REPORT TO THE CITY COUNCIL
FROM: Randall W. Morrison, PE, Director
Capital Projects Department
SCOTT MOZIER, PE, Director
Public Works Department
BY: MAGDALENO JIMENEZ, Project Manager
Capital Projects Department, Transportation Project Management
SUBJECT
Title
Actions pertaining to the Veterans Boulevard Interchange Weekly Landscape Maintenance Services Project. (Council District 2):
1. ***RESOLUTION - Adopting the 4th Amendment to the Annual Appropriations Resolution (AAR) No. 2024-122 appropriating $324,900 for the Veterans Boulevard Interchange Weekly Landscape Maintenance Services; (Requires 5 Affirmative Votes) (Subject to Mayor’s Veto)
2. Award a Requirements Contract in the amount of $264,109.39 with a $26,410.94 contingency to Elite Maintenance & Tree Service, Inc. of Clovis, California, as the best value for Weekly Landscape Maintenance Services in the Veterans Interchange Project Area. (Request for Proposal No. 12401839)
Body
RECOMMENDATION
Staff recommends City Council (1) Adopt the 4th Amendment to the Annual Appropriations Resolution (AAR) No. 2024-122 to appropriate $324,900 for the Veterans Boulevard Interchange Weekly Landscape Maintenance Services; (2) Award a Requirements Contract for 27 months in the amount of $264,109.39, with a $26,410.94 contingency, to Elite Maintenance & Tree Service, Inc (EMTS) of Clovis, California as the best value for Weekly Landscape Maintenance Services in the Veterans Interchange Project Area, and to authorize the Capital Projects Director or designee to sign on behalf of the City.
EXECUTIVE SUMMARY
The City seeks to award a Requirements Contract to provide Weekly Landscape Maintenance Services in the Veterans Boulevard Interchange Project area. The current Contractor for the Veterans Boulevard Interchange Project A. Teichert & Son, Inc. dba Teichert Construction, working with their subcontractor WABO Landscape & Construction, is currently performing landscape maintenance services until August 8, 2024. This Weekly Landscape Maintenance Services contract will initiate a 27-month period following Teichert’s contract, which fulfills a three-year obligation commitment to Caltrans for their required three-year plant establishment period. This Request for Proposal (RFP) No. 12401839 was advertised on March 11, 2024, and evaluated by a selection committee. The proposal submitted by Elite Maintenance & Tree Service; Inc. (EMTS) was determined to provide the best value to the City. This Weekly Landscape Maintenance Services contract is fully funded by Measure C Tier 1 Regional program funds authorized for the Veterans Boulevard Interchange and Extension Project. After the term of this contract has been completed, the freeway interchange landscape maintenance will be taken over by Caltrans.
BACKGROUND
All phases of the Veterans Boulevard Project are now complete and open to traffic. On November 20, 2023, the City held a ribbon cutting ceremony to celebrate the completion of the final phases, which included the Veterans Boulevard Interchange Project and the Veterans Boulevard North Extension Project.
A requirement of the Veterans Boulevard Interchange Project is to fulfill a three-year commitment to Caltrans for Plant Establishment after the project has been completed. Currently the Veterans Boulevard Interchange contractor, Teichert Construction, along with their subcontractor WABO Landscape & Construction, are performing landscape maintenance services until August 08, 2024. This Weekly Landscape Maintenance Services contract will commence the remaining 27 months, fulfilling the three-year commitment to Caltrans for the Plant Establishment period.
RFP No.12401839 was advertised for thirty-six (36) calendar days starting on March 11, 2024, through Planet Bids and the Business Journal. This advertisement resulted in receipt of three proposals for review. A selection committee was formed which was comprised of members from two City Departments, Public Works and Capital Projects. Members included Landscape Superintendents and a Project Manager. The goal of the Committee was to thoroughly review each proposal resulting in a recommendation of the proposal which represented the best value to the City. As part of the evaluation process, the Committee ultimately narrowed the field down to two finalists and scheduled interview meetings with them.
The goal of the committee was to evaluate the proposals and determine what would be the best value to the City of Fresno. The committee members evaluated the proposers on 1) Cost as shown on the proposal form, 2) Ability to meet the stated service requirements, 3) Past Performance and Experience, 4) Conformance to the terms and conditions of the RFP, and 5) Financial Stability based on information provided on the Statement of Qualifications.
The committee met four times over the course of the month to evaluate proposals submitted by the three separate contractors. The evaluation process included detailed reviews of all three proposals, lengthy discussions regarding the current level of service, and additional requests for information. As part of the evaluation process, the committee ultimately narrowed the field down to two, which were not only deemed to possess the resources capable of servicing the City’s needs but also submitted cost proposals within the Division’s budget parameters.
The committee was unanimous in their decision to recommend EMTS, for the following reasons:
• Cost as shown on the Proposal form - There was a significant difference among the final cost proposals for servicing this contract. EMTS provided a cost proposal that was most in line with the City’s budgeted goals.
• Ability to meet the stated service requirements - As part of the evaluation process, the Committee specifically inquired about the number of individuals who would be dedicated to the contract. EMTS demonstrated that they can provide a sufficient number of crews to maintain plant establishment throughout the duration of this RFP.
• Past Performance and Experience - City staff have a previous working relationship with EMTS through past RFP contracts with the City. The Committee expressed no concerns with the contractors' ability to fulfill the work outlined in RFP No. 12401839.
• Conformance to the terms and conditions of the RFP - As part of the evaluation process, the two finalists were mandated to submit all documents in accordance with the terms and conditions outlined in the RFP. EMTS submitted all required documents and adhered to the terms and conditions specified in the RFP.
• Financial Stability - EMTS provided proof of a solid company financial position.
The Committee carefully and thoroughly considered all aspects of the submitted proposals. Appropriate consideration was given to both cost and the ability to provide an acceptable level of service. Ultimately, the Committee determined that EMTS’s proposal represented the most sensible choice and best value to the City.
Staff recommends City Council (1) Adopt the 4th Amendment to the Annual Appropriations Resolution (AAR) No. 2024-122 to appropriate $324,900 for the Veterans Boulevard Interchange Weekly Landscape Maintenance Services; (2) Award a Requirements Contract for 27 months in the amount of $264,109.39, with a $26,410.94 contingency, to EMTS of Clovis, California as the best value for Weekly Landscape Maintenance Services in the Veterans Interchange Project Area, and to authorize the Capital Projects Director or designee to sign on behalf of the City.
The City Attorney’s Office has reviewed and approved to form.
ENVIRONMENTAL FINDINGS
Pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15378, awarding of this contract is not a project for the purposes of CEQA.
LOCAL PREFERENCE
Local preference was taken into consideration for this contract. EMTS is a local business, as defined by the Fresno Municipal Code.
FISCAL IMPACT
The Veterans Boulevard Interchange Weekly Landscape Maintenance Services Project is located in Council District 2. Adoption of the attached AAR Amendment Resolution will appropriate the necessary funding to award the requirements contract in the current fiscal year. This landscape maintenance service contract will not impact the General Fund. All costs will be paid for by Measure C Tier 1 Regional program funding as previously authorized by the Fresno County Transportation Authority.
Attachments:
4th Amendment to Annual Appropriations Resolution No. 2024-122
Bid Evaluation
Committee Evaluation Report
Standardized Contract
Vicinity Map