Agenda Item #14.1
For Council Meeting of: September 10, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DONTÉ WATSON, DIRECTOR, RECREATION AND PARKS DEPARTMENT SUBJECT: SPLIT BID AWARD – GENERAL SERVICE AGREEMENTS FOR CITYWIDE LANDSCAPE SERVICES AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Recreation and Parks and Finance Departments that the Council, by resolution, approve a split bid award of Invitation for Bid 24-08 and approve two General Services Agreements: 1) F002850 Brightview Landscape Services, Inc., Santa Rosa, California (Brightview) for Section 1 Parks Lawn Maintenance in the amount of $2,821,488.1; and 2) F002853 Green Vine Landscaping, Inc., Santa Rosa, California for Section 3 Tax District Maintenance in the amount of $136,800, for a total not to exceed $2,958,288.12. The agreements are firm fixed prices for a period of three years, with two one-year renewal options, commencing on December 1, 2024.
EXECUTIVE SUMMARY
Landscape maintenance services for both mowing services and general maintenance of Tax Districts are required at various locations throughout the City of Santa Rosa. The current agreement which includes both mowing services and Tax District maintenance has exhausted all extension options and expires on November 19, 2024. An Invitation to Bid was solicited to continue these services.
BACKGROUND
Mowing services will be provided to all City parks irrigated lawn areas and other irrigated lawn locations maintained by the City such as civic sites. Mowing services include mowing, edging and removal of the grass clippings. Landscape maintenance services to the Tax Districts is more comprehensive and includes pruning of ground cover, shrubs, and small trees, weed control, blowing of paved areas and inspection of irrigation systems.
Mowing services provides a critical service to the city by performing regular mowing of sports fields, irrigated grassy areas for play and picnic, and at civic sites. The Tax District areas are generally roadside landscaping that is funded by a tax district of the surrounding neighbors. There are six (6) Tax Districts that will receive these general maintenance services and approximately 74 city park sites that will receive mowing services.
Roadway and civic sites landscape maintenance is currently provided with one-time funds that expire in November 2024. The Section 2, Civic and Roadway sites bid has been canceled due to insufficient on-going funds for this service.
PRIOR CITY COUNCIL REVIEW
On September 24, 2019, the City Council conducted a study session to review proposed options for continuation of citywide contracted landscape services, including weed control methods for parks, civic sites, and roadway landscapes.
October 1, 2019, the City Council awarded the three (3) year Citywide landscape service General Service Agreement of $3,234,168 to Signature Coast Holdings, LLC with Resolution RES-2019-152 for mowing services only. (Signature Coast Holdings, LLC, now Brightview Landscape Services, Inc.).
July 14, 2020, the City Council awarded a first amendment to the contract to add additional City owned parks and buildings for mowing services and increased the contract by $39,930.
July 19, 2022, the City Council awarded a second amendment to the contract to include removal of leaves, trash and debris, blowing, pruning and weed control of parking garage facilities, and increased the contract by $11,000.
November 15, 2022, the City Council awarded a third amendment to the contract with Resolution RES-2022-221 to extend the term for one additional year and increase compensation by $1,179,982.08.
November 14, 2023, the City Council awarded a fourth amendment to the contract with RES-2023-185 to include special Tax Districts, increasing compensation by $2,434,611.02 and extended the term of the agreement to November 19, 2024.
ANALYSIS
On May 9, 2024, Invitation for Bids (IFB) 24-08, solicited by the City of Santa Rosa for landscape maintenance services, was opened. Four proposals were received, all offers were considered responsive to the solicitation. A tabulation of the responsive and responsible bids received is listed below:
Bidder
Price
Section 1 Parks Lawn Maintenance
Brightview Landscape Services
$2,821,488.12
New Image Landscape Company
$3,288,603.90
Nieto Landscaping & Maintenance
$3,330,447.96
*Green Vine Landscaping Inc
$3,522,312.00 (*$3,517,312.00)
Section 2 Civic and Roadway Sites
Section Canceled – Insufficient Funds
Section 3 Tax Districts
*Green Vine Landscape Services
$136,800 (*$135,432)
New Image Landscape Company
$138,644.76
Nieto Landscaping & Maintenance
$145,815.36
Brightview Landscape Services
$164,876.04
*Local Preference applied
Approval of split awards of Sections 1 and 3 will result in a total cost savings of $28,076.04 for the three-year period, see Attachment 1 for Bid Results Spreadsheet. New agreement services will begin on December 1, 2024, through November 30, 2027.
FISCAL IMPACT
Approval of this action does not have an additional fiscal impact on the General Fund. Funds for these services are already budgeted for the 2024/2025 Fiscal Year. Also, the Tax District maintenance is funded from taxes collected from each Tax District and is not funded from the General Fund.
ENVIRONMENTAL IMPACT
This action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Bid Results Spreadsheet v2
Resolution
Exhibit A - F002850 Brightview Landscaping Agreement
Exhibit B - F002853 Green Vine Landscaping Agreement
PRESENTER
Jen Santos, Deputy Director Recreation and Parks
SPLIT BID AWARD OF IFB 24-08 – GENERAL SERVICE AGREEMENTS FOR CITYWIDE LANDSCAPE SERVICES PAGE 3 OF 3