CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 16 Section Name: {{section.name}} Account Number: 10-6122 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Parks and Recreation Department
MEETING DATE: November 20, 2023
SUBJECT:
Landscape Maintenance Services: Medians, Islands, and Right of Ways – Agreement RECOMMENDATION:
Approve an agreement with Loral Landscaping, Inc. for maintenance services of medians, islands, and right of ways in an amount of $865,490.50; authorize a 15 percent contingency of $129,823.58 for a total amount not to exceed $995,314.08; and authorize the Director of Parks and Recreation to execute the agreement in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
A Request for Bids was published on the City’s Bid Posting webpage on October 20, 2023, and advertised in the local newspaper. By the closing date of November 3, 2023, the City received 2 bids, the results for the first year of the contract are as follows:
•Loral Landscaping, Inc $274,556.00
•BrightView Landscape, Services Inc. $291,632.00
Loral Landscaping, Inc. (Loral) is the contractor who has been performing these landscape maintenance services for the past 7 years. Loral is a company based in the City of San Mateo and staff have been satisfied with their previous work performance. Loral staff are responsive to city staff regarding feedback and issues that arise. The agreement is to perform this maintenance for a three-year period from December 1, 2023, to November 30, 2026, with the option to extend this agreement under the same terms (except cost) of the original agreement for up to two additional years. The agreement contains a clause that allows for annual increases based on Consumer Price Index of all urban consumers for the San Francisco-Oakland-San Jose area, as published by the United States Department of Labor index, capped at 5 percent annually. The contract amount of $865,490.50 accounts for maximum 5 percent increases in the second and third years of the contract, starting with the first-year cost of $274,556.00. If the CPI increases are less than 5 percent in either year, then the contract amount for those years would be reduced accordingly.
The $41,565 cost increase for this agreement compared to the previous agreement is largely due to the addition of regulatory requirements in green infrastructure maintenance and documentation plus inflation.
BUDGET IMPACT:
The Parks and Recreation department has funding for this agreement.
ENVIRONMENTAL DETERMINATION:
This agreement for median maintenance is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private
CITY OF SAN MATEO
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structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Agreement
STAFF CONTACT
Ron Hostick, Parks and Landscape Manager
[email protected]
650-522-7423