Report Prepared by: Juan Olmos, Public Works Manager - Tax Services
Title
SUBJECT: Approval of Agreement for Landscape Maintenance Services with EMTS, Inc., for Maintenance of Various Community Facilities Districts, in an Annual Amount of $251,310 for a Two (2) Year Term Beginning July 1, 2021 Through June 30, 2023, 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 EMTS, Inc., for maintenance services at various Community Facilities Districts, including Bellevue Ranch East & West, Bright Development, Compass Pointe, Compass Pointe Apartments, Cottages, Cypress Terrace 6 & 7, Franco, Lantana Estates, Mansionette Estates #5, Mercy Hospital, Moraga, Northwood Professional Center, Provance, Sandcastle, Tuscany, University Park, and University Park II.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a Professional Services Agreement with EMTS, Inc., in the annual amount of $251,310, to provide landscape maintenance services at various Community Facilities Districts for two years, with an option to renew for a maximum of (3) three additional one-year periods, effective July 1, 2021 (subject to Council’s approval of the Fiscal Year 2021/2022 budget); and,
B. Authorizing the City Manager or designee 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 $33,000, 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 Community Facilities Districts (CFD), including Bellevue Ranch East & West, Bright Development, Compass Pointe, Compass Pointe Apartments, Cottages, Cypress Terrace 6 & 7, Franco, Lantana Estates, Mansionette Estates #5, Mercy Hospital, Moraga, Northwood Professional Center, Provance, Sandcastle, Tuscany, University Park, and University Park II. 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
EMTS, Inc. (Clovis) $251,310.00
Green Horizon (Turlock) $269,040.00
Odyssey Landscape (Lodi) $275,364.00
AJG Garden Service (Merced) $298,800.00
Westside Landscape (Newman) $305,415.72
Yard Masters (Merced) $394,800.00
After careful consideration, staff recommends EMTS, Inc., as the provider that can meet the City’s landscape maintenance requirements at the lowest cost.
The contract will be for a period of two-years, commencing on July 1, 2021 and ending on June 30, 2023. The City shall have the option of renewing the agreement for three additional one-year periods, ending on June 30, 2026.
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, 2023 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 proposed Fiscal Year 2021/2022 budget and is contingent upon Council’s approval of the 2021-22 budget. Future years will be included as part of the budget process for that fiscal year.
ATTACHMENTS
1. Agreement for Landscape Maintenance Services