REPORT TO THE CITY COUNCIL
FROM: SCOTT L. MOZIER, P.E., Director
Public Works Department
BY: BRIAN E. RUSSELL, Assistant Director
Public Works Department, Streets, Landscape, and Graffiti Divisions
MARK A. RIVAS, Senior Management Analyst
Public Works Department, Streets, Landscape, and Graffiti Divisions
SUBJECT
Title
Approve an increase to the requirements contract for Weekly Landscape Maintenance Services in the amount of $520,000.00 to Brightview Landscape Services and $123,000.00 to Elite Maintenance & Tree Services, both of Fresno, California for a total of $643,000.00. (Bid File No. 9273) (City wide)
Body
RECOMMENDATION
Staff recommends the City Council approve an increase in contract amount on the existing requirements contract in the amount of $643,000.00 to Brightview Landscape Services and Elite Maintenance & Tree Services, both of Fresno, California, for weekly landscape services, which will allow services to remain uninterrupted while the contract is rebid.
EXECUTIVE SUMMARY
The Landscape Maintenance Division of Public Works maintains several City owned and maintained landscapes throughout the City with a combination of City crews and contracted landscape vendors.
Contract bid file no. 9273 is a requirements contract for weekly landscape maintenance to multiple City owned and maintained landscapes throughout the City. Landscapes such as City Hall, Airport facilities, Police Department facilities, Public Utilities facilities, Community Facility District pocket parks, PARCS pocket parks, Veterans Auditorium, Meux Home, and the Santa Fe Depot are examples of locations that are maintained under this contract.
Weekly Landscape Maintenance Services requirements contract bid file no. 9273 was awarded by City Council on January 15, 2015 to both Brightview Landscape Services (formerly All Commercial Landscape) and Elite Maintenance & Tree Services. The original contract was awarded for $1,249,264.64 per year for an initial term of five years, with the option of three one-year extensions. The Notice to Proceed was issued March 10, 2015, three additional extensions were granted, and the final extension expired on March 10, 2023. The Department of Public Works is currently preparing the bid specifications to rebid the Weekly Landscape Maintenance contract, however additional time and contract authority is needed while staff completes the process of advertising, bidding, awarding, and proceed with a new contract. Staff anticipates a new contract will be ready to present to Council for approval by the end of summer.
Per the special conditions of the original bid specifications, the Purchasing Manager has the authority to extend the contract upon expiration of the final one-year extension for a specified term not to exceed twelve months. The Purchasing Manager has granted a six-month extension to the term of the contract, however the Department of Public Works needs additional contracting authority to increase the contract award amount by $643,000.00 to allow weekly landscape services to continue uninterrupted while the contract is rebid.
BACKGROUND
The Landscape Maintenance Division of Public Works maintains several City owned and maintained landscapes throughout the City with a combination of City crews and contracted landscape vendors.
Funding for Weekly Landscape Maintenance is included in the annual Fiscal Year 2023 Public Works Landscape Maintenance budget, which is funded with General Fund and Community Facilities District funds. These Weekly Landscape Maintenance services are utilized by several other City Departments which have funding identified in the Fiscal Year 2023 budgets of the respective City Departments. These departments include Airports, Police Department, Public Utilities, and Facilities. All costs associated to these departments are invoiced monthly to the appropriate department.
The execution of a requirements contract establishes a firm price, secured through competitive bidding, for a specified time and allows the City to assign weekly landscape maintenance services as needed. The contract specifications and bidding documents are currently being finalized in preparation for rebidding. This additional contract authority is needed to prevent an interruption to landscape services while the contract is rebid.
Staff recommends that the City Council approve an increase to the requirements contract for Weekly Landscape Services in the amount of $520,000.00 to Brightview Landscape Services and $123,000.00 to Elite Maintenance & Tree Services, both of Fresno, California for a total of $643,000.00. (Bid File No. 9273)
ENVIRONMENTAL FINDINGS
This contact is not subject to environmental findings due to the fact that this is for additional contracting authority to maintain existing City landscaped infrastructure.
LOCAL PREFERENCE
Local preference was not implemented because this is a request for additional funds for an existing contract.
FISCAL IMPACT
This item increases the total award of the contract to accommodate additional contract authority. General Funds are budgeted for purchases on this contract. Appropriations in the FY2023 budget funded through Community Facilities District 2, Community Facilities District 11, and Community Facilities District 9 will be identified within the requesting Departments FY2023 adopted budget at the time of service.
Attachment:
Fiscal Impact Statement