the sports park locations.
On February 7, 2023, the PRCSD entered into a third amendment to the agreement with Inland Empire Landscape, Inc. to add sports park locations to their contract to ensure landscape services would not be disrupted while the RFP process was active.
DISCUSSION:
On November 8, 2022, RFP No. 2245 was issued for Annual Landscape Maintenance at various sports parks locations identified in the table below.
Park Name
1 Andulka Park (excludes tennis center)
2 Arlington Heights Sports Park
3 Don Derr Park
4 Don Jones Park
5 Don Lorenzi Park
6 Hunt Park
7 Hunter Hobby Park
8 La Sierra Park
9 Nichols Park
10 Orange Terrace Community Park
11 Patterson Park
12 Reid Park
13 Ryan Bonaminio Park
14 Shamel Park
On November 30, 2022, 12 companies attended the mandatory pre-proposal conference, and on December 21, 2022, the City received eight proposals. In the first round of evaluations, each proposal was comprehensively and consistently evaluated by staff based on the following criteria:
a. Qualifications (25%)
b. Pricing - Base Bid (10%)
c. Company Experience and References (Projects of similar size and scope) (25%) d. Technical Approach (40%)
During the second round of evaluations (Interview Phase), three proposers were invited to present information to the evaluation committee on their qualifications and plans to execute services, and were evaluated by staff based on the following criteria:
a. Methodology (30%)
b. Staff Availability (20%)
c. Company Quality Control Program (20%)
d. Financial Resources to Maintain Solvency while Performing Services (10%) e. History of Performing Similar Services (20%)
Based on the results of the Interview Phase of the RFP, the Purchasing Division recommended the execution of a Service Agreement with Brightview Landscape Services, Inc., to provide landscape maintenance services at PRCSD’s various sports park locations. 2nd Round Proposers
Overall Rank
BrightView Landscape Services
967.50
Mariposa Landscapes, Inc.
850.00
Merchants Landscape Services, Inc.
712.50
The Purchasing Manager concurs that the recommendation to award is in compliance with Purchasing Resolution No. 23914.
STRATEGIC PLAN ALIGNMENT:
The work contributes to Strategic Priority 1 – Arts, Culture and Recreation and Goal 1.3.
This action aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Well maintained city facilities serve the public interest, benefit the City’s diverse populations, and result in greater public good.
Equity – Well maintained sports parks ensure sports activities are accessible and safe for public use.
Fiscal Responsibility – The Request for Proposal process ensures the Department selects a qualified vendor at a reasonable rate.
Innovation – The Agreement ensures that sports parks are maintained and continue to be utilized for various community needs.
Sustainability & Resiliency – Landscape maintenance preserves the beautification and maintenance of parks for future use.
FISCAL IMPACT:
The amount of the agreement will be $2,994,816 with change order authority of 15% in the amount $449,222 for a total, two-year contract amount of $3,444,038. Funds will be budgeted in Fiscal Year 2023/24 budget in the General Fund, Parks & Recreation-Parks, Neighborhood Maintenance Contract account number 5215000-421204 that will be brought forward to Council in June 2023 for adoption. Appropriations for future fiscal years will be included in the PRCS budget submissions for those fiscal years to be presented to the City Council for approval.
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/City Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment:
1. Agreement for Annual Landscape Maintenance at Various Sports Parks
2. Award Recommendation
Annual Landscape Services at Various City Facilities