REPORT TO THE CITY COUNCIL
FROM: SCOTT L. MOZIER, PE, Director
Public Works Department
BY: BRIAN E. RUSSELL, Assistant Director
Public Works Department, Streets, Landscape, and Graffiti Divisions
ERIK LAFON, Project Manager
Public Works Department, Landscape Maintenance Division
SUBJECT
Title
Award a Requirements Contract to Briner & Son Inc. of Fresno, California, to provide Landscape Maintenance Services to Community Facilities District No. 15 within the City of Fresno, for one year with seven optional one-year extensions in an amount not to exceed $128,586.28 per year plus an annual 20% contingency (RFP No. 12500184), and to authorize the Public Works Director or designee to sign the contract on behalf of the City. (Council District 6)
Body
RECOMMENDATION
Staff recommends that the City Council award a Requirements Contract for one-year with seven optional one-year extensions in an amount not to exceed $128,586.28 per year plus an annual 20% contingency to Briner & Son Inc. of Fresno, California, as the best value for Landscape Maintenance Services - Community Facilities District No. 15, and to authorize the Public Works Director or designee to sign the contract on the City’s behalf.
EXECUTIVE SUMMARY
The Landscape Division of Public Works is seeking a Requirements Contract to provide landscape maintenance services for Community Facilities District No. 15 (CFD No. 15). The contract funding source is CFD No. 15. The Landscape Maintenance Division is responsible for maintaining CFD No. 15 and strives to deliver services that meet the City’s standards. The areas to be maintained include landscaped beds along streets, trails, and median islands. This Request for Proposal (RFP) was advertised and then evaluated by an Evaluation Committee (Committee) with the goal of awarding a contract to the proposal that provides the best value for the City. The proposal submitted by Briner & Son Inc. was determined to provide the best value for the City.
BACKGROUND
CFD No. 15, also known as The East Copper River Ranch Maintenance District, funds the maintenance of public improvements, including landscaping services within its boundaries. Located near the northwest corner of East Copper Avenue and North Willow Avenue, CFD No. 15 covers maintenance of landscaped areas, trees, irrigation systems, median island improvements, and park landscaping. This includes tasks such as mowing, edging, fertilizing, pruning, and replacing trees and shrubs, as well as repairing and maintaining irrigation systems. The City of Fresno is responsible for providing these landscaping services, either directly or through contracted third-party providers.
The landscape area is primarily maintained by contractors under City contract and developers, while City crews maintain a small section of public trail. The goal of this RFP is to consolidate all landscape maintenance services into a single, comprehensive package, ensuring a high level of service and preserving the appearance of the area. It is anticipated that the scope of work will grow as development within CFD No. 15 progresses, incorporating new landscape areas into the contract.
On August 2, 2024, the City posted the RFP on Planet Bids to provide the City with landscape maintenance services.
Following the receipt of three proposals on September 24, 2024, an Evaluation Committee was established. The Committee included the Public Works Manager, Landscape Superintendent, and Landscape Project Manager from the Landscape Division, along with a PARCS Projects Administrator from the PARCS Department, a Supervising Engineering Technician from the Department of Public Works Land Planning and Subdivision Inspection Section, and members of the Procurement team assigned to the project(s). The goal of the Committee was to thoroughly review each proposal resulting in a recommendation of the proposal which represented the best value to Council. As part of the review, 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 based on references, 4) conformance to the terms and conditions of the RFP, 5) financial stability based on information provided on the Statement of Qualifications, and 6) other related information. In addition to the established criteria, the Committee also reviewed information collected from follow-up questionnaires and reference feedback.
The Committee met three times over the course of approximately two months to evaluate proposals submitted by three separate contractors. The evaluation process included detailed reviews of all three proposals, discussions about the required service levels, additional requests for information, best and final offer requests, and a thorough vetting process with reference checks.
At the end of the selection process, the committee was unanimous in their decision to recommend Briner & Son Inc. for the following reasons:
• Cost - Two of the three proposals, from New Image Landscape Company and Elite Maintenance & Tree Service (EMTS), exceeded department estimate parameters. Briner & Son Inc. submitted the lowest proposal, which was $86,495.87 lower than the next lowest proposal, making their proposal especially appealing given the limited funding available from the special tax collection.
• Ability - The Committee inquired about the number of individuals dedicated to the contract. Briner & Son Inc. offered a larger crew than both New Image Landscape Company and EMTS, which is critical for ensuring adequate service. EMTS's limited two-person team was deemed insufficient for the specified area.
• Past Performance and Experience - City staff have previous working relationships with EMTS and Briner & Son Inc. With EMTS, City staff often had to spend considerable time inspecting serviced sites for corrections, leading to repeated service cycle delays. In contrast, Briner & Son Inc., despite some irrigation issues, demonstrated a commitment to improvement and utilized a dedicated work order program for efficient issue resolution. The City staff has no prior experience with New Image Landscape Company.
• Financial Stability - All three proposals provided proof of solid company financial positions.
The Committee carefully and thoroughly considered all aspects of the submitted proposals. Appropriate consideration was given to all criteria as set forth in the RFP. Ultimately, the Committee determined the Briner & Son Inc. proposal represented the best value for the City.
The City Attorney’s Office has reviewed and approved as to form.
Staff recommends that the City Council award a Requirements Contract for one-year with seven optional one-year extensions in an amount not to exceed $128,586.28 per year plus an annual 20% contingency to Briner & Son Inc. of Fresno, California, as the best value for Landscape Maintenance Services - Community Facilities District No. 15, and to authorize the Public Works Director or designee to sign the contract on the City’s behalf.
ENVIRONMENTAL FINDINGS
Pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15378, the awarding of this contract is not a project for the purposes of CEQA.
LOCAL PREFERENCE
Local preference is not applicable. However, the recommended proposer maintains its headquarters within the City of Fresno.
FISCAL IMPACT
Appropriations for Landscape Maintenance Services consist of CFD No. 15 funding and do not impact the General Fund.
Attachment:
Bid Evaluation and Committee Report
Vicinity Map