SR - AGR-5778.B - LANDSCAPE MAINTENANCE CITY FACILITIES RIGHTS OF WAYAGENDAITEM
May 10, 2016
TO: Honorable Mayor and
Members of the City Council
THRU: Rick Otto
City Manager
FROM: Barbara Messick
Acting Community Services Director
Joe De Francesco
Public Works D• J ector
ReviewedNerified B
City Manager
Finance Directo
To Be Presented By: Barbara Messick
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1. SUBJECT
Agreement with Nieves Landscape, Inc. for Landscape Maintenance Services of City Facilities
and Rights -of -Way in the amount of $279,217.29 for FYI 7.
2. SUMMARY
Award of contract for landscape maintenance of city facilities and rights -of -way for a term of one
(1) year with the option of three (3) annual extensions based on cost of living adjustments included
in their proposal and subject to City Council approval through the annual budget process of an
amount sufficient to pay the compensation set forth in each year.
3. RECOMMENDED ACTION
Approve Agreement and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Upon the adoption of the FYI annual budget, sufficient funds will be available in the following
accounts:
100.7022.51431 (Landscape Maintenance — City Property) $165,096.59
220.5022.51700 (Contractual Services) $109,920.70
540 7022 51431 (Landscape Maintenance — CityProperty) $4,200.00
Total: $279,217.29
ITEM � O 05/10/2016
5. STRATEGIC PLAN GOAL(S)
GOAL 3. Enhance and Promote Quality of Life in the Community
A. Refurbish, maintain, develop and/or expand public use places and spaces.
6. GENERAL PLAN IMPLEMENTATION
Natural Resources Element Goal 5.1: Maintain existing City parks at levels that provide
maximum recreational benefit to City residents.
7. DISCUSSION and BACKGROUND
Background:
The City has contracted for landscape maintenance services of city facilities and rights -of -way
under the current Agreement with Nieves Landscape, Inc. for the past five (5) years. The current
five -year Agreement will expire on June 30, 2016. To continue contracted landscape maintenance
services for FYI and beyond, staff advertised for proposals, and recommends a new Agreement
commencing on July 1, 2016. The new scope of services includes three (3) facilities which
transferred to the City from the Successor Agency to the Orange Redevelopment Agency earlier
this year.
Discussion:
A request for proposals for landscape maintenance services for city facilities and rights -of -way
(RFP 156 -38) was advertised on March 17, 2016. The City received three (3) proposals from
landscape contractors on April 7.
A City staff team with representation from Community Services and Public Works evaluated all
proposals and ranked the proposers based on the following criteria:
a)
Capacity and Experience of Proposer
(30 %)
b)
Past Performance
(30 %)
c)
Cost of Proposal
(15 %)
d)
Staffing Model
(25 %)
Below is a listing of the proposed cost for the three contractors:
Nieves Landscaping Inc., of Santa Ana, CA $239,217.29
Merchants Landscape Services Inc., of Santa Ana, CA $238,500.00
Landscape West Mgmt. Services Incorporated, of Chino, CA $288,564.00
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ITEM 05/10/2016
Attached is a summary of the proposal evaluations. Merchants Landscape and Nieves
Landscaping scored the highest and both were invited to an interview.
Since the Request for Proposal is for professional services, and not construction, cost is only one
of the factors for consideration in selection of the most qualified contractor. Consequently, the
City is not required to contract with the lowest responsible bidder. On the basis of the proposal
review and interview, Nieves Landscape, Inc. rose to the top of the group as the most qualified
contractor. Nieves Landscape is the current contractor for city facilities and rights -of -way and city
staff has been very pleased with their performance. In addition, they received superior
endorsements from their references and demonstrated an outstanding commitment to customer
service, problem solving and overall company management during the firm interview. Although
their cost proposal was not the lowest, their cost was only $717.29 per year higher than that of the
lowest bidder. Staff recommends an award of contract to Nieves Landscape, Inc.
Staff also recommends that the Agreement include an additional amount of $40,000.00 each year
to cover the cost of landscape and irrigation repairs above the base bid, on a unit cost basis. For
FYI 7, the total contract amount will bean amount not to exceed $279,217.29. This represents an
increase of $11,757.31 (4 %) from the current contract amount, and is due to the addition of the
three facilities which transferred to the City from the Successor Agency and will need to be
maintained under this contract.
The initial term of the Agreement shall be for twelve (12) months, commencing July 1, 2016
through June 30, 2017, with an option for three (3) contract extensions for a period of one year
each. The total term of the Agreement, including the three one -year extensions is July 1, 2016
through June 30, 2020. The contract amounts for FY18 — FY20 include the $40,000.00 for
landscape and irrigation repairs beyond the base bid each year, for a total contract amount not to
exceed the following:
FY18
$284,001.64
FY19
$288,881.67
FY20
$293,859.30
The Agreement allows for each extension of the term to be approved by the City Manager,
contingent upon adoption of an annual budget that provides sufficient funding for the Agreement.
Upon adoption of the FY17 budget, funding in the amount of $279,217.29 will be available in
FY 17 for city facilities and rights -of -way landscape maintenance.
8. ATTACHMENTS
• RFP Number 156 -38 Evaluation Summary
• Draft Agreement
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ITEM 05/10/2016