CITY COUNCIL ACTION REQUEST
DEPARTMENT(S)
Finance
CEQA
Not a Project, File No.
PP17-003,
Agreements/Contracts
(New or Amended)
resulting in no
physical changes to
the environment.
COORDINATION
City Attorney’s Office,
City Manager’s Budget
Office, and Parks,
Recreation and
Neighborhood
Services Department
Director Approval
/s/
Maria Öberg
COUNCIL DISTRICT(S)
Citywide
CMO Approval
6/3/25
SUBJECT: Second Amendment to the Agreement with Bayscape Management, Inc.for Landscape Maintenance Services for Civic Grounds and Small Parks.
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to negotiate and execute the Second Amendment to the Agreement for Landscape Maintenance Services for Civic Grounds and Small Parks with Bayscape Management, Inc. (San José, CA) to retroactively add two one-year option terms from February 28, 2025, through February 28, 2027, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action provides ongoing landscape maintenance for the City of San José’s parks.
BASIS FOR RECOMMENDATION
Landscaping services are critical to ensuring civic grounds and small parks remain clean, safe, and welcoming for the community. Regular maintenance reduces overgrown vegetation, supports public health and safety, and preserves the health of trees, lawns, and irrigation systems. Ongoing services also help ensure compliance with environmental and water-use regulations while minimizing the risk of costly long-term repairs.
In 2018
1, the City entered into an agreement with Bayscape Management, Inc. for landscaping maintenance services, with an original term ending February 28, 2019, and five one-year options to extend the agreement through February 28, 2024. In April 20242, City Council authorized the City Manager to execute the First Amendment to add one additional option term through February 28, 2025.
The Finance Department is currently preparing to release a request for proposals for a new Landscaping Services contract. Staff anticipates that that solicitation and launch of any resulting contract will be completed in the next fiscal year. To ensure that the City continues to receive the landscaping services while the new solicitation and contracting is in process, staff is requesting a two-year extension of the current agreement retroactive to February 28, 2025. The approval of two additional one-year options will afford adequate time to complete the procurement process, negotiate terms as needed, execute a new agreement, and onboard a new provider if necessary.
The maximum compensation for the option term beginning March 1, 2025, and ending February 28, 2026, is $1,660,477, with any future options being subject to the appropriation of funds.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
1 February 2018 resolution: https://records.sanjoseca.gov/Resolutions/RES78515.pdf 2 May 2021 resolution: https://records.sanjoseca.gov/Resolutions/RES%2079997.pdf COUNCIL AGENDA: 6/17/25
FILE: 25-693
ITEM: 2.27
COST AND FUNDING SOURCE
The General Fund Appropriation for the recommended amendment to this agreement is funded for the remainder of Fiscal Year 2024-2025 and part of Fiscal Year 2025-2026, from July 1, 2025, through February 28, 2026, as ongoing maintenance for small parks and civic areas as determined by the New Park Facilities Worksheet 5 budget process.
FOR QUESTIONS CONTACT: For procurement- and contract-related questions, please contact Albie Udom, Deputy Director of Finance and Chief Procurement Officer, Purchasing and Risk Management Division, at [email protected]. For program-related questions, please contact Veronica Schulte, Parks Manager, at [email protected].