Agenda Item #13.9
For Council Meeting of: May 13, 2025
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DONTÉ WATSON, DIRECTOR, RECREATION AND PARKS DEPARTMENT SUBJECT: BID AWARD – GENERAL SERVICE AGREEMENT FOR CITY ROADWAY LANDSCAPE SERVICES WITH BRIGHTVIEW LANDSCAPE SERVICES, INC.
AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Recreation and Parks and Finance Departments that the Council, by resolution: 1) approve General Services Agreement Number F002999 with Brightview Landscape Services, Inc., Blue Bell, Pennsylvania, in an amount not to exceed $1,888,347.84 for roadway landscape services for a period of three (3) years, with two (2) one-year renewal options; and 2) amend the Fiscal Year 2024-25 budget to increase appropriations in the General Fund in the amount of $1,888,347.84 with a corresponding increase in revenue.
EXECUTIVE SUMMARY
Roadway landscape maintenance services are required for various locations throughout the City of Santa Rosa. Approval of the General Services Agreement Number F002999 with Brightview Landscape Services, Inc. will provide for consistent maintenance of roadway landscapes throughout the city.
BACKGROUND
Roadway landscape maintenance services are provided to medians and frontages, totaling approximately 65 acres across 105 separate locations. Roadway landscape maintenance includes, but is not limited to all weeds, trees, shrubs, ground cover, and paved areas.
Roadway maintenance services have been provided by contracted services following the economic downturn in 2008 until the last few years. One-time funds were utilized to fund a temporary contract for weed removal and landscape maintenance services in the roadway sections which expired in 2024. Since then, internal city staff have shifted service to perform the necessary roadway maintenance.
On September 10, 2024, Section 2 of the Invitation for Bid (IFB) 24-08, related to Roadway Landscape services, was canceled due to insufficient funding. After revising and reducing the scope of work multiple times, and working with Finance to identify additional funds, a bid for roadway landscape maintenance was advertised under IFB 25-03 with base locations and an optional location along Fountaingrove Parkway if funding was available.
PRIOR CITY COUNCIL REVIEW
On September 10, 2024, the Council approved the award of a split bid for IFB 24-08. Brightview Landscape Services, Inc. was selected for Section 1, Mowing Services, and Green Vine Landscaping, Inc. was chosen for Section 3, Tax District landscape services, totaling $2,959,288.12 for three-year fixed-price agreements, with two one-year renewal options. Section 2 of IFB 24-08, related to Roadway Landscape services, was canceled due to insufficient funding. After reviewing the scope of work, Parks decided to rebid the service under IFB 25-03.
ANALYSIS
On February 18, 2025, IFB 25-03, solicited by the City of Santa Rosa for roadway landscape maintenance services, was opened. One proposal was received and was considered responsive and responsible to the solicitation.
A comparison of the cost from the single response received under IFB 25-03 (1,888,347.84) to the previous low bid under IFB 24-08 Section 2, which was canceled at $2,890,278.48, shows a difference of $1,001,930.64. Based on this comparison, staff considers the single bid response for this service to be fair and reasonable.
The Agreement with Brightview to provide roadway services will include all roadway areas within the City at the time of this bid except the following locations: Highway 12 and Stony Point/Marlow. Staff will continue to maintain these two locations.
The Agreement provides the City with regular, consistent maintenance of roadway landscapes.
FISCAL IMPACT
Approval of this action will not result in any additional fiscal impact on the General Fund. Funding for landscape maintenance services is already included in the FY 2025/2026 operational budget under general ledger account 090303-5321. One-time funds from the Landfill Settlement Contingency Fund are available in an amount not to exceed $1,076,000 to supplement the three-year general fund contribution of $812,347.84, which will fund the full three-year agreement term. Funding for services beyond this period has not yet been determined.
ENVIRONMENTAL IMPACT
The Council finds that pursuant to CEQA Guidelines Section 15378, the proposed action is not a “project” subject to the California Environmental Quality Act (CEQA) because it does not have a potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. In the alternative, the proposed action is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3) because it can be seen with certainty that there is no possibility that the project may have a significant effect on the environment.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution/Exhibit A – General Services Agreement Number F002999
PRESENTERS
James Castro, Parks Superintendent
Jennifer Myles, Purchasing Agent
BID AWARD – GENERAL SERVICE AGREEMENT WITH BRIGHTVIEW LANDSCAPE SERVICES, INC. FOR CITY ROADWAY LANDSCAPE SERVICES PAGE 3 OF 3