Agenda Item Wording:
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Authorize the City Manager to Award RFB 22-23-13 annual contract for Landscape Maintenance of Landscape and Lighting Districts within Quadrant M to JC’s Land Management, Inc., of Kingsburg, CA, for an annual not to exceed amount of $43,065.00.
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Deadline for Action: 11/6/2023
Submitting Department: Community Services
Contact Name and Phone Number: Zach Huff, Acting Urban Forestry Supervisor 713-4295; zach.huff@visalia.city <mailto:zach.huff@visalia.city> Alvin Dias, Parks and Facilities Manager 713-4564; alvin.dias@visalia.city <mailto:alvin.dias@visalia.city> Kelli Kincaid, Community Services Director 713-4042; kelli.kincaid@visalia.city <mailto:kelli.kincaid@visalia.city>
Department Recommendation:
It is recommended that the City Council authorize the award of an annual contract for landscape maintenance to JC’s Land Management, Inc., of Kingsburg, CA, in the amount of $39,149.76 plus a ten percent contingency, per specifications of RFB 22-23-13. The total annual not to exceed amount is $43,065.00.
Background Discussion:
The previous Quadrant M landscape contract expired on April 30, 2022, and has been on a month-to-month basis with a temporary contractor, awaiting the award of a new formal landscape maintenance contract. Quadrant M is in the northcentral portion of the City, between N. Mooney Blvd. to the west, W. Riggin Ave. to the north, N. Dinuba Ave. to the east, and W. Houton Ave. to the south, and is one of several Landscape and Lighting Quadrants that are on temporary month-to-month contracts to be awarded through a formal Request for Bidders (RFB) process.
On August 23, 2023, and August 29, 2023, the City solicited bids by advertising in the Visalia Times Delta with the RFB posted on Bid-Net. The City also mailed RFB notices, inviting contractors to participate in this bid process.
On Tuesday, September 12, 2023, a pre-bid meeting was held in the City Council Chambers. During the pre-bid meeting, staff reviewed the bid specifications, reviewed the mandatory requirements imposed by the State of California Department of Industrial Relations and answered questions.
Staff received several questions from contractors where staff carefully reviewed and answered them in separate addendums.
On September 26, 2023, the City received bids from five (5) contractors in the Bid Summary below. JC’s Land Management, Inc., of Kingsburg, CA was the qualified low bidder for RFB 22-23-13 Landscape Maintenance of Quadrant A contract.
• JC’s Land Management, Inc., Kingsburg, CA $39,149.76 annually
• Brightview, Fresno, CA $42,388.20 annually
• Perfect Care Landscape & Maintenance, Tulare, CA $58,227.72 annually
• Elite Maintenance and Tree Service, Clovis, CA $59,759.88 annually
• Clean Cut Landscape Management, Clovis, CA $69,219.00 annually
With this contract, some extra work may be needed from time to time, such as shrub and tree replacement, irrigation improvements, and fertilization in districts with sufficient funding. A ten (10) percent contingency is being added to the contract to cover those extra tasks. The scope of work was also updated giving the contractor more specific shrubs heights and leaf litter cleaning intervals to improve the appearance of the landscapes. Another change within the scope of work for landscape maintenance contracts going for three (3) tiers of level of service. This will enable City staff to reduce cost for districts where expenditures are higher than revenues, by reducing the intervals of service. (Please attachment Levels of Service) JC’s Land Management currently has other landscape maintenance contracts in various locations in the City and is fully aware of the expectations by residents and staff to maintain the districts within Quadrant M at a “Level A” service.
This is considered a Public Works maintenance contract and therefore, is subject to State of California prevailing wages, registration with the Department of Industrial Relations and submission on certified payroll to the Labor Commissioner as well as other requirements outlined in the City’s Labor Compliance Manual which was a part of the specifications.
Annual price increase adjustments at time of renewal of contract are based on the Consumer Price Index specified in the contract documents. Cost for future additions to the project area (if necessary) will be calculated by multiplying the Contractor’s Unit Price by the square footage of area being added to contract.
The initial agreement is for a 12-month period, with an option to renew annually for 4 one-year periods upon providing satisfactory performance and as mutually agreed.
Fiscal Impact:
The fiscal impact for RFB 22-23-13 Annual Contract for Landscape Maintenance of Quadrant M will be allocated from Fund 273 Landscape and Lighting 2731-55230 account, of which sufficient funds have been budgeted.
Prior Council Action: None
Other: None
Alternatives: Reject low bidder and go out for another Request for Bidders.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to award an annual contract for landscape maintenance of Quadrant M, to JC’s Land Management, (RFB 22-23-13) for an annual not to exceed amount of $43,065.00.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Annual Contract for Landscape Maintenance of Quadrant M RFB 22-23-13, Exhibits, JC’s Land Management, Inc. signed bid form.