Report Prepared by: Juan Olmos, Public Works Manager - Tax Services
Title
SUBJECT: Approval of a Supplemental Appropriation in Fund 4028-Cypress Terrace Maintenance District in the Amount of $13,000 and Fund 4029-Las Brisas Maintenance District in the Amount of $10,100 and Approval of an Agreement for Landscape Maintenance Services with Central Valley Lawnscapes, Inc., for Maintenance of Various Maintenance Districts, in an Annual Amount of $361,560 for a Thirty-Three (33) Month Term Beginning October 3, 2023, Through June 30, 2026, with an Option to Extend the Agreement for Three (3) Additional One (1) Year Term(s)
REPORT IN BRIEF
Considers approving supplemental appropriations in Fund 4028-Cypress Terrace Maintenance District in the amount of $13,000 and Fund 4029-Las Brisas Maintenance District in the amount of $10,100, and approving a professional services agreement with Central Valley Lawnscapes, Inc., for maintenance services at various Maintenance Districts, including Quail Creek, West Creek Homes, Silverado, Oakmont #3, Northwood Village, Village Landing, Sunset West, Downtown, Ridgeview Meadows, Fahrens Park I, Mansionette, Cypress Terrace, Las Brisas, Paulson Place, Fahrens Park II, La Bella Vista, Davenport, Sequoia Hill, Sky Moss, Lowes, Yosemite Gateway, and Vista Del Sol.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a supplemental appropriation from the unreserved, unencumbered fund balance in Fund 4028-Cypress Terrace Maintenance District in the amount of $13,000; and,
B. Approving a supplemental appropriation from the unreserved, unencumbered fund balance in Fund 4029-Las Brisas Maintenance District in the amount of $10,100; and,
C. Approving a Services Agreement Landscape Maintenance with Central Valley Lawnscapes, Inc., in the annual amount of $361,560, to provide landscape maintenance services at various Maintenance Districts for thirty-three months, with an option to renew for a maximum of (3) three additional one-year periods, effective October 3, 2023; and,
D. Authorizing the City Manager or Deputy City Manager to sign the necessary documents and execute up to three (3) future 1-year contract extension amendments for a not-to-exceed limit of a 3% annual increase over the prior year expenditure.
Body
ALTERNATIVES
1. Approve as recommended by the Public Works Director; or,
2. Refer back to staff for further study; or,
3. Deny.
AUTHORITY
Professional contractual services with an estimated value greater than $37,000, are made by written contract in accordance with Merced Municipal Code Section 3.04.120.
DISCUSSION
The Public Works Department recently invited proposals to provide landscape maintenance services at various Maintenance Districts (MD), including Quail Creek, West Creek Homes, Silverado, Oakmont #3, Northwood Village, Village Landing, Sunset West, Downtown, Ridgeview Meadows, Fahrens Park I, Mansionette, Cypress Terrace, Las Brisas, Paulson Place, Fahrens Park II, La Bella Vista, Davenport, Sequoia Hill, Sky Moss, Lowes, Yosemite Gateway, and Vista Del Sol. The work in general consists of irrigation inspection, maintenance and repairs, weed and pest control, pruning of trees, shrubs, groundcover and other vegetation, turf maintenance, and related tasks.
The results of the Request for Proposals (RFP) are as follows:
Business Name Annual Amount
Central Valley Lawnscapes (Fresno) $361,560.00
Mow-n-Edge (Fresno) $398,200.00
EMTS, Inc. (Clovis) $438,082.26
Yard Masters (Merced) $494,112.00
BrightView (Fresno) $563,484.00
After careful consideration, staff recommends Central Valley Lawnscapes, Inc., as the provider that can meet the City’s landscape maintenance requirements at the most prudent cost.
The contract will be for a period of thirty-three months, commencing on October 3, 2023 and ending on June 30, 2026. The City shall have the option of renewing the agreement for three additional one-year periods, ending on June 30, 2029.
The need for this agreement and the term of thirty-three months is due to a portion of the current contract with AJG, Inc. being terminated as of September 30, 2023, at the request of AJG.
The new agreement will require the use of reserve funds for some Maintenance Districts. For the Cypress Terrace and Las Brisas Maintenance Districts, the new agreement will require an amount above $10,000 for the remainder of the 2023-24 Fiscal Year to allow for landscape services.
There will be a change in the frequency of services to the Maintenance Districts as shown in the table below.
|
Fund |
Maintenance District |
Current Frequency |
New Frequency |
Monthly Amount |
|
4000 |
Quail Creek |
Weekly |
Bi-Weekly |
$3,000 |
|
4001 |
West Creek Homes |
Weekly |
Bi-Weekly |
$449 |
|
4002 |
Silverado |
Weekly |
Bi-Weekly |
$2,709 |
|
4003 |
Oakmont #3 |
Weekly |
Monthly |
$1,800 |
|
4004 |
Northwood Village |
Monthly |
Monthly |
$300 |
|
4005 |
Village Landing |
Weekly |
Monthly |
$342 |
|
4008 |
Sunset West |
Weekly |
Bi-Weekly |
$900 |
|
4019 |
Downtown |
Bi-Weekly |
Monthly |
$600 |
|
4020 |
Ridgeview Meadows |
Monthly |
Monthly |
$250 |
|
4021 |
Fahrens Park |
Weekly |
Bi-Weekly |
$2,000 |
|
4025 |
Mansionette |
Weekly |
Monthly |
$600 |
|
4028 |
Cypress Terrace |
Weekly |
Weekly |
$2,249 |
|
4029 |
Las Brisas |
Weekly |
Weekly |
$2,249 |
|
4030 |
Paulson Place |
Weekly |
Monthly |
$342 |
|
4032 |
Fahrens Park II |
Weekly |
Weekly |
$5,000 |
|
4033 |
LaBella Vista |
Weekly |
Weekly |
$900 |
|
4034 |
Davenport Ranch |
Weekly |
Weekly |
$2,900 |
|
4035 |
Sequoia Hill |
Weekly |
Bi-Weekly |
$350 |
|
4036 |
Sky Moss |
Weekly |
Bi-Weekly |
$271 |
|
4037 |
Lowes |
Weekly |
Bi-Weekly |
$449 |
|
4038 |
Yosemite Gateway |
Weekly |
Bi-Weekly |
$1,800 |
|
4039 |
Vista Del Sol |
Weekly |
Bi-Weekly |
$670 |
Increases in compensation for the three-year extension period will be determined by the United States Department of Labor, Bureau of Labor Statistics Consumer Price Index-All Urban Consumers West (CPI). At no time will the compensation amount fall below the previous year’s contract amount. The base month and year for calculating CPI adjustments will be January 1, 2026 and ending each succeeding year thereafter. At no time will the CPI increase exceed 3%.
The City Attorney’s office has prepared the necessary Professional Services Agreement for your review and approval (please see Attachment 1).
IMPACT ON CITY RESOURCES
Funding is available within the Fiscal Year 2023/2024 budget for the Silverado, Fahren’s Park II, Lowes and Yosemite Gateway districts. The following District’s reserves will be utilized: Quail Creek, West Creek Homes, Oakmont #3, Northwood Village, Village Landing, Sunset West, Ridgeview Meadows, Fahren’s Park I, Mansionette, Paulson Place, La Bella Vista, Davenport, Sequoia Hill, Sky Moss, and Vista Del Sol. The following Districts will require a supplemental appropriation: Cypress Terrace and Las Brisas. Future years will be included as part of the budget process for that fiscal year.
ATTACHMENTS
1. Agreement for Landscape Maintenance Services