TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Leslie Hardy, Community Services Director
1. Subject
title
Agreement with Nieves Landscape, Inc. for City parks and Santiago Creek Bike Trail landscape maintenance services.
body
2. Summary
A four-year agreement to provide landscape maintenance services at 22 City parks and the City owned sections of the Santiago Creek Bike Trail for a four-year total not to exceed $4,291,692.17. Year one of the agreement is in the amount not to exceed $1,041,267.15.
3. Recommended Action
recommendation
Approve four-year agreement with Nieves Landscape, Inc. in an amount not to exceed $4,291,692.17 for landscape maintenance services; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The total expenditure for this agreement is $4,291,692.17 and will be funded through General Fund (100):
100.7022.51420.00000 Maintenance Contracts
5. Strategic Plan Goals
Goal 2: Be a fiscally healthy community
d: Effectively manage and develop City assets.
Goal 3: Enhance and promote quality of life in the community
a: Renovate, maintain, develop, and/or expand public use places and spaces.
6. Discussion and Background
Background
The Community Services Department utilizes contract services to maintain landscape for 22 City parks as well as sections of the Santiago Creek Bike Trail. The current scope of work includes landscape maintenance such as, mowing, edging, trimming, cleaning, fertilization, and debris/trash removal, to name a few. The current four-year agreement for landscape maintenance services expires June 30, 2024, requiring the City to enter into a new agreement beginning July 1, 2024.
Discussion
The City advertised a Request for Proposals (RFP) on February 22, 2024, (RFP 23-24.33) and proposals were due on March 28, 2024. Six proposals were received. Staff evaluated the proposals based on the firm’s experience, overall qualifications, record of success on previous projects, and overall responsiveness to the RFP. Proposal cost sheets were submitted in separate sealed envelopes and reviewed after the rating process was complete. A Proposal Abstract Summary (Attachment 1) is attached for reference.
Nieves Landscape, Inc. (Nieves), the City’s current vendor, received the highest score (97 out of 100). Factors that contributed to the rating for Nieves include the education, licenses, and certifications of their key employees and the number of years the vendor has been performing similar work for municipalities
Additionally, the City has contracted with Nieves for landscape services over the last several years. Nieves has demonstrated their ability to provide satisfactory customer service and acceptable work. Staff verified the qualifications of the vendor with references provided for similar municipal landscape maintenance services and received positive responses. It is recommended the Council award a new four-year agreement to Nieves.
Nieves’ total cost proposal for four years is $3,901,538.34. This is the lowest cost proposal received and considered competitive. The agreement is for four years and proposes a not-to-exceed amount of $4,291,692.17, which includes a 10 percent contingency of $390,153.83 for unplanned landscape maintenance and repairs. This amount includes reduced services, per Council direction, such as a reduction in the quality of the chosen fertilizer applied throughout the parks. It also includes trash collection at the expanded Olive Park Parking Lot.
The total expenditure will be funded through General Fund (100). Including a 10 percent contingency, the annual cost for the first year of the agreement would be $1,041,267.15. Funding for the remaining three years of the agreement is dependent upon City Council approval of the annual budget through Fiscal Year 2027-2028. If funds are not budgeted, the agreement can be terminated or reduced to meet that year’s allocation.
7. ATTACHMENTS
• Proposal Abstract Summary
• Agreement with Nieves Landscape, Inc.