For City Council Meeting [June 11, 2024]
TO: Honorable Mayor and City Council
APPROVAL: G. Michael Milhiser, Interim City Manager
FROM: Timothy Sullivan, Maintenance and Facilities Director
Title
Request City Council to 1) Award a Contract Services Agreement with Nissho of California, Inc., a California Corporation in the Amount of $606,000 for City Parks, Facilities Landscaping, and Grounds Maintenance Services; and 2) Authorize the City Manager or their Designee to Execute All Related Documents.
(ACTION)
Body
BACKGROUND:
The Maintenance and Facilities Department coordinates landscape and grounds maintenance at City Parks and Facilities. These responsibilities include the upkeep of the City’s public parks, which encompass approximately 100 acres of landscaped areas that require regular maintenance. The Department also manages janitorial services for 27 public restrooms within these parks. Additionally, landscape and grounds maintenance services are also essential at 13 City Facilities, which collectively comprise approximately 15 acres of landscaped areas requiring ongoing care and attention.
ANALYSIS/DISCUSSION:
On April 29, 2024, the City released Request for Bid (RFB) #24-026 for City Parks, Facilities Landscaping, and Grounds Maintenance Services and published the Notice Inviting Bids on PlanetBids.com. A non-mandatory pre-bid meeting was held on May 6, 2024, with 10 firms in attendance. On May 20, 2024, the City received a total of five (5) bids, as outlined in Table 1 below:
Table 1
The lowest responsible and responsive bid was submitted by Nissho of California. Inc. in the amount of $606,000. Staff reviewed the proposal and found Nissho of California to be appropriately licensed and qualified. Staff recommends that the City Council accept the bid received from Nissho of California, Inc. as the lowest responsible and responsive bidder for City Parks, Facilities Landscaping, and Ground Maintenance Services. The Company’s Schedule of Costs and Disclosure Statement is included in this report as Attachment 1.
Staff recommends that the City Council award a Contract Service Agreement (CSA) to Nissho of California for City Parks, Facilities Landscaping, and Ground Maintenance Services for an initial term of three (3) years, beginning July 1, 2024, to June 30, 2027. The City may elect to extend this agreement for two (2) additional one (1) year terms. A cost increase may be negotiated between both parties prior to renewal based on the region's Consumer Price Index (CPI), as stated in the RFB. A copy of the CSA between the City of Rialto and Nissho of California is included as Attachment 2.
ENVIRONMENTAL IMPACT:
The proposed action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a “Project” does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
In addition, approval of this action complies with the following City of Rialto General Plan Goals:
Goal 2-27: Provide a variety of park facilities that meet the diverse needs and interests of the community.
Goal 2-17: Provide high-quality and environmentally sustainable landscaping.
LEGAL REVIEW:
The City Attorney’s Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACT:
Operating Budget Impact
The proposed Fiscal Year 2024/2025 budget has allocated $545,370 for City Parks, Facilities Landscaping, and Ground Maintenance Services in Account No. 10107304-52011. The remaining amount required beyond the budget for this contract will be covered by $100,000 from the budget designated for other maintenance service contracts for FY2025.
Capital Improvement Budget Impact:
There is no Capital Improvement Budget impact.
Licensing:
Prior to executing the Contract Services Agreement, the contractor shall submit a business license application and pay a Business License tax at the Professional Service rate of $529.
RECOMMENDATION:
Staff recommends that the City Council:
1. Award a Contract Services Agreement with Nissho of California, Inc., a California Corporation, in the amount of $606,000 for City Parks, Facilities Landscaping, and Ground Maintenance Services.
2. Authorize the City Manager or their designee to execute all related documents.