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CITY COUNCIL AGENDA ITEM NO. 15

Meeting Date: December 9, 2008

Subject/Title: Adopt a Resolution approving and authorizing the City Manager or designee to execute a Contract for Landscape Maintenance Services with Sycamore Landscaping Corporation in the amount of $822,119.55, plus a 10% contingency of $82,211.96 for a total not to exceed contract amount of $904,331.51 for citywide Right-of-Ways and authorize the City Manager or designee to approve necessary documents for the base bid, extra work, and extensions as appropriate

Prepared by: Roger Stromgren, Landscape/Facilities Manager

Submitted by: Craig D. Bronzan, Director of Parks and Recreation

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager or designee to execute a Contract for Landscape Maintenance Services with Sycamore Landscaping Corporation in the amount of $822,119.55, plus a 10% contingency of $82,211.96 for a total not to exceed contract amount of $904,331.51 for citywide Right-of-Ways and authorize the City Manager or designee to approve necessary documents for the base bid, extra work, and extensions as appropriate.

PREVIOUS ACTION
City Council approved a landscape maintenance contract with MCE Corporation on May 23, 2000 for City of Brentwood landscape maintenance.

On March 22, 2005, by Resolution No. 2005-60, City Council authorized the City Manager to enter into a professional services agreement with MCE Corporation, Cagwin and Dorward, and West Coast Arborists, for citywide landscape and tree maintenance for the City of Brentwood and authorized the City Manager to approve necessary documents for the base bid, extra work and extensions as appropriate.

On February 9, 2007, pursuant to authority granted the City Manager under Resolution No. 2005-60, the Parties executed an Amended and Restated Contracts with MCE Corporation, Cagwin and Dorward, and West Coast Arborists clarifying the March 22, 2005 contract terms.

On June 26, 2007, by Resolution 2007-150, City Council adopted the 2007/08 – 2008/09 Operating Budget.

BACKGROUND
The City currently contracts for the following areas of landscape maintenance services:

• Parks
• Lighting and Landscape Districts (LLDs)
• Right-of-Ways
• Trees
• Weed Abatement

The existing landscape maintenance contracts with MCE (maintenance of LLDs, Right-of-Ways, and a portion of the weed abatement) and Cagwin and Dorward (Parks and the remaining weed abatement) will expire on December 31, 2008. Their contracts included renewal options for an additional two-year period if approved by the City for calendar years 2009 and 2010. As the market has changed related to many costs for services, and many of the landscape areas have grown to their build out state, staff determined it would be advantageous to go back out to bid for the services. With the City’s growth of landscaped facilities, it would offer a better economy of scale, and thus a better environment for more competitive bidding of these services. MCE and Cagwin and Dorward were notified that the next two-year extension would not be renewed and that the City of Brentwood would be taking the services out for new proposals for new contracts to begin January 1, 2009.

Additionally, tree maintenance is currently contracted with West Coast Arborists and the current contract will expire on December 31, 2008. Based on the services provided, staff has determined it will be beneficial to contract for these services on a fiscal year basis as pruning occurs in the middle of a fiscal year. In order to achieve this, staff is bringing forward, under a separate consent item at this meeting, an amendment to the existing contract with West Coast Arborists to extend the term for six months to June 30, 2009. Staff will begin the proposal process for a new tree maintenance services contract in late winter 2009 and anticipates bringing forward a contract for City Council approval in spring for the start of the 2009/2010 fiscal year.

Related to weed abatement services, in reviewing the Request for Proposal documents and in consideration of additional acreage previously maintained by Public Works that is being transitioned to Parks and Recreation, it has been determined that the quantities for acres of weed abatement would need to be amended. At this time staff is removing the weed abatement portion of the proposals from consideration in this award process. Staff will put the weed abatement portion of landscape maintenance services out for consideration in early 2009 and will bring a contract back for City Council approval prior to spring 2009 when the services will be needed.

On September 29, 2008 Parks and Recreation Department staff issued a Request for Proposal (RFP) for Landscape Maintenance Services for Parks, Street Medians, Open Space, and Right-of-Ways with proposals due at 4:00 p.m. on October 27, 2008. A total of 32 companies were notified of the Request for Proposal by phone and U.S. mail and provided instructions for obtaining the RFP packet. A notice was also placed in the Contra Costa Times and its affiliated newspapers advertising the RFP opportunity on October 4 and 5, 2008. Additionally, the proposal was placed in a downloadable format on the City’s website.

Two pre-proposal conferences and tours of the facilities were held for interested parties. Attendance at one of the two conferences was mandatory for interested parties to submit a proposal. The two conferences were held on October 9, 2008 at 1:00 p.m. and October 10, 2008 at 9:00 a.m. in the City Council Chambers. Representatives from a total of 23 companies attended one of the two conferences.

Interested parties were provided a deadline of October 15, 2008 to submit written questions related to the RFP packet. On October 22, 2008, staff issued responses to the written questions which included a revised Tentative Schedule of Activities related to this RFP. The new deadline for receipt of proposals was changed to 4:00 p.m. on October 31, 2008 to allow the firms adequate time for preparing their proposals. Revised forms for Exhibit G (Landscape Maintenance Standards) and Exhibit H (Scope of Services/Proposal) were also provided as a result of the questions that were submitted by contractors and the clarifications that were made.

Contractors were offered the opportunity to submit proposals for any portion, or the entire amount of the landscape maintenance work. Proposals were received from the following eight (8) companies:
ACC Landscape
Cagwin & Dorward
Diamond T. Tractor
East Bay Construction
LaBat’s Tree Care
MCE
Pacheco Bros. Landscaping
Sycamore Landscape

All eight contractors that submitted proposals were interviewed on Friday, November 7, 2008. The interview panel included members of the Parks and Recreation Department, City Administration, and the Public Works Department.

As stated in the RFP, the City will award a contract to the Contractor(s) with the contract proposal(s) that are most advantageous and provide the best overall value to the City. The award of a contract is the result of a negotiated contract and is not a low-bid public works contract. A set of criteria for the selection of the landscape maintenance company was identified in the RFP as follows:

• Ability of the Contractor to provide innovative approaches and techniques in the delivery of services and partnering with the City to reach high quality outcomes
• Demonstration of exceptional ability to provide a high level of quality service standards under similar conditions to institutions, private or public of similar size and area requirements
• Quality and performance assessments of work quality and working relationships with current and recent clients that indicate high levels of satisfaction and effectiveness.
• Proven competencies in the effective and efficient use of natural resources, implementation of best management practices, and use of integrated pest management.
• Policies that provide highly trained, competent staff at every level of the organization
• Demonstration of a high level of stability and long term high quality performance of the Contractor
• Well organized communication systems and electronic reporting capabilities that demonstrate an ability to complete tasks efficiently and effectively and do not require constant supervision by the City.
• A high level of competence, knowledge and expertise in the area of central irrigation systems repair, programming and maintenance.

As a result of the proposals received, the interview process, and a checking of like references, staff met with the companies who best meet the City’s requirements for services. Staff is recommending awarding the Contract for Landscape Maintenance Services for Right-of-Ways to Sycamore Landscaping Corporation. Sycamore Landscaping has provided like services in Danville, San Leandro, Pleasanton, and Tracy and comes highly recommended to meet the needs of the City of Brentwood.

The term of this contract is January 1, 2009 through December 31, 2010 with two two-year renewable options if chosen by the City. The total not to exceed contract amount for the term of the contract is $904,331.51, which includes a 10% contingency for vandalism, additional areas, and other items that come up that are not in the scope of services. This amount allows for the Contractor to perform the described work for the prices indicated in the proposal and markup stipulated in the Contract or as negotiated by City for a period of six (6) months from the start of Contract (January 1, 2009 through June 30, 2009). The City will revise price to be effective for the next 12-month period on July 1st of each year based on the Bureau of Labor Statistics – Consumer Price Index – Urban Wage Earners and Clerical Workers for the San Francisco – Oakland – San Jose metropolitan area as of April 30th of each year. This increase shall not exceed 3% in any one year, including any extensions in term of Contract. The City also agrees to adjust payments to reflect changes in work quantities and to pay for new work assigned to Contractor at the contract rates then in effect.

FISCAL IMPACT
The fiscal impact for the Landscape Maintenance Services with Sycamore Landscaping Corporation is $199,500.00 plus a 10% contingency of $19,950.00, for a total amount of $219,450.00 for fiscal year 2008/09. This portion of the contract is funded in the 2008/09 Operating Budget. Funding for the remaining portion of this contract will be requested in the 2009/2010 – 2010/2011 Operating Budget.

The total contract amount is not to exceed $904,331.51 broken down as follows:

2008/09 (January 1, 2009 – June 30, 2009) $ 199,500.00
$ 19,950.00 (10% contingency)
$ 219,450.00

2009/10 (July 1, 2009 – June 30, 2010) $ 410,970.00 (includes maximum 3% CPI)
$ 41,097.00 (10% contingency)
$ 452,067.00

2010/11 (July 1, 2010 – December 31, 2010) $ 211,649.55 (includes maximum 3% CPI)
$ 21,164.96 (10% contingency)
$ 232,814.51

Total Contract Amount Not to Exceed: $ 904,331.51

ATTACHMENT
Resolution
Contract for Landscape Maintenance Services

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE A CONTRACT FOR LANDSCAPE MAINTENANCE SERVICES WITH SYCAMORE LANDSCAPING CORPORATION IN THE AMOUNT OF $822,119.55, PLUS A 10% CONTINGENCY OF $82,211,96 FOR A TOTAL NOT TO EXCEED CONTRACT AMOUNT OF $904,331.51 FOR CITYWIDE RIGHT-OF-WAYS AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO APPROVE NECESSARY DOCUMENTS FOR THE BASE BID, EXTRA WORK AND EXTENSIONS AS APPROPRIATE

WHEREAS, on June 26, 2007, by Resolution 2007-150, City Council adopted the 2007/08 – 2008/09 Operating Budget; and

WHEREAS, the existing Amended and Restated Contracts for Landscape Maintenance will expire on December 31, 2008; and

WHEREAS, staff issued a Request for Proposals on September 29, 2008 for Landscape Maintenance Services for Parks, Street Medians, Open Space, and Right-of-Ways; and

WHEREAS, the proposal process was executed in a manner which allowed for the fair competition of this work; and

WHEREAS, a total of eight (8) proposals were received from companies on the October 31, 2008 proposal due date; and

WHEREAS, staff interviewed all eight (8) companies that submitted proposals on November 7, 2008; and

WHEREAS, as a result of the interview process, base proposal amounts, and reference checks, and based on the proposal selection criteria, staff recommends that the best overall value for landscape maintenance of right-of-ways is for the contract to be awarded to Sycamore Landscaping Corporation;

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby approves and authorizes the City Manager or designee to execute a Contract for Landscape Maintenance Services with Sycamore Landscaping Corporation in the amount of $822,119.55, plus a 10% contingency of $82,211.96 for a total not to exceed contract of $904,331.51 for citywide right-of-ways and authorizes the City Manager or designee to approve necessary documents for the base bid, extra work, and extensions as appropriate.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on December 9, 2008 by the following vote:
 
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