CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: September 2, 2025
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Erik Billing, Public Works Operations Supervisor
Toni Bertolero, Engineer, Public Works Department
Subject: Award of Landscape Maintenance Services Contract to PJM Yard Maintenance =========================================================================================== RECOMMENDATION:
That the City Council accept the quotes received and award the Landscape Maintenance Services Contract to PJM Yard Maintenance for an amount not to exceed $70,020.00 for service from October 2025 through June 2026.
EXECUTIVE SUMMARY:
Staff prepared a Request for Quotes (RFQ) for landscape maintenance services (Attachment 2) and released it on July 31, 2025. Quotes were due on August 10, 2025, and two contractors submitted bids. The bid summary, for monthly services, is as follows:
Table 1 – Bid Summary for Monthly Landscape Maintenance Services Contractor Parking Lots Parks Crosswalks &
Bulbouts Median Strips Total
Park Landscape
Maintenance
$1,950.00 $4,825.00 $975.00 $360.00 $8,110.00
PJM Yard
Maintenance
$3,110.00 $2,110.00 $1,170.00 $1,390.00 $7,780.00
The lowest bid is from PJM Yard Maintenance for a total monthly amount of $7,780.00. Assuming 9 months of service, the total cost is $70,020.00. The Notice to Proceed is anticipated to start October 1, 2025.
BACKGROUND
At the July 1, 2025 Budget Hearing, the City Council approved a landscape maintenance services contract to address staffing shortages in the Public Works Department, while also providing an opportunity for City staff to focus on higher-level responsibilities through mentoring and training. The approved budget for this service was $72,000 in the Public Works/Parks operations budget.
DISCUSSION:
The RFQ was released on July 31, 2025, and two quotes were received by the deadline. PJM Yard Maintenance submitted the lowest responsive bid.
STAFF ANALYSIS:
Staff reviewed the submitted quotes and found them responsive. PJM Yard Maintenance has not performed work for the City but has previously performed landscape maintenance services for the City of Cotati so does have experience working for a public agenda. Awarding this contract to PJM Yard Maintenance provides landscape maintenance service at the lowest cost and aligns with the approved budget.
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025
CITY COUNCIL GOALS/PRIORITIES/ AND OR GENERAL PLAN CONSISTENCY:
This agenda item represents the City Council goals/priorities as follows:
Goal 4 – High Performance Organization
Achieving staffing/ Program targets that match best standards and efficiency/operational staffing efficiencies/baseline budgets/performance management
This agenda item represents the City Council General Plan Consistency (if applicable):
N/A
FISCAL IMPACT:
There is no fiscal impact with this approval as the landscape maintenance work is included in the adopted Fiscal Year 2025-26 budget in the Public Works/Parks operating budget. The amount allocated in the FY 25 26 Public Works adopted budget is $72,000 for this contract.
COMMUNITY OUTREACH:
This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date. The City has also used social media to promote and advertise the City Council Meeting Agenda Items.
As of the writing of this agenda item report, the City has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this agenda item report, such comments will be provided to the City Council as supplemental materials before or at the meeting.
RESTATED RECOMMENDATION:
That the City Council accept the quotes received and award the Landscape Maintenance Services Contract to PJM Yard Maintenance for an amount not to exceed $70,020.00 for service from October 2025 through June 2026.
CITY COUNCIL OPTION(S):
Council could choose not to award the landscape maintenance service contract if it chooses to have Public Works staff perform the work instead.
ATTACHMENTS:
1-PJM Yard Maintenance Quote Submitted
2-RFQ for Landscape Maintenance Services
APPROVALS:
Department Head Responsible for Agenda Item: Approval Date: 8/18/25 CEQA Determination (Community Development/Planning): Approval Date: 8/13/25 The action is not a project under the California Environmental Quality Act (CEQA).
Administrative Services (Financial): Approval Date: N/A Costs authorized in City Approved Budget: Yes ☐ No ☐ N/A Account Code: 100-41-03-4210 $72,000
City Attorney Approval Approval Date: N/A
City Manager Approval: Approval Date: 8/18/25
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025
!"#
$%
&# &%
$'($)*+,-)./#)0*1/*)*-/!/230-/452601754!/8),15.59 6
&
6 &
:
;<=>?@==A
B
CD E
FCC
E
D
G E
HIJ
FCC
6
K
%!'"
!
L
$
BM
N OH
PN H D BGB
QQ N RB
SN
TUVUWXYIYZ CM
N OH[E
B\[
N
RB
SN
TUVUWXYIZ !'$'6
6&
'&
F]
CG
NB B
B]
C
B
O ^
][][G
CG
^M B
^
B
CH_
B ^B DG
BB ]B
B\[
S
PJM YARD MAINTENANCE, INC.
LUPE GARCIA, CFO/OFFICE MANAGER
3569 Brooks Ave Santa Rosa, CA 95407
707-792-2200
[email protected]
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025
! "#
$$%
%
#
# %
%## %
#&#
'$ $
&
$# &
%
()****+**+ !,-./0,1
.23014!,/5678839:
82;0-8< = > #
% > #?# > "&
@
> ABCDEFGHIBJCK
.235678839:
82;0-8< >
L M'
L
L >
$
N
O>
L P#Q RO>
L ABCDEFGHIBJCK 2,55S.93TU9VW,U/X59.1Y5ZT,/[
0Y856\;82:/[827883<
Q' O]
L
Q' #^
O]& #^
O]
L #^
O
Q' #^
O>%# $Q'
Q' _# `
Q' Q
Q' ?
$
Q' OQ' % Q' ^
#Q' ABCDEFGHIBJCK a8Y0.1
/20bc 28.T8/S881
0Y8S.935.1Yd81-8561-8
82a,1/[< ' >
& _
$N
N
$ ABCDEFGHIBJCK
$3,110.00
$2,110.00
$1,170.00
$1,390.00
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025
!"#$ $%$
&
'(
)$
%
*
+
,- +
.
,+
/, +,
0 1,
,+/+ 2 34
5
+
++
367,
,
35
/
3.+ 89 /
7,/
/
8
,
++
9 3.+ 89
./ /
/
/
%
)%)
!"$)
:
7 +
./
7
; +
, 7
< /,
./
/
/2 35
=/
3>
/ >
,
, <
+, ?*@@>1>A4*=BC:>CDC41E
/, B0 "F
$#
1,
+
2
@
4
891 "F
$# !" $
,
B/
7,
; +
+
+
/
+C<
/ /
7G/
0.
, + +
+ 0 1,
+@,
,+,
. , 77+
,
H / ,
2?) !#IJKLMINO
IPJQOJIJMOORSPMOE01,
,+
7, ;
,
+ . 7
+
+, /
/T
. /
0 B
+
/
/
./
08/04/2025
LUPE GARCIA Office Manager/CFO
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025
CITY OF SEBASTOPOL
PUBLIC WORKS DEPARTMENT
714 Johnson Street, Sebastopol, CA 95472
(707) 823-5331
[email protected]
REQUEST FOR QUOTATIONS
FOR
LANDSCAPE MAINTENANCE
SERVICES
Issued:
Quotes Due:
JULY 31, 2025
AUGUST 11, 2025, 5:00 PM
INTRODUCTION:
The City of Sebastopol (“City”) invites contractors to provide a quotation for landscape maintenance services for the City of Sebastopol for FY2025/26. This Request for Quotations (RFQ) is due by the date and time stated above. However, if the City does not receive at least one Quotation, the City reserves the right to accept Quotations from other contractors beyond the due date and time listed.
SCOPE OF SERVICE:
This RFQ is for the following tasks:
• Mowing, weeding, vegetation control
• Pesticide-free chemicals
• Collection and removal of all vegetative and non-vegetative litter debris • Traffic control as may be needed
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025
• All necessary trucking, hauling and dumping fees
• All work must be performed during standard hours of operation as allowed under City of Sebastopol Code.
Note: Irrigation maintenance and tree care services are not requested at this time and will continue to be the responsibility of the City.
Locations and Service Frequency
Weekly Service
• Parking Lots:
Burnett Street Lot
Chamber of Commerce Lot
South High Street Lot
Town Plaza Lot
• Parks:
Libby Park
Ives Park
Spooner Park
Laguna de Santa Rosa
Community Center @Laguna Park
Youth Annex @Laguna Park
Every Other Week
• Crosswalk bulb-out Islands, (both sides):
Petaluma Avenue @ Walker
Petaluma Avenue @ Palm Avenue
South Main Street @ Willow Street
South Main Street @ Walker
South Main Street @ Palm Avenue
South Main Street @ Litchfield Avenue
South Main Street @ Fannen Avenue
North Main Street @ Keating Avenue
North Main Street @ Analy Avenue
Healdsburg Avenue @ Pitt Avenue
Healdsburg Avenue @ Florence Avenue
Healdsburg Avenue @ Murphy Avenue
Once Per Month
• Median Strip and area between sidewalks and fences:
Covert Lane between Norlee Street and Ragle Road
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025
STANDARD OF CARE
All work should be performed in a professional manner and in accordance with good trade practice and must be continually acceptable to the City. All labor and supplies should continually conform to recognized standards accepted by industry trade standards. The contractor should provide only qualified personnel; fully trained and experienced in performing the work requested in accordance with good industry practice.
As deemed by the City, call backs for incomplete, unsatisfactory and/or guarantee work, should be at the sole expense of the contractor and to the satisfaction of the City. The City shall have final authority and sole discretion as to the acceptability of the work.
ADDITIONAL REQUIREMENTS:
1. The contractor should be available at all reasonable times to report and confer with City staff with respect to the provided services.
2. The contractor shall designate an individual to serve as the primary point of contract for the Service Agreement.
3. The contractor or designate should respond to City requests for time-sensitive and emergency services within two (2) hours, and general inquiries with twenty-four (24) hours, unless otherwise stipulated in the Service Agreement.
4. In the event of a problem of potential problem that may impact the quality or quality of work, services, or level of performance, the contractor should notify the City immediately in writing (email/fax) and by telephone.
5. While the services are to be continuous, the City reserves the right to suspend any or all work due to poor weather conditions or public events affecting the service locations and authorize the delayed work to be performed at a later date.
6. The contractor is responsible for complying with the California Environmental Quality Act and requirements of environmental resource agencies.
7. The contractor is responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the service.
8. The contractor must maintain insurance coverage per the requirements outlined on our website https://www.cityofsebastopol.gov/contractors-consultants/.
9. The contractor must maintain a Business License with the City of Sebastopol. This license is a $50 charge and can be obtained by calling the City’s Administrative Services Department at (707) 823-7863.
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025
QUOTATION SUBMITTAL FORM
RFQ TITLE: Landscape Maintenance Service for City of Sebastopol
CONTRACTOR
Legal Name
Contact Person and Title
Business Address
Business Telephone
Business E-Mail Address
CITY OF SEBASTOPOL
City Contract Representative: Elissa Overton, Engineering Technician II [email protected]
(707) 823-2151
City Field Representative: Erik Billing, Public Works Supervisor [email protected]
(707) 823-5331
SELECTION CRITERIA
Award of the service contract will be based on a combination of:
• Quality of work, if work has been performed for the City of Sebastopol • References
• Statement of Qualifications and Experience
• Price
The selection committee will consist of Public Works staff.
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025
COST PROPOSAL
The bidding contractor shall fill in the cost for each of the locations as shown in the form provided below and in the following price format: $XXXX.XX.
Location
Parking Lots (Weekly Service)
Burnett Street Lot
Chamber of Commerce Lot
South High Street Lot
Town Plaza Lot
Total per month
Parks (Weekly Service)
Libby Park
Ives Park
Spooner Park
Laguna de Santa Rosa
Community Center @Laguna Park
Youth Annex @Laguna Park
Total per month
Crosswalk Bulb-out Islands, Both Sides (Every Other Week) Petaluma Avenue @ Walker
Petaluma Avenue @ Palm Avenue
South Main Street @ Willow Street
South Main Street @ Walker
South Main Street @ Palm Avenue
South Main Street @ Litchfield Avenue
South Main Street @ Fannen Avenue
North Main Street @ Keating Avenue
North Main Street @ Analy Avenue
Healdsburg Avenue @ Pitt Avenue
Healdsburg Avenue @ Florence Avenue
Healdsburg Avenue @ Murphy Avenue
Total per month
Median Strip / Area Between Sidewalks and Fences (Once Per Month) Covert Lane between Norlee Street and Ragle Road
Total per month
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025
STATEMENT OF QUALIFICATIONS AND EXPERIENCE
A letter signed by an authorized representative should be attached to this Quotation Submittal.
The letter should include:
• Name of Business and address
• How long the business has been in operation
• Business license number
• Provide (3) references with contact information (name, phone number, address) • Provide (3) service contracts of similar scope
CONTRACT REQUIREMENTS
Upon award of services, you will be required to obtain the following prior to execution of the services contract:
• City Business License
• Proof of Insurance
Information on these items is further explained in the “ADDITIONAL REQUIEMENTS” section of the RFQ.
SUBMITTAL STATEMENT
This Quotation is Submitted by:
Signature Date
Name (Print) Title
SUBMITTAL OF QUOTATION
Submit this entire RFQ, complete with all required information filled in, and a Statement of Qualifications and Experience letter to [email protected] by the due date and time.
The emailed PDF of this submittal should have the following words in the subject line of the email: “RFQ Landscape Maintenance Service”. The email should be sent with request that delivery was sent and read for the contractor’s verification of submittal.
RFQ for landscape maintenance services
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for September 2, 2025