City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 19, 2023 FROM: PARKS, RECREATION AND COMMUNITY WARD: 1
SERVICES DEPARTMENT
SUBJECT: FIRST AMENDMENT TO AGREEMENT FOR LANDSCAPE MAINTENANCE SERVICES AT FAIRMOUNT GOLF COURSE WITH BRIGHTVIEW GOLF MAINTENANCE, INC., IN THE AMOUNT OF $397,979.00; PLUS, A 15% CHANGE ORDER AUTHORITY IN THE AMOUNT OF $59,696.85 FOR A TOTAL CONTRACT AMOUNT OF $457,675.85, FOR THE TERM OF JANUARY 1, 2024, THROUGH DECEMBER 31, 2024 ISSUE:
Approve the First Amendment to Agreement for Landscape Maintenance Services at Fairmount Golf Course with Brightview Golf Maintenance, Inc., of Calabasas, California, from Request for Proposals No. 1818, in the amount of $397,979.00 and authorize a 15% change order authority in the amount of $59,696.85 for a total contract amount of $457,675.85, 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 First Amendment to Agreement for Landscape Maintenance Services at Fairmount Golf Course with Brightview Golf Maintenance, Inc. in the amount of $397,979.00 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 to issue change orders in an amount not to exceed 15% of the original agreement, not to exceed $59,696.85 for the contract term; and Authorize the City Manager, or his designee, to execute the First Amendment to the Agreement for Landscape Maintenance Services at Fairmount Golf Course with Brightview Golf Maintenance Inc., including making minor and non-substantive changes.
BACKGROUND:
On June 6, 2018, the City of Riverside released RFP 1818 for the Annual Landscape Maintenance at Fairmount Golf Course. The project had 14 Prospective Bidders, 3 of which attended the Non-Mandatory Pre-Bid meeting.
On July 10, 2018, the project closed and received 2 proposals, both deemed responsive. An evaluation team of four City employees reviewed the submissions and determined BrightView Golf Maintenance was the highest rated responsive proposer and was awarded a services agreement which was executed on November 30, 2018.
Vendor
Location
Score
BrightView Golf Maintenance
Calabasas, CA
92.34 Pacific Coast Landscape & Design
Riverside, CA
49.25 On November 27, 2018, City Council approved an agreement with BrightView Golf Maintenance, Inc. for the term of January 1, 2019, through December 31, 2023, in the amount of $1,640,000 with 10% change order authority for future increases to the agreement and additional costs for irrigation repair and replacement. The total amount of the agreement with the change order authority was not to exceed $1,804,000.
DISCUSSION:
BrightView Golf Maintenance, Inc. has a proven record of success at Fairmount Golf Course and has been instrumental in improving the condition of the course since 2014. When staff negotiated the five-year contract, in 2019, it did not anticipate a dramatic increase in CPI and estimated a 10% change order authority would be sufficient. The 10% change order authority was to compensate for rising labor and material costs and any additional repairs in equipment and irrigation over the course of the five-year agreement through 2023. The PRCSD and BrightView Golf Maintenance, Inc., agreed to an increase in years 2 through 5 that equates to 25% Consumer Price Index (CPI) plus 75% Employment Cost Index (ECI), from August to August of the previous year.
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 Brightview Golf Maintenance, Inc., was agreeable to the terms, and the Parks, Recreation and Community Services Department is satisfied with their performance, staff recommends amending the Agreement to extend the term for one year. This will allow the Department to maintain continuity in services while providing time to run a new procurement to establish the next new contract.
There is no change in compensation associated with the proposed First 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 Brightview Landscape Services, 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 – The Golf Course is utilized by all ages and offers discounted Senior and Junior rates. Compared to surrounding golf courses the Fairmount Golf Course rates continue to be affordable.
Fiscal Responsibility – The golf course generates revenue and assists in offsetting the costs of operations.
Innovation – The Agreement ensures that the Fairmount Golf Course is maintained and continues to be utilized for various community needs.
Sustainability & Resiliency – Landscape maintenance preserves the beautification and maintenance of the Fairmount Golf Couse for future use.
FISCAL IMPACT:
The total fiscal impact for this action is $457,675.85 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 $228,837.92, 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: 1. Agreement with BrightView Golf Maintenance, Inc.
Fairmount Golf Course Landscape Maintenance ● Page 2