Agenda Item Wording:
title
Award of L&L Contract - Authorize the City Manager to award the annual contract for Landscape Maintenance of Landscape and Lighting Districts within Quadrant G to Elite Maintenance and Tree Service, Inc., not to exceed $101,461.14.
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Deadline for Action: 3/18/2024
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>
Department Recommendation: It is recommended that the City Council authorize the award of an annual contract for landscape maintenance to Elite Maintenance and Tree Service, Inc., of Clovis, CA, in the amount of $101,461.14 to include a ten percent contingency of $9,223.74, per specifications of RFB 22-23-08. The initial agreement is for one-year, with an option to renew annually for 4 one-year periods based on performance.
Background Discussion:
The previous Quadrant G 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 G is in the southwestern portion of the City, between S. Akers ST. to the west, W. Tulare Ave. to the north, S. Demaree ST. to the east, and W. Visalia Pkwy. to the south, and is one of the final two Landscape and Lighting Quadrants that are on temporary month-to-month contracts to be awarded through a formal Request for Bidders (RFB) process.
On January 11, 2024, and January 17, 2024, 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, January 30, 2024, a non-mandatory pre-bid meeting was held in the City Council Chambers. Contractors that did not attend at least one of these meetings were ineligible to submit bids for this contract.
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 Thursday, February 15, 2024, the City received bids from five (5) contractors in the Bid Summary below. Elite Maintenance and Tree Service, Inc., of Clovis, CA was the qualified low bidder for RFB 22-23-08 Landscape Maintenance of Quadrant G contract.
• Elite Maintenance and Tree Service, Clovis, CA $ 92,237.40 annually
• Synthetic Grass Showroom, Clovis, CA $107,691.84 annually
• Clean Cut Land Management Inc., Clovis, CA $111,193.44 annually
• Perfect Care Landscape & Maintenance, Tulare, CA $112,977.48 annually
• Brightview Landscape, Fresno, CA $116,110.92 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 of $9,223.74 would be 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) Elite Maintenance and Tree Services, Inc., is currently performing several landscape maintenance contract for the City and is fully aware of the expectations by residents and staff to maintain the districts within Quadrant G 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.
All prices quoted in response to this Invitation to Bid shall be firm and fixed for twelve (12) months from the annual anniversary date of the agreement. In order to protect the interests of the City and to give the vendor a reasonable basis for bidding, a price adjustment feature is hereby incorporated into the specifications. Prices bid by vendor may be adjusted annually at time of contract renewal and upon mutual agreement of the parties to the contract to allow for price increases or decreases for labor and benefit rates, supplies and materials.
It will be the responsibility of the contractor to request a price adjustment and to provide all documentation necessary. The request for price adjustment must be submitted to the project manager in writing a minimum of thirty (30) but no sooner than ninety (90) calendar days prior to the annual anniversary date of the agreement. Requests filed after this time period will not be considered.
The unit prices for the ensuing contracts shall be based on the movement of the unadjusted figures of the U.S. Bureau of Labor Statistics, Consumer Price Index (CPI) for all Urban Consumers (CPI-U U.S. City Average, All Items). The contract unit prices may be changed in an amount equal to the percentage of movement for the most recent twelve-month period closest to the anniversary month of contract. In no instance shall the price increase exceed 5%. The contracts unit price changes as a result of this formula shall be binding on the contractor for the subsequent contract year. The adjustment of the unit bid price shall not be retroactive and shall apply only to changes incurred after approval.
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 22-23-08 Annual Contract for Landscape Maintenance of Quadrant G 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
Move to Authorize the award of an Annual Contract for Landscape Maintenance of Quadrant G, to Elite Maintenance and Tree Service, Inc., of Clovis, CA. for $101,461.14 annually per specifications of RFB 22-23-08.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Annual Contract for Landscape Maintenance of Quadrant G RFB 22-23-08, RFB 22-23-08 Addendum 1, Exhibits, Elite Maintenance and Tree Service, Inc. signed bid form, Levels of Service.