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COUNCIL AGENDA ITEM NO 17
March 28, 2000
services for City Roadways and Parks Maintenance
Margesson, Park Services Manager
Elam, City Manager
the City Manager to negotiate and execute contracts with MCE Corporation
and Valley Sweeping & Landscape Service for citywide landscape services.
1999 City Council authorized Staff to proceed with selection
of a contractor to provide Citywide Park and Roadway Landscape Maintenance
services on a professional service contract basis.
2004 the total Park and Roadway acreage the City will be responsible
for maintaining will increase to 140 acres from the current 37 acres.
Given the escalating costs for staffing and equipping an in-house
City maintenance operation, Council directed Staff to develop a professional
service contract with a provider for these services.
The Park and Recreation Department contracted with Tom Hanson,
the principal of Hanson Associates, a management and technology consulting
Hanson developed a program to organize the performance of routine custodial
maintenance functions for landscaped areas in the City.
program bases the maintenance contract on a standards based list of
User standards were developed for Park and Roadway elements such
as turf, playgrounds, and tennis courts.
Turf, for example should always be uniformly green, without weeds,
and free of litter.
The contractor’s performance and payment is measured on how well
they meet these standards.
qualification and selection process emphasized the contractor’s ability
to measure and report actual work performed along with specific costs
of the work.
Through this approach, the City is able to provide excellent
At each site,
actual costs will be compared to achievement of performance standards.
Park and Recreation staff will be used primarily to inspect the
contractor’s work, and to perform certain cost-effective functions,
such as litter control, sports field set-up, and restroom maintenance.
Finally, the City maintains a high level of accountability to
the community through the contractor maintenance program.
Each LL&D and the Citywide Park Maintenance Assessment District
will be reported by cost of maintenance effort, and quality of the maintenance
their development, user based standards were reviewed by the Brentwood
Area Neighborhood Committees, and finally by City Council.
After Council’s approval of the standards, 250 RFQs were mailed
to landscape providers.
this group, fifteen responsive qualification statements were received.
These candidates qualifications were evaluated according to a
range of criteria including: stability and capability, communications
and reporting capability, staff or subcontractor qualifications, range
of services provided, and local hiring and subcontracting plan.
Six contractors were then selected for interviews, and asked
to submit references. Out of this group our Staff panel identified two
finalists for the full services contract: MCE Corporation and Rubicon
Having two exceptionally qualified finalists put the City in
an excellent position to select a first-rate maintenance provider.
company demonstrated outstanding references and long term customer relationships.
Each provided clients with effective and responsive work programs.
Additionally, both providers committed to a local recruiting
plan with a goal of twenty-five percent local hires.
A local custodial and parking lot sweeping company, Valley Sweeping
& Landscape Service, was included as a finalist to provide specialty
visiting work sites and headquarters of the two finalists, Staff determined
that MCE Corporation’s extensive system of cost accounting and work
planning gave it a clear edge over the competition.
MCE’s administrative reporting includes detailed budget reports
by site, and comparisons of actual versus budgeted work.
MCE has demonstrated a solid, long lasting contractual relationship
with the cities of Dublin, West Hollywood, and Windsor.
They have also committed to an intensive recruitment plan for
Valley Sweeping & Landscape Service also remains a finalist.
identified the most qualified companies to provide landscape maintenance
services for the City of Brentwood, the next step will be to negotiate
a long-term contract with MCE and Valley Sweeping for these services.
The proposal request cited an initial contract period of one year, followed
by two, 3 -year renewal periods. The negotiations will take place within
the fiscal restraints of revenue provided by the Citywide Park Maintenance
Assessment District, the various Landscape and Lighting Districts, and
the General Fund.
The budgeted amount of $10,000 per acre of City landscape would
be apportioned roughly as follows:
Contract Landscape Maintenance
City staff: Inspection / Support functions
Renovation of landscape areas
goal is for the City Manager and Staff to negotiate and execute a contract
with MCE and Valley Sweeping with a start date of June 1, 2000.
A letter of intent to retain will be sent to both companies following
Council approval of this item.
ACity of Brentwood Park Maintenance Standards
to City of Brentwood parks will find the conditions described in the
turf areas will support their designed uses – informal play, sports,
picnics and other park activities. Turf will be healthy with an even
surface and uniform, deep green color. Turf will not exhibit bare spots
and will be weed- and pest-free.
areas will contain healthy, attractive plants that lend variety, color
and interest to the landscape. These areas will be litter-, weed- and
pest-free. Dead heads, blank spots, and other defects will not detract
from the decorative nature of the plantings. Plantings will be rotated
seasonally in areas of high use or high visibility and semi-annually
in low use, low visibility areas.
Beds, Hedges and Ground Cover
beds, ground covers and hedges will contain healthy, attractive plants
that lend variety and interest to the landscape. These areas will be
litter-, weed- and pest-free. Beds, ground covers and hedges will be
maintained to provide secondary functions such as barriers, animal habitat
or dust and erosion control. All shrubs, ground covers and hedges will
be trimmed, pruned or otherwise maintained to achieve designed form.
will provide shade, wind breaks, sound attenuation and otherwise enhance
the park setting. Trees will conform to the general shape and height
of the species; significantly deformed specimens will be removed. Trees
will not exhibit broken or cracked limbs or other structural damage.
Trees will be free of debilitating pests or other health problems.
Tree limbs will be at a safe height for the uses anticipated in the
will be available to park users at community parks and other designated
facilities. Restrooms will function properly, be well stocked, clean
and odor-free. These facilities will comply with Contra Costa Health
Paved surfaces may include sports courts, pathways, parking
lots and other areas topped with asphalt or concrete. These areas will
have smooth surfaces, not exhibit raveling, cracking, potholes or other
significant defects. These surfaces will meet designed use specifications,
have proper signs and, where night use is authorized, be adequately
lighted. Pathways, parking lots and other paved areas will be free of
debris, litter and graffiti. (Standards for specific use areas may be
Unpaved surfaces may include sports facilities, pathways,
parking areas or other areas covered with porous paving materials. These
will be properly compacted, level and without holes or washouts. These
surfaces will meet designed use specifications, have proper signs and,
where night use is authorized, be adequately lighted. All unpaved surfaces
will be free of weeds, debris, litter and graffiti. (Standards for specific
use areas may be found below.)
equipment and structures will be clean, safe and functional. All installed
equipment and surfaces will meet the Consumer Product Safety Council’s
guidelines. A certified playground apparatus inspector will conduct
Spaces or Natural Areas
intended for nature study or open space enjoyment will be retained in
their natural states and managed for fire protection, noxious weeds
and erosion control as appropriate for the intended use and natural
features will be clean and debris-free. Banks will be stable and appropriate
plants and trees will enhance the setting. Appropriate warning signs
will be located at key points for visitor safety. Rails, fencing or
barriers will be installed and maintained where needed to promote safe
Picnic Shelters and
Structures will be structurally sound, litter- and graffiti-free.
Floors will be clean and free of food and other debris. Picnic tables
benches and barbecues will be clean, in good repair and ready for use.
Trashcans will be covered and will accept items for disposal.
fields, infields, dugouts
in addition to meeting the general use standards, will be maintained
at proper playing height, grade differentials between the infield surface
and field turf will be eliminated and holes located and filled. Field
markings, bases, goals, goal posts, lighting where installed and scoreboards
will be ready for scheduled sports events. The costs of these additional
maintenance functions will be passed through to organized user groups
through scheduling or other fees.
will be clean and fully functional. Water flow will reach the designed
height for user convenience and the bowel will drain properly.
will be installed where needed to protect park property, restrict access
to hazardous areas, augment user safety or protect adjoining properties.
All fences will be free from litter and graffiti. Wooden fences will
be plumb, sturdy, have no missing boards and, where needed, will be
painted or stained on a regular schedule. Metal or wire fabric fencing
poles will be straight and fabric taut and with holes or gaps. All gates
will function as designed.
Structures and On-site Storage
pump houses and other support structures will be clean, graffiti- and
litter-free, screened from view and will be locked when not in use.
On-site storage will be kept to the minimum necessary to promote effective
use and maintenance of the park. All on-site storage will be screened
from view and properly secured. The location of on-site storage will
be as far as possible from main use areas.
stand structures will be clean, graffiti- and litter-free. Food handling
areas will comply with county Health Department standards at all times.
Buildings will be structurally sound, all doors windows and serving
areas will function as designed. The buildings will be properly secured
when not in use.
and Basketball Courts
addition to meeting standards for paved surfaces, court amenities will
be in good repair and ready for use. Nets will be set at correct playing
height and will be free of tears or holes. Backboards, rims and nets
will be in good repair. Court surfaces will be free of leaves, grit
and other debris. Court surface markings will be well defined.
will contain a wide range of amenities from bike racks and flagpoles
to public art. All park elements will be clean, structurally sound and
ready for the designed use and enjoyment of park users.
are intended for use by all Brentwood residents. All City parks will
meet the requirements of the Americans with Disabilities Act.
systems will deliver optimum water to each plant type at the lowest
cost with maximum resource conservation. Water will be delivered during
non-use hours. All systems will comply with State and local laws regarding
backflow prevention and protection of the public water system.
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
Fax (925) 516-5441