SR - AGR-6485 - LANDSCAPE MAINTENANCE SERVICES CITY FACILITIES AND DISTRICTS1. SUBJECT
Agreement with Nieves Landscape, Inc. for landscape maintenance services, repairs and
improvements for city facilities and districts.
2. SUMMARY
Approval of a four -year landscape maintenance services agreement for Fire Station 7 /Police Sub
Station, Santiago Hills Assessment Districts (SHAD), Sycamore Crossing Landscape
Maintenance District (Sycamore Crossing), Del Rio Community Facilities District (Riverbend
Bioswales), and Water Division facilities.
3. RECOMMENDED ACTION
Approve four -year agreement with Nieves Landscape Inc. for a total not -to- exceed amount of
$2,117,598.95 and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Upon approval of the annual budget, funds are available to cover the cost of the agreement for
FYI 8 as follows:
100.7022.51431.00000
291.7026.51431.00000
293.7024.51431.00000
294.7024.51431.00000
294.7024.51700.00000
6 00.8 041.514 31.00000
Total:
Landscape Maintenance — City Property $2,511.00
Santiago Hills LMD 86 -2 & 15 -1 $367,618.12
Landscape Maintenance - Sycamore Crossing LMD 94 -1 $ 16,813.71
Landscape Maintenance - Del Rio CFD $ 45,000.00
Contractual Services — Del Rio CFD $ 2,320.71
Landscape Maintenance - Water Division Facilities $ 78,330.02
$512,593.57
Subsequent year services is contingent on City Council approval of sufficient funds through the
annual budget process. Agreement amounts for FY19 — FY21 include a 3% increase on the base
bid.
5. STRATEGIC PLAN GOAL(S)
3a. Enhance and promote quality of life in the community — Refurbish, maintain, develop and /or
expand public use places and spaces.
6. GENERAL PLAN IMPLEMENTATION 7
Land Use Element Goal 6.0: Advance development activity that is mutually beneficial to both
the environment and the community.
Policy 6.3: Establish and maintain greenways, and pedestrian and bicycle connections that
complement the residential, commercial and open space areas they connect.
Policy 6.8: Maximize landscaping along streetscapes and within development projects to
enhance public health and environmental benefits.
17. DISCUSSION and BACKGROUND
Background:
Landscape services for Fire Station 7 /Police Sub Station, Santiago Hills Assessment Districts
(SHAD), Sycamore Crossing Landscape Maintenance District (Sycamore Crossing), Del Rio
Community Facilities District (Riverbend Bioswales), and Water Division facilities have been
provided under two separate agreements for the past five years. Both multi -year agreements
expire on June 30, 2017. To continue contracted landscape maintenance services for FY 18 and
beyond, staff advertised for proposals for new multi -year agreements.
Discussion:
Two requests for proposals (RFPs) for landscape services (RFP 167 -29 and RFP 167 -30) were
advertised on February 22, 2017. RFP 167 -29 includes landscape maintenance services, repairs
and improvements for SHAD, Fire Station 7/Police Sub Station and Santiago Canyon College
streetscape. RFP 167 -30 includes landscape maintenance services, repairs and improvements for
Sycamore Crossing, Riverbend Bioswales, and Water Division facilities.
The City received three proposals in response to RFP 167 -29 and three proposals in response to
RFP 167 -30 on March 23, 2017. Bid summary abstracts are attached. A team of representatives
from Community Services and Public Works evaluated all proposals and ranked the proposers
based on their business plan, cost of services, experience, and past performance.
ITEM 2 6/13/2017
Nieves Landscape, Inc. rose to the top of the group as the most qualified contractor for both
RFPs. Nieves Landscape is also the current contractor for SHAD, City Facilities (City Hall,
Libraries, Police and Fire facilities, Senior Center, and public parking lots) and rights -of -way and
City staff has been very pleased with their performance. In addition, they received superior
endorsements from their references and demonstrate an outstanding commitment to customer
service, problem solving and overall company management. Nieves Landscape also presented
the lowest cost proposal for both RFPs. In fact, both new proposals were slightly below the
previous FY17 base bid amounts ($10,143 for BID#167 -29 and $2,793 for BID #167 -30). Staff
recommends an award of contract to Nieves Landscape, Inc. for all services under both RFP 167-
29 and 167 -30. The attached draft agreement provides all services under one agreement.
The total term of the agreement will be four years beginning July 1, 2017 and terminating
June 30, 2021. The initial term of the agreement shall be for twelve months, commencing July 1,
2017 through June 30, 2018. Year one, which coincides with FY 18, has a not -to- exceed amount
of $512,594. This includes the base amount of $366,093 for landscape maintenance, plus
$146,500 for landscape improvements and unforeseen repairs as directed by staff. The agreement
amounts for FY 19 — FY21 include a 3% increase on the base bid, plus $146,500 each year for
landscape improvements and repairs. The annual not -to- exceed agreement amounts are as
follows:
FY18
$512,593.57
FY 19
$523,576.57
FY20
$534,888.67
FY21
$546,540.34
Total
$2,117,598.95
The total not -to- exceed amount for four years is $2,117,598.95. Upon adoption of the proposed
FY 18 budget, funding in the amount of $512,594 will be available in FY 18 for these services.
Future fiscal years will be contingent upon adoption of an annual budget which provides
sufficient funding for each year. There is a five day notice termination clause in the agreement,
should sufficient funds not be available.
Each year of the agreement includes a total amount of $146,500 each year to cover the cost of
landscape and irrigation repairs, as well as landscape improvements for all sites. $112,000 is for
repairs and improvements at SHAD, helping to advance the District's ongoing renovation plan to
transition to new draught tolerant landscape. An additional $20,000 is for landscape
improvements at Water Division facilities. The remaining $14,500 is for landscape and irrigation
repairs spread across the remaining sites.
8. ATTACHMENTS
• Bid Abstracts
• Draft Agreement
ITEM 3 6/13/2017