Report Prepared by: Jeff Frederick, Interim Public Works Manager - Tax Services
Title
SUBJECT: Approval of Agreement for Landscape Maintenance Services with Green Horizon, Inc., for Turf Maintenance of all City-Owned Parks, in an Annual Amount of $314,160 for a Two (2) Year Term Beginning July 1, 2024 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 an Agreement for Services with Green Horizon, Inc., for maintenance services in an annual amount of $314,160 at City Parks.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving an Agreement for Services with Green Horizon, Inc., in the annual amount of $314,160, to provide landscape maintenance services at City-owned parks for two years, with an option to renew for a maximum of (3) three additional one-year periods, effective July 1, 2024; and,
B. Authorizing the City Manager or designee to sign the necessary documents; and,
C. Authorizing the Finance Officer to make the necessary budget adjustments.
Body
ALTERNATIVES
1. Approve as recommended by the Public Works Director; or,
2. Refer back to staff for further study; or,
3. Deny.
AUTHORITY
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 City-owned parks. The work in general consists of mowing, edging, 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
EMTS, Inc. (Clovis) $312,876.24
Green Horizon (Turlock) $314,160.00
BrightView Landscape (Fresno) $375,792.00
Grover Landscape (Modesto) $646,140.00
New Image Landscape (Fremont) $648,276.00
Hogan Concrete & Landscape (Chowchilla) $3,281,784.00
Staff was not complacent in simply accepting the lowest proposal received. Although costs were a high priority, the following criteria were viewed as equally important, just to name a few:
• Experience with providing high quality landscape service to large open park spaces and sensitive work locations;
• Daily on-site supervision of staff with quality control assurance guidelines;
• Knowledge of safety practices in high vehicle traffic areas;
• Previous work history and quality;
• References.
After careful consideration of the criteria listed above, staff recommends Green Horizon, Inc., as the provider that can best meet the City’s landscape maintenance requirements.
The contract will be for a period of two-years, commencing on July 1, 2024 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.
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 Agreement for Services for your review and approval (Attachment 1).
IMPACT ON CITY RESOURCES
Funding is available within the proposed Fiscal Year 2024/2025 budget. Funding for future years will be included as part of the budget process for that fiscal year.
ATTACHMENTS
1. Agreement for Services