March 5, 2015
FROM: THOMAS C. ESQUEDA, Director
Department of Public Utilities
THROUGH: MICHAEL CARBAJAL, Division Manager
Department of Public Utilities - Water Division
BY: MARTIN L. WENDELS, Project Manager
Department of Public Utilities - Water Division
SUBJECT
Title
Award a contract in the amount of $221,520 to All Commercial Landscape Services, Inc. to provide landscape maintenance services at various water well sites and Department of Public Utilities Water Division (Water Division) properties throughout the City of Fresno (City) - RFP 9302 - Citywide
Body
RECOMMENDATION
Staff recommends that the City Council award a contract in the amount of $221,520 to All Commercial Landscape Services, Inc. to provide landscape maintenance services at various water well sites and Water Division properties throughout the City of Fresno.
EXECUTIVE SUMMARY
The Water Division solicited contractor bids to provide landscape maintenance for its various water well sites and Water Division properties. All Commercial Landscape Services, Inc. ("ACLS") was found to be the lowest responsive and responsible bidder submitting a bid amount of $221,520. The landscape maintenance contract will cover services for approximately 300 City well sites, the Northeast Surface Water Treatment Facility ("NESWTF") and the Water Division Corporation Yard ("Water Yard").
Funding for this contract is included in the 2015 and 2016 fiscal year budgets. Staff recommends Council award a contract to ACLS for landscape maintenance in the amount of $221,520.
BACKGROUND
The Water Division solicited proposals for professional landscape maintenance services for a network of almost 300 municipal water supply wells, the NESWTF and the Water Yard. A few of these landscapes are currently maintained by ACLS and the rest are being serviced by Water Division staff, or are unmaintained.
The landscape maintenance contract provides for routine weekly, monthly, semi-monthly and quarterly maintenance at City well sites, the NESWTF, and the Water Yard. Currently, ACLS is maintaining landscape services for 28 pump station locations (including the Conservation Gardens/PS#14), the NESWTF, and the Water Yard. Other locations are temporarily being serviced by Water Division staff covering these duties until a contract is awarded after which staff will be reassigned to regular Water Division assignments.
The contract provides for services as follows:
1. 90 monthly well site properties;
2. 11 semi-monthly well site properties;
3. 189 quarterly well site properties;
4. 1 weekly service at 10120 N. Chestnut Avenue. (NESWTF);
5. 1 weekly service at 1910 E. University Avenue (Water Yard);
6. 1 weekly service at 8240 N. First Street. (PS181);
7. 1 semi-monthly service at 6736 E Dakota Avenue (T3 site); and
8. 1 semi-monthly service at 4064 E. Tulare Avenue (PS14A/Conservation Gardens).
A Request for Proposal ("RFP") was advertised on August 29, 2014, and specifications were distributed to 31 prospective proposers, resulting in submission of four proposals. An Evaluation Committee was formed comprised of four City staff members and an individual from the community. The committee evaluated the proposals 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, stability, and cost of services. The committee selected ACLS as the vendor with the best overall value that met the criteria. The attached bid evaluation will provide more detail on the received proposals and the selection process.
It should be noted again that a portion of the landscape services of well sites to be awarded are currently performed by City employees. If the contract is awarded, these employees will be re-assigned to other appropriate duties. In accordance with the terms of the MOU between the City and Local 39, Local 39 was notified a minimum of 30 days before re-assigning City employees to other duties. The Union concurred with the City's plans. It is not anticipated that any City employee will lose their position by the award of this contract.
ENVIRONMENTAL FINDINGS
This is not a "project" as defined in CEQA Guidelines ยง15378.
LOCAL PREFERENCE
The local preference was not applied because the selected bidder resides in Fresno.
FISCAL IMPACT
Funds for this contract have been established for FY 2015 and FY 2016 budgets. There is no General Fund impact.
Attachments:
- Committee Report
- Summary of Proposers