Report Prepared by: Ken Elwin, Director of Public Works
Title
SUBJECT: Approval of Agreement for Landscape Maintenance Services with Green Horizon, Inc., for Turf Maintenance of all City-Owned Parks and Full Maintenance of Ray Flanagan Park, in an Annual Amount of $271,536 for a Two (2) Year Term Beginning July 1, 2019 Through June 30, 2021, with an Option to Extend the Agreement for Three (3) Additional One (1) Year Term(s)
REPORT IN BRIEF
Considers approving a professional services agreement with Green Horizon, Inc., for turf maintenance services at all City-owned parks and full service of Ray Flanagan Park.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a Professional Services Agreement with Green Horizon, Inc., in the annual amount of $271,536, to provide landscape turf mowing and edging 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, 2019 (subject to Council’s approval of the Fiscal Year 2019/2020 budget); and,
B. Authorizing the City Manager or the Assistant City Manager to sign the necessary documents and execute future contract amendments.
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 $31,000, 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 mowing and edging of turf at City-owned parks throughout the community and the results are as follows:
Business Name Annual Amount
Green Horizon, Inc. $271,536
CVCS $444,450
AJG Garden Service $446,525
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, staff recommends Green Horizon, Inc., as the provider that can meet the City’s landscape maintenance requirements at the lowest cost.
Their references were checked and are in good standing with their clients. They are an employee-owned company and have been in business since 2004. Currently, they are providing landscape maintenance services for the Merced County, Stanislaus County, and the City of Turlock.
The contract will be for a period of two-years, commencing on July 1, 2019 and ending on June 30, 2021. The City shall have the option of renewing the agreement for three additional one-year periods, ending on June 30, 2024.
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, 2021 and ending each succeeding year thereafter. At no time will the CIP increase exceed 3%.
The City Attorney’s office has prepared the necessary Professional Services Agreement for your review and approval (please see Attachment 3).
IMPACT ON CITY RESOURCES
The City’s Finance Department has confirmed funding is available in the proposed Fiscal Year 2019/2020 budget for this agreement (subject to Council’s approval of the budget).
ATTACHMENTS
1. Scope of Service
2. City Park Descriptions
3. Agreement for Landscape Maintenance Services