Agenda Item Wording:
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Award of Landscape Maintenance Contract - Authorize the City Manager to Award annual contract for Landscape Maintenance of Landscape and Lighting Districts to Perfect Care Landscape and Maintenance, of Tulare for an annual not to exceed amount of $71,059.
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Prepared by: Zach Huff, Acting Urban Forestry Supervisor 713-4295; zach.huff@visalia.city Alvin Dias, Parks and Facilities Manager 713-4564; alvin.dias@visalia.city Jason Glick, Community Services Director 713-4042; jason.glick@visalia.city
Department Recommendation: It is recommended that the City Council authorize the award of an annual contract for landscape maintenance to Perfect Care Landscape and Maintenance, of Tulare, CA, in the amount of $64,599 plus a ten percent contingency ($6,460), per specifications of RFB 24-25-38. The total annual not to exceed amount is $71,059.
Summary:
On May 23, 2025, and May 28, 2025, 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 Wednesday, June 11, 2025, 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 questions from contractors where staff carefully reviewed and answered them in separate addendums.
On Tuesday, June 24, 2025, the City received bids from six (6) contractors in the Bid Summary below. Perfect Care Landscape and Maintenance, of Tulare, CA was the qualified low bidder for RFB 24-25-38 Landscape Maintenance of Quadrant P contract.
• Perfect Care Landscape & Maintenance, Tulare, CA $64,598.40 annually
• JC’s Land Management, Kingsburg, CA $67,889.76 annually
• Brightview, Fresno, CA $70,438.80 annually
• Clean Cut Landscape Management, Clovis, CA $90,794.28 annually
• EMTS, Clovis, CA $114,401.76 annually
• Visalia Landscape and Tree, Visalia, CA Incomplete Bid
Background Discussion:
The previous Quadrant P landscape contract expired on March 23, 2025, and has been on a month-to-month basis with a temporary contract, awaiting the award of a new formal landscape maintenance contract. Quadrant P is in the northern portion of the City, between N. Mooney Blvd to the west, Riverway Dr. to the north, N. Conyer St. to the east, and W. Riggin Ave. to the south.
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) Perfect Care Landscape and Maintenance 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 P 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 24-25-38 Annual Contract for Landscape Maintenance of Quadrant P will be allocated from the Landscape and Lighting fund (2731-55230), 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 P, to Perfect Care Landscape and Maintenance for an annual not to exceed amount of $71,059.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 7/21/2025
Attachments: Annual Contract for Landscape Maintenance of Quadrant P RFB 24-25-38, RFB Addendum 1, RFB Addendum 2, Perfect Care Landscape and Maintenance signed bid form, Draft Contract, Site Maps.