City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 19, 2023 FROM: PARKS, RECREATION AND COMMUNITY WARDS: ALL
SERVICES DEPARTMENT
SUBJECT: FOURTH AMENDMENT TO AGREEMENT FOR LANDSCAPE MAINTENANCE SERVICES WITH INLAND EMPIRE LANDSCAPE, INC., IN THE AMOUNT OF $818,689.06 FOR NEIGHBORHOOD PARKS FOR SERVICES THROUGH DECEMBER 31, 2024 ISSUE:
Approve the Fourth Amendment to Agreement for Landscape Maintenance Services in City Neighborhood Parks with Inland Empire Landscape, Inc., of San Bernardino, California, from Request for Proposals No. 1863, in the amount of $818,689.06 for the term of January 1, 2024 to December 31, 2024, in accordance with Purchasing Resolution 23914, Section 702(h).
RECOMMENDATIONS:
That the City Council:
Approve the Fourth Amendment to Agreement for Landscape Maintenance Services in City Neighborhood Parks with Inland Empire Landscape, Inc. in the amount of $818,689.06 for the period of January 1, 2024 to December 31, 2024, in accordance with Purchasing Resolution 23914, Section 702(h); and Authorize the City Manager, or his designee, to execute the Fourth Amendment to the Agreement for Landscape Maintenance Services in Neighborhood Parks with Inland Empire Landscape Inc., including making minor and non-substantive changes.
BACKGROUND:
On September 13, 2018, Parks, Recreation and Community Services Department (PRCSD) issued Request for Proposals (RFP) No. 1863, seeking new contractors for annual landscape maintenance services in City Neighborhood Parks. Six companies attended the non-mandatory proposer’s conference on September 19, 2018, and the City received seven proposals. The proposals were reviewed by the Purchasing Division staff and determined to be responsive.
The Parks, Recreation and Community Services Department has been utilizing the landscape services of Inland Empire Landscape Inc since April 3, 2019, and have been satisfied with their performance. As the currently approved agreement terms are coming to an end, the Department is seeking to extend the term for an additional year utilizing a Purchasing exception in order to continue landscape services uninterrupted while formatting and running a new formal procurement for the services.
DISCUSSION:
All proposals of the City of Riverside RFP No. 1863 were evaluated by a selection committee comprised of PRCSD, Public Works, and Purchasing Division staff for format and content, including qualifications, experience and equipment. Pricing remained confidential so that the selection committee would evaluate each proposer based on their qualifications and experience. The seven proposers were invited to interview and make a formal presentation before the selection committee, and five accepted the invitation and participated in this process. Following the presentations and interviews, pricing was disclosed to the selection committee and factored into the overall rating for each proposer.
Contract negotiations were undertaken with the top three ranked proposers and Inland Empire Landscape 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 April 1, 2019 – December 31, 2019. Under the agreement, Inland Empire Landscape, Inc., will provide landscape maintenance services at 27 City neighborhood parks, seven days per week. These sites are described in the following table.
Park Name
Ward
Park Name
Ward
Arlington Park
5 North Park
2 Bergamont Park
4 Rancho Loma Park
7 Castleview Park
4 Riverwalk
7 Collett Park
6 Rutland Park
7 Dario Vasquez Park
2 Springbrook Clubhouse
1 Doty-Trust Park
7 Swanson Park
3 Harrison Park
5 Sycamore Highlands Park (parking lot and nature center only) 2 Highland Park
2 Sycamore Highlands Park
2 Islander Park
2 Taft Park
4 Kensington Park
2 Thundersky Park
4 Lincoln Park
2 Washington Park
4 Low Park
3 White Park
1 Martha Mclean-Anza Narrows Park
1 Mtn. View Park
3 Myra Linn Park
6 Additionally, to compensate for rising labor and material costs over the course of the five-year agreement, PRCSD and Inland Empire Landscape, Inc., agreed to an increase in subsequent two-year extensions using the following formula: 25% CPI plus 75% ECI.
Utilizing Purchasing Resolution 23914, Section 702(h), “When Services, except for Professional Services, can be Procured from a Contractor who offers the same or better price, terms and conditions as the Contractor previously offered as the Lowest Responsive Bidder under Competitive Procurement or negotiations conducted by the City or another public agency, provided that, in the opinion of the Manager, it is in the best interests of the City to do so;” Since Inland Empire Landscape, Inc., was agreeable and the Parks, Recreation and Community Services Department is satisfied with their performance, staff recommends amending the Agreement to extend the term.
There is no change in compensation associated with the proposed Fourth Amendment.
The Purchasing Manager concurs that the recommendation to approve is in compliance with Purchasing Resolution 23914, Section 702(h).
STRATEGIC PLAN ALIGNMENT:
The work contributes to Strategic Priority 1 – Arts, Culture and Recreation, which aims to provide diverse community experiences and personal enrichment opportunities for people of all ages.
The agreement with Inland Empire Landscape, Inc. aligns with the Arts, Culture and Recreation Strategic Priority, and contributes to Strategic Goal 1.3 in addressing parks and open space maintenance needs.
This action aligns with each of the 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 neighborhood parks ensure outdoor play areas are accessible and safe for public use.
Fiscal Responsibility – The Request for Proposal ensures the Department selects a qualified vendor at a reasonable rate.
Innovation – The Agreement ensures that the neighborhood 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 total fiscal impact of this action is $818,689.06 for the term of the renewal which is January 1, 2024 - December 31, 2024, and for the six-month period in FY 2023/24 the contract amount is estimated to be $409,344.53, or approximately 50% of the contract amount. Funds for FY 2023/24 portion of the contract are budgeted and available in the General Fund, Parks & Recreation-Parks, Neighborhood Maintenance Contract account number 5215000-421204.
Prepared by: Anthony Zamora, Senior Administrator Analyst Approved by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Amendment No. 4 with Inland Empire Landscape, Inc.
Compensation Schedule
Neighborhood Parks Landscape Maintenance ● Page 3