Agenda Item Wording:
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Award of Landscape Maintenance Contract - Authorize the City Manager to Award annual contract for Landscape Maintenance of City Facilities to Brightview Landscape Services Inc., of Fresno, CA, for an annual not to exceed amount of $159,012.
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Deadline for Action: 12/16/2024
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> Jason Glick, Community Services Director 713-4042; jason.glick@visalia.city <mailto:jason.glick@visalia.city>
Department Recommendation:
It is recommended that the City Council authorize the award of an annual contract for landscape maintenance to Brightview Landscape Services Inc., of Fresno, CA, in the amount of $144,556 plus a ten percent contingency ($14,456), per specifications of RFB 23-24-33. The total annual not to exceed amount is $159,012.
Background Discussion:
The previous City Facilities landscape contract expired on April 30, 2024, and has been on a month-to-month basis with a temporary contract, awaiting the award of a new formal landscape maintenance contract. The City Facilities contract includes the landscape maintenance of several City administrative building, police facilities, airport, animal control, fire station 51 and 55, and various other City facilities (see Exhibit D-1).
On October 25, 2024, and October 30, 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 Monday, November 4, 2024, 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 November 21, 2024, the City received bids from two (2) contractors in the Bid Summary below. Brightview Landscape Services Inc., of Fresno, CA was the qualified low bidder for RFB 23-24-33 Landscape Maintenance of City Facilities contract.
• Brightview Landscape Services Inc, Fresno, CA $144,555.72 annually
• Clean Cut Landscape Management Inc, Clovis, CA $158,105.64 annually
• Visalia Landscape & Tree Company Inc, Visalia, CA $166,190.40 annually
• JC’s Land Management, Kingsburg, CA $176,048.04 annually
• Perfect Care Landscape & Maintenance, Tulare, CA $183,092.52 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 facilities experience budget restraints, by reducing the intervals of service. (Please attachment Levels of Service) Brightview Landscape Services Inc 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 facilities within the City Facilities landscape contract 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 23-24-33 Annual Contract for Landscape Maintenance of City Facilities will be allocated from each department’s operational 55230 account, of which 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 City Facilities, to Brightview Landscape Services Inc, (RFB 23-24-33) for an annual not to exceed amount of $159,012.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Annual Contract for Landscape Maintenance of City Facilities RFB 23-24-33, RFB 23-24-33 Addendum 1, Brightview Landscape Services Inc signed bid form and disclosures, Exhibit D-1 Location Listing & Sq Ft, Exhibit D-2 Location Maps.