REPORT TO THE CITY COUNCIL
October 2, 2014
FROM: SCOTT L. MOZIER, PE, Director
Public Works Department
THROUGH: SCOTT W. KRAUTER, PE, Assistant Director
Public Works Department, Street Maintenance Division
BY: AARON A. AGUIRRE, Public Works Manager
Public Works Department, Street Maintenance Division
SUBJECT
Title
Approve a Requirements Contract with Elite Maintenance and Tree Service, Inc. in the amount of $585,162 to provide monthly landscape maintenance service in selected Community Facility Districts and Landscape and Lighting Maintenance Districts
Body
RECOMMENDATION
Staff recommends an approval of a Requirements Contract with Elite Maintenance and Tree Service, Inc. ("EMTS") of Fresno, CA in the amount of $585,162 to maintain existing Community Facility Districts ("CFD") and Landscape and Lighting Maintenance Districts ("LLMD") landscapes in selected areas throughout the City of Fresno ("City").
EXECUTIVE SUMMARY
The City solicited proposals for professional landscape maintenance services covering the CFD and LLMD landscapes located in selected areas of northeast, northwest and southwest Fresno. The scope of work consists of maintaining approximately 5,780,439 square feet of existing, mature landscaped buffers that are currently managed by a combination of City crews and a contracted vendor. This contract shall be in effect for five (5) years from the date of the Notice to Proceed and may be extended, at the City's sole discretion, for three (3) one-year increments.
Currently the CFD landscapes are maintained every 60 days and the LLMD landscapes are maintained every 120 days. With this new contract, all landscapes will receive an increased level of service by reducing the targeted cycle times in half to 30 days for CFD's and 60 days for LLMD's.
BACKGROUND
The landscape maintenance contract provides for routine maintenance in various CFD and LLMD landscapes located within designated areas of northeast, northwest and southwest Fresno (see attached map). These landscapes are trees and shrubs that typically require weeding, clearance trimming and debris removal (does not include turf).
The City is currently operating under a requirements contract to maintain approximately 1,500,000 square feet of CFD landscapes in the northwest and northeast areas on a minimum 60 day cycle. Over the past 3 years, the CFD tract-by-tract accounting system indicates that collected assessments will allow a higher level of service in most CFD landscapes. In addition to the enhancements in the CFD programs, the LLMD landscapes will also see a significant enhancement under this contract by again reducing their service levels from 120 days to 60-day service intervals. Not all CFD and LLMD's are included in this contract. The landscapes not under this contract will be maintained with City forces, but should also have the same service level increase to 30 days in CFDs and 60 days in LLMDs. The awarding of this contract will not result in a single City of Fresno employee being displaced or relocated to another department within the City.
A Request for Proposal ("RFP") was advertised and resulted in submissions from four proposers. Of the four proposers, EMTS submitted a proposal in the amount of $585,162 for routine monthly landscape maintenance services. This proposer conformed to all the RFP requirements and was determined to be the most capable of meeting all requirements of the City's published specifications.
The Evaluation Committee was comprised of staff from the Public Works Department and the Parks, Afterschool and Community Services Department. The Committee evaluated the proposal based on the following criteria: Conformance to the terms and conditions of the RFP, ability to meet the stated service requirements, past performance and experience, financial stability and cost of service. The committee selected EMTS as the vendor who offers the best overall value to the City and meets all the criteria as specified in the RFP. The attached Bid Evaluation provides more detail on the received proposals and the selection process.
It should be noted that the RFP was advertised without prevailing wage requirements. The previous landscape maintenance requirements contract did not include prevailing wage requirements. During the proposal evaluation period for this new contract, the City Attorney's Office recommended that prevailing wage requirements be included as part of this contract. So, the prevailing wage requirements were negotiated through the addendum process with EMTS after selection. EMTS agreed that prevailing wage requirements for routine landscape labor will not result in a price increase to their original bid proposal prices.
ENVIRONMENTAL FINDINGS
Routine landscape maintenance is not defined as a project under the California Environmental Quality Act and does not require an environmental finding.
LOCAL PREFERENCE
The local preference did not impact the vendor selection of this services contract, as all four landscape vendors who submitted proposals do have a local service office as defined in section 4-108 of the Fresno Municipal Code.
FISCAL IMPACT
This contract was anticipated and funds were included in the FY 2015 CFD and LLMD budgets.
Attachments: Monthly Landscape Service Locations (1 page)
9271 Committee Report (3 pages)