Agenda Item #13.2
For Council Meeting of: September 15, 2026
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JEREMY GUNDY, DEPUTY DIRECTOR – FIELD SERVICES, TRANSPORTATION AND PUBLIC WORKS SUBJECT: BID AWARD AND APPROVAL OF A GENERAL SERVICES AGREEMENT FOR ENGINEERED WOOD FIBER MULCH SERVICES AGENDA ACTION: MOTION
RECOMMENDATION
The Transportation and Public Works and Finance Departments recommend that the Council, by motion, approve General Services Agreement No. F003238 with Air Applied Mulch LLC of Wilton, California, for the purchase, delivery, and installation of engineered wood fiber mulch, for an initial three-year term with two one-year extension options and a total cumulative amount not to exceed $600,000 over the potential five-year term; authorize the Purchasing Agent to execute the Agreement and any approved extensions; and authorize the Purchasing Agent to make minor, non-substantive revisions, subject to approval as to form by the City Attorney. This item has no additional impact on the current fiscal year budget.
EXECUTIVE SUMMARY
The Public Works Department requires the purchase and installation of air-applied wood fiber mulch for various parks in the City of Santa Rosa. The Purchasing Division of the Finance Department issued an Invitation for Bids (IFB) 26-37 for this purchase on April 10, 2026.
GOAL
This item relates to Council Goal #2 - Invest in the Development and Maintenance of the City's Infrastructure by providing maintenance staff with modernized and efficient materials to improve service levels in city parks and other city-owned public spaces while reducing labor demands, maintenance costs, and operational inefficiencies.
BACKGROUND/PRIOR COUNCIL REVIEW
Consistent with the City’s asset replacement and infrastructure improvement practices, TPW maintains a citywide system of public parks, playgrounds, and public spaces that require periodic resurfacing to ensure accessibility, safety, and compliance with the Americans with Disabilities Act (ADA), Consumer Product Safety Commission (CPSC) and ASTM International standards. TPW regularly evaluates public spaces that require frequent maintenance or no longer meet operational and service expectations. Existing playground sand can require frequent maintenance; present health concerns associated with animal waste and dust and provide reduced accessibility for wheelchair users.
Engineered Wood Fiber (EWF) mulch is the standard safety surfacing material used throughout the City’s playground system; however, some playgrounds still utilize sand as the playground surface. Replacing existing playground sand with EWF is a widely used approach in municipal parks to improve accessibility, safety, and maintenance efficiency.
ANALYSIS
On April 10, 2026, the Purchasing Division of the Finance Department issued an Invitation for Bids (IFB) 26-37. Nineteen (19) prospective bidders were notified, and four (4) bidders were deemed responsive and responsible. Air Applied Mulch was deemed the lowest responsive and responsible bidder.
Air Applied Mulch
Wilton, California
$20.50 per yard
$27.00 per hour
Jet Mulch Inc
Capitola, California
$14.50 per yard
$34.44 per hour
Sola De Vega Landscaping
Santa Rosa, California
$110.00 per yard
$75.00 per hour
(Local Preference Discount. -$1.85)
Callahan Landscape Contractors
Santa Rosa, California
$140.80 per yard
$118.82 per hour
(Local Preference Discount. -$2.60)
FISCAL IMPACT
Existing appropriations within Measure M 40% Parks Maintenance, JL Key 09783, are sufficient to support anticipated Fiscal Year 2026-27 expenditures. Expenditures in subsequent fiscal years will be subject to the availability and appropriation of funds in the applicable annual budgets. Approval of the proposed action would have no additional impact on the General Fund.
ENVIRONMENTAL IMPACT
The recommended action is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 (Class 1 – Existing Facilities) because the General Services Agreement provides for the purchase, delivery, and installation of engineered wood fiber as part of the routine maintenance and minor alteration of existing City parks and playgrounds. The authorized work is limited to replenishing existing engineered wood fiber and replacing existing playground sand within established play areas and will involve negligible or no expansion of existing use. The work will not enlarge or relocate playgrounds, remove trees, involve substantial grading or drainage modifications, or construct new facilities. None of the exceptions identified in CEQA Guidelines Section 15300.2 apply.
In the alternative, the recommended 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 approval and implementation of the General Services Agreement, within the defined scope, may have a significant effect on the environment. Any work outside the defined scope will remain subject to applicable environmental review before authorization.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – General Services Agreement
Attachment 2 – Vendor Pricing
PRESENTERS
Jeremy Gundy, Deputy Director – Field Services, Transportation and Public Works
BID AWARD APPROVAL AND ISSUANCE OF A GENERAL SERVICES AGREEMENT FOR MULCH SERVICES PAGE 3 OF 3