Report Prepared by: Ken Elwin, Director of Public Works
Title
SUBJECT: Approval of Three Separate Landscape Maintenance Services Agreements with AJG Garden Service for Maintenance of Various Maintenance Districts in the Annual Amount of $280,800; Odyssey Landscaping Company, Inc., for Maintenance of Various Community Facility Districts in the Annual Amount of $172,368; and Lincoln Training Center and Rehabilitation Workshop for Maintenance of Center Medians and Other City of Merced Facilities in the Annual Amount of $143,800.20, Each Agreement for a Two (2) Year Term Beginning July 1, 2019 Through June 30, 2021, with an Option to Extend the Agreements for Three (3) Additional One (1) Year Term(s)
REPORT IN BRIEF
Considers approving three separate professional services agreements with AJG Garden Service for Maintenance Districts, Odyssey Landscaping Company, Inc., for Community Facility Districts, and Lincoln Training Center and Rehabilitation Workshop for all Street Center Medians and other City of Merced Facilities.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving an Agreement for Landscape Maintenance Services, with AJG Garden Service, in the amount of $280,800 annually, to provide landscape maintenance services for various Maintenance Districts for a period of two-years, with an option to renew for a maximum of (3) three additional one-year periods, effective July 1, 2021; and,
B. Approving an Agreement for Landscape Maintenance Services, with Odyssey Landscaping Company, Inc., in the amount of $172,368 annually, to provide landscape maintenance services for various Community Facility Districts for a period of two-years, with an option to renew for a maximum of (3) three additional one-year periods, effective July 1, 2021; and,
C. Approving an Agreement for Landscape Maintenance Services, with Lincoln Training Center and Rehabilitation Workshop, in the amount of $143,800.20 annually, to provide landscape maintenance services for center medians and other City-owned facilities for a period of two-years, with an option to renew for a maximum of (3) three additional one-year periods, effective July 1, 2021; and,
D. Authorize the City Manager or the Assistance 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 quality, cost effective landscape maintenance services to the various Community Facilities Districts, Maintenance Districts, street-center medians, well sites, park strips, and other City-owned landscaped areas throughout the community.
In selecting a service provider staff was not complacent in 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, especially with providing high quality landscape service to Maintenance Districts, Community Facility Districts, street medians, open park spaces, and sensitive work locations;
• Ability to integrate “Green” practices to promote and support healthy, natural processes within existing ecosystems to minimize potential damage to the environment;
• Knowledge of safety practices in high vehicle traffic areas;
• Previous work quality;
• Responsiveness to budget issues;
• References.
In addition, staff was looking for a company that could provide a full range of services to include supervision of staff, comprehensive weed, disease, and pest control programs, as well as irrigation management and repair (please see attached Scope of Services).
The City was divided into three sections and the successful proposer are as follows:
A. Maintenance Districts
Business Name Costs
AJG Garden Service $280,800;
$266,760* (Local Business Preference Policy)
Lincoln Training Center $274,410.48
Central Valley Commercial Services $312,420
B. Community Facilities District
Business Name Costs
Odyssey Landscaping Company $172,368
AJG Garden Services $198,480;
$188.556* (Local Business Preference Policy)
Lincoln Training Center $189,980.40
C. Street Center Medians and Facilities
Business Name Costs
Lincoln Training Center $143,800.20
Odyssey Landscaping Company $202,908
Central Valley Commercial Services $222,576
After careful consideration, staff recommends AJG Garden Service for Maintenance Districts; Odyssey Landscaping Company for the Community Facilities Districts, and Lincoln Training Center and Rehabilitation Workshop for Street Center Medians and Facilities as the providers that could meet all the City’s landscape maintenance requirements at the lowest cost.
The contracts 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 agreements for three (3) additional one-year periods, ending on June 30, 2024.
Increases in compensation for the three-year extension period will be determined by the U.S. 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 each succeeding year thereafter. At no time will the CPI increase exceed 3%.
The City Attorney’s Office has prepared the necessary Landscape Maintenance Agreements for your review and approval (please see Attachments 2-4).
IMPACT ON CITY RESOURCES
The City’s Finance Department has confirmed funding is available in the Fiscal Year 2019/2020 budget for this agreement (subject to Council’s approval of the budget).
ATTACHMENTS
1. Scope of Services
2. AJG Garden Service Agreement
3. Odyssey Landscaping Company Service Agreement
4. Lincoln Training Center Service Agreement
5. Landscape Maintenance Locations