TITLE:
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AWARD OF CONTRACT FOR CITYWIDE LANDSCAPE MAINTENANCE SERVICES
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DEPARTMENT: PUBLIC SERVICES DEPARTMENT/MAINTENANCE SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC SERVICES DIRECTOR
CONTACT INFORMATION: ROBERT RYAN, MAINTENANCE SERVICES MANAGER, (714) 327-7499
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve the proposed Maintenance Services Agreement (MSA) with Brightview Landscape Services, Inc. for citywide parks and landscape maintenance services, in an amount not to exceed $2,364,061 annually, for an initial term of three (3) years with two (2) optional one-year extensions for a total of five years.
2. Approve a 10% contingency annually for irrigation and landscape repairs and other unforeseen costs and approval for Consumer Price Index (CPI) escalation and de-escalation.
3. Authorize the City Manager and City Clerk to execute the MSA and future amendments to the agreement within Council authorized limits with Brightview Landscape Services, Inc.
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BACKGROUND:
The City of Costa Mesa is responsible for the maintenance of over 226 acres of landscape within 29 parks, 5 sports fields, and 13 facilities as well as numerous parkways, bike trails and medians. On July 1, 2017, the City entered into a three (3) year agreement with two (2) additional one-year renewal periods with Marina View Landscape, now known as Brightview Landscape Services, Inc., to provide comprehensive parks and landscape maintenance services. The final one-year extension period ends on June 20, 2022.
The general scope of work includes complete turf maintenance, weeding and edging of ground cover, preventing and controlling weeds in turf, planters and hardscape, trimming of shrubs, the cleaning and maintenance of hardscape areas, litter collection and disposal, and other activities normally associated with maintenance of municipal parks, recreational facilities and landscaped areas.
As the maintenance service contract term is ending, the work needed to be re-bid and a new contract established.
ANALYSIS:
On November 10, 2021, the Purchasing Division advertised a Request for Proposal (RFP) No. 22-10 for Parks and Landscape Maintenance as required by the City of Cost Mesa Municipal Code. The RFP was posted on the Planet Bids website.
In response to the RFP, six (6) bids were received. The proposals were initially screened by the Purchasing Division to confirm that they met the requirements of the RFP, after which they were evaluated separately by two (2) City staff and a municipal landscape maintenance superintendent from the City of Newport Beach. On January 19, 2022, the independent results were compiled by the Purchasing Division. It was the consensus of the three (3) raters that Brightview Landscape Services, Inc. (Brightview) was the most qualified company and submitted the highest rated proposal (Attachment 2). The raters determined that Brightview has the resources to provide the high level of service the City is looking for and had the most experience maintaining the types of municipal facilities found in Costa Mesa.
The Purchasing Division contacted multiple references for each proposer as part of the review process and found that all of the references for Brightview were very positive about all areas involved in the inquiry. The references confirmed that Brightview had provided the high quality work required, and that they successfully performed services of a similar scope and magnitude locally to not only Costa Mesa, but also to other agencies including Anaheim, Lake Forest, Newport Beach and San Juan Capistrano. In addition to financial and insurance review, staff also verified Brightview’s required licenses to perform the work.
ALTERNATIVES:
The City Council could reject the bid and redirect staff to re-advertise the work. However, staff believes that this alternative would not result in locating a higher rated company with more competitive pricing than those received in the initial process.
FISCAL REVIEW:
Funding for this contract will be included in the Fiscal Year 2022-23 Public Services Department operation budget in the amount of $2.6 million. After the first year, Brightview may increase its fees annually in an amount not to exceed 5% based on CPI for the Los Angeles-Long Beach-Anaheim area.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report, prepared the Maintenance Services Agreement, and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goal:
• Strengthen the public’s safety and improve the quality of life
CONCLUSION:
Staff recommends the City Council:
1. Approve the proposed Maintenance Services Agreement (MSA) with Brightview Landscape Services, Inc. for citywide parks and landscape maintenance services, in an amount not to exceed $2,364,061 annually, for an initial term of three (3) years with two (2) optional one-year extensions for a total of five years.
2. Approve a 10% contingency annually for irrigation and landscape repairs and other unforeseen costs and approval for Consumer Price Index (CPI) escalation and de-escalation.
3. Authorize the City Manager and City Clerk to execute the MSA and future amendments to the agreement within Council authorized limits with Brightview Landscape Services, Inc.