City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 18, 2023 FROM: PARKS, RECREATION AND COMMUNITY WARDS: ALL
SERVICES DEPARTMENT
SUBJECT: SERVICE AGREEMENT WITH MARIPOSA LANDSCAPES, INC., IN ACCORDANCE WITH RFP 2255 FOR LANDSCAPE MAINTENANCE AND IRRIGATION REPAIR SERVICES AT VARIOUS CITY FACILITIES FOR THE TERM OF JULY 1, 2023, THROUGH JUNE 30, 2025, IN THE AMOUNT OF $435,552.24 WITH THE OPTION TO EXTEND FOR THREE (3) SINGLE YEAR TERMS ISSUE:
Approve a professional services agreement with Mariposa Landscapes, Inc. for landscape maintenance and irrigation services at various City Facilities for the term of July 1, 2023, through June 30, 2025, in the amount of $435,552.24 with the option to extend for three (3) single year terms.
RECOMMENDATIONS:
That the City Council:
Approve the agreement for landscape maintenance and irrigation repair services for the term of July 1, 2023, through June 30, 2025, in the amount of $435,552.24 with the option to extend for three (3) single year terms; and Authorize the City Manager, or designee, to execute the Agreement with Mariposa Landscapes, Inc., including making minor and non-substantive changes, and future extensions.
BACKGROUND:
On January 10, 2023, City Council approved a temporary agreement with Brightview Landscape Services, Inc. for Landscape Maintenance Services Agreement at various City Facilities for the term of January 1, 2023, through June 30, 2023.
On December 21, 2022, PRCSD issued Request for Proposals (RFP) No. 2255, seeking new contractors for Landscape Maintenance Services Agreement at various City Facilities. Fifteen companies attended the mandatory proposer’s conference on January 1, 2023, and the City received eleven proposals. The proposals were reviewed by the Purchasing Division staff and determined to be responsive.
DISCUSSION:
All proposals were evaluated by the RFP evaluation committee comprised of PRCSD and Purchasing Division staff for format and content, including Approach and methodology, experience, professional references, qualifications, and pricing.
Proposals received are summarized as follows:
Table 1 – Summary of Proposals
Scoring Rank
Proposer
1 BrightView Landscape Services
2 Mariposa Landscapes, Inc.
3 Merchants Landscape Services, Inc.
4 Pacific Coast Landscape& Design, Inc.
5 Priority Landscape Services, LLC
6 Inland Empire Landscape, Inc.
7 Azteca Landscape
8 RP Landscape & Irrigation
9 Stay Green Inc
10 Colts Landscape Inc
11 Tapia Landscaping
The evaluation committee invited the top four highest scoring vendors to an interview and make a formal presentation before the selection committee.
Contract negotiations were undertaken with the top ranked proposers and Mariposa Landscapes Inc. met the Department’s terms and allocated budget for the contract. These negotiations resulted in the attached landscape maintenance contract, covering the period of July 1, 2023 – June 30, 2025. Under the agreement, Mariposa Landscapes, Inc., will provide landscape maintenance services at sites listed in the following table.
Item Number
Location
1 Acorn CNG Station
599 Acorn Street.
2 Cheech Marin Center
3581 Mission Inn Avenue
3A
Corporation Yard
8095 Lincoln Avenue
3B
Corporation Yard
8095 Lincoln Avenue (Quarterly Weed Abatement)
4 Fox Theater
3801 Mission Inn Avenue
5 Arlanza Library
8267 Philbin Avenue
6 Arlington Library
9556 Magnolia Avenue
7 Casa Blanca Library
2985 Madison Avenue
8 La Sierra Library
4600 La Sierra Avenue
9 Main Library
3900 Mission Inn Avenue
10 Marcy Library/Park Admin
6927 Magnolia Avenue
11 Casa Blanca Customer Resource Center
3025 Madison Avenue
12A
Emergency Operations Center
8095 Lincoln Avenue
12B
Emergency Operations Center
8095 Lincoln Avenue (Quarterly Weed Abatement)
13 Downtown Police Station
4102 Orange Street
14A
Lincoln Street Police station
8181 Lincoln Avenue
14B
Lincoln Street Police station
8181 Lincoln Avenue (Quarterly Weed Abatement)
15A
Magnolia Police Station
10540 Magnolia Avenue (Police Station area)
15B
Magnolia Police Station
10540 Magnolia Avenue (General Shopping Center area)
16 Riverside Police Aviation Unit
7030 Central Avenue
17 Access Center
2880 Hulen Place
The Purchasing Manager concurs that the recommended actions are compliant with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 1 – Arts, Culture and Recreation and Goal 1.3 in addressing parks and open space maintenance needs.
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 facilities are accessible to the public for use and contribute to public safety.
Fiscal Responsibility – Continuous landscape maintenance is fiscally prudent, as it is more costly to restore facility landscape to adequate conditions due to overgrowth.
Innovation – This item is neutral towards this Cross-Cutting Thread.
Sustainability & Resiliency – Landscape maintenance preserves the beautification and maintenance of facilities for future use.
FISCAL IMPACT:
The total fiscal impact of the two-year agreement is $435,552.24 with a 10% change order authority in the amount $43,555.23 for a total of $479,107.47. Irrigation repairs will be charged to accounts as needed. The table below identifies the locations and accounts:
Fund
Program
Account
Amount
General Fund
GS-Building Service, Professional Svcs
2210000-421000
$34,826.80
N/D-Magnolia, Professional Svcs
7222000-421000
$4,316.16
Library Admin, Professional Svcs
5130000-421000
$64,478.66
PRCS-Parks, Professional Svcs
5215000-421000
$2,992.38
Fire Special Svcs, Professional Svcs
3515000-421000
$8,711.64
PD-Admin, Professional Svcs
3105000-421000
$52,872.12
Homeless Svcs – Building Maintenance
2855304-424130
$8,632.32
Central Garage
Central Garage, Professional Svcs
2215000-421000
$9,075.24
Cheech
Landscaping Services
2255000-421203
$5,754.84
Entertainment
Fox Theater, Professional Svcs
2880000-421000
$2,158.08
Electric
RPU Admin, Professional Svcs
6000010-421000
$23,957.88
Total FY 2023/24
$217,776.12
Two-Year Agreement Total
$435,552.24
Prepared by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
Availability of funds: Edward Enriquez, Assistant City Manager/Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Agreement for Annual Landscape Maintenance at Various City Facilities Annual Landscape Services at Various City Facilities - Page 1