TO: Honorable Mayor and Members of the City Council
THRU: Rick Otto, City Manager
FROM: Bonnie Hagan, Assistant City Manager/Community Services Director
1. Subject
title
Agreement with Nieves Landscape, Inc. for Landscape Maintenance Services for Riverbend Bioswales, Sycamore Crossing, and Water Division Facilities.
body
2. Summary
A four-year agreement to provide comprehensive landscape maintenance services, repairs, and improvements for the Del Rio Community Facilities District (Riverbend Bioswales), Sycamore Crossing Landscape Maintenance District, and Water Division Facilities.
3. Recommended Action
recommendation
Approve four-year agreement with Nieves Landscape, Inc. in the amount not to exceed $543,668.40 for landscape maintenance services; and authorize the Mayor and City Clerk to execute on behalf of the City.
end
4. Fiscal Impact
The total expenditure for this agreement for Fiscal Year 2021-22 is $131,906.81 and will be funded through:
|
Del Rio Community Facilities District (294) |
$47,664.28 |
|
Sycamore Crossing Landscape Maintenance District (293) |
16,909.33 |
|
Water Division (600) |
_ 67,333.20 |
|
Total: |
$131,906.81 |
5. Strategic Plan Goals
Goal 3: Enhance and promote quality of life in the community
a: Refurbish, maintain, develop and/or expand public use places and spaces.
6. Discussion and Background
Maintenance of the landscaping in the Del Rio Community Facilities District (Riverbend Bioswales), Sycamore Crossing Landscape Maintenance District (Sycamore Crossing), and Water Division Facilities is managed by the Community Services Department. The City utilizes contract services to maintain the landscapes. The property owners within each District pay for their respective costs. Water Division Facilities are paid for through water consumption charges. The current scope of work for landscape maintenance includes turf care, shrub and vine care, trash collection and disposal, irrigation monitoring and implementation of the City’s Integrated Pest Management (IPM) program. The existing landscape maintenance agreement will expire June 2021. Maps of the Districts and Water Division Facilities are included for reference.
A request for proposals (RFP 20-21.37) for the next four years, consistent with the current scope of work, was issued in February 2021. The new contract will start in July 2021. In addition, the RFP required proposers to submit annual costs for hauling away green waste. Currently, the contractor hauls the green waste to the City’s Corporate Yard for disposal by the City’s trash contractor, CR&R Environmental Services; however, changes to green waste laws could affect how the waste is disposed of in the future, with one option having the contractor being responsible for all disposal. At this time, staff is not recommending any changes or cost increases associated with green waste disposal.
Four proposals were received. Proposals were rated on ability to perform the scope of work described in the RFP, contractor’s experience in performing similar work, qualifications of key personnel, demonstrated record of success, and responsiveness to the overall request for information within the RFP. One proposal, Complete Landscape, Inc., was deemed non-responsive as their proposal was incomplete. Nieves Landscape, Inc. received the highest rating of 96 out of 100 based upon submittal of an-inclusive proposal, related experience, and the commitment to providing a landscape supervisor dedicated to this contract 40 hours per week. All other proposals listed they would only provide a landscape supervisor for 20 hours or less per week. The current contract includes full-time supervision. The proposal abstract summary is attached for reference.
Nieves’ proposed cost is $494,244 for four years. This is the second lowest proposal received, being only 1.25% above the lowest cost proposal for the four-year term, and significantly lower than the highest proposal received. The Fiscal Year 2021-22 (FY22) cost is $119,915.28. The proposed agreement includes a 2% increase for each remaining year of the four-year agreement. A compensation schedule is attached for reference. Year one of the agreement is approximately 2% lower than the current year’s base costs.
The not-to-exceed amount for the four-year agreement is $543,668.40. This includes the proposed cost of $494,244, plus an additional 10% contingency of $49,424.40 for unplanned landscape maintenance and repairs among the divisions. Year one of the agreement has a total not to exceed amount of $131,906.81 ($119,915.28 base bid plus 10% contingency of $11,991.53). Funding for Year one of the contract is included in the proposed FY22 annual budget for the Del Rio Community Facilities District (294), Sycamore Crossing Landscape Maintenance District (293), and Water Division (600) funds. Funding for the remaining years of the contract is dependent upon City Council approval of the annual budget. If funds are not budgeted, the contract can be terminated or reduced to meet that year’s allocation.
This proposed agreement is separate from the Santiago Hills Landscape Maintenance Assessment District agreement. The two agreements were bid separately, approximately one month apart, based on slightly different scopes of work. Both agreements are on tonight’s agenda with a recommended award to Nieves Landscape, Inc.
7. ATTACHMENTS
• Map of Del Rio Community Facilities District
• Map of Sycamore Crossing Landscape Maintenance District
• Map of Water Division Sites
• Proposal Abstract Summary
• Compensation Schedule
• Maintenance Services Agreement