For City Council Meeting [June 13, 2023]
TO: Honorable Mayor and City Council
APPROVAL: Arron Brown, Acting City Manager
FROM: Tim Sullivan, Director of Maintenance and Facilities
Title
Request City Council to: (1) Award a Maintenance Services Agreement to Inland Empire Landscape, Inc., a California Corporation for Landscaping and Ground Maintenance Services for Landscape Maintenance Districts, Parkways and Median Islands; (2) Authorize the Issuance of a Purchase Order in the Not-to-Exceed Amount of $925,496 for Fiscal Year 2023/2024; and (3) Authorize the City Manager to Execute all Related Documents.
(ACTION)
Body
BACKGROUND
The Maintenance and Facilities Department (Department) coordinates landscape maintenance in Landscape Maintenance Districts (LMDs) and certain City right-of-way areas, including median islands and parkways.
The Department manages two special landscape districts, LMD I and LMD II, which total 112.8 acres. LMD I consists of 20 acres of turf, 17 acres of ground cover, 3,700 trees, and 24 acres of hardscape, totaling 61 acres of maintained landscape. LMD II consists of 0.30 acres of turf, 28 acres of ground cover, 2,390 trees, and 23.5 acres of hardscape, totaling 51.80 acres of maintained landscape. The Department also manages the landscape maintenance of 11 various areas of parkway and/or median islands not included in the LMD I and II areas. These areas include 18 acres of bike trails, parkways, and median islands.
On September 25, 2018, the City Council awarded a Contract Service Agreement to Inland Empire Landscape for landscape maintenance services of the above-mentioned areas through June 30, 2023.
ANALYSIS/DISCUSSION
On March 22, 2023, the City released Request for Bid (RFB) #23-032 for LMD’s, Parkways & Median Islands Landscaping & Ground Maintenance on the PlanetBids.com website.
On April 5, 2023, staff conducted a mandatory pre-bid meeting; eight (8) firms attended the meeting. The RFB closed on April 24, 2023, with five (5) bids received, which are listed below and included as Attachment 1, Bid Abstract.
1. Inland Empire Landscape - San Bernardino, CA: $884,791.91
2. Mariposa Landscape - Irwindale, CA: $1,072,872.14
3. Parkwood Landscape - Van Nuys, CA: $930,780.26
4. Willowbrook Landscape - Hesperia, CA: $1,037,923.26
5. RP Landscape - San Bernardino, CA: $1,105,182.80
City staff reviewed each bid according to the criteria listed in the RFB. Inland Empire Landscape, Inc. was found to be properly licensed and determined to be the lowest responsible and responsive bidder.
Staff recommends the City Council award a Maintenance Service Agreement (MSA) to Inland Empire Landscape, Inc. for an initial term of one (1) year commencing July 1, 2023, and expiring June 30, 2024. The City may elect to extend this agreement for four (4) additional one (1) year terms. A copy of the MSA between the City of Rialto and Inland Empire Landscape, Inc. is included as Attachment 2. The contractor’s disclosure form is included as Attachment 3.
Landscape Maintenance Improvements
City Council previously expressed concerns regarding the poor quality of the landscape in LMD I and LMD II, as well as in Parks and City facilities. The Maintenance and Facilities Department developed an action plan that addressed the following areas of concern:
• IRRIGATION - Staff monitored the irrigation of all LMD areas checking for over or under-watering.
o As a result of adjustments to the irrigation times, healthier turf has returned.
• PLANT MATERIAL - Staff instructed the contractor to abide by the contract language and remove and replace faulty plant material within the LMD areas caused by Contractor negligence.
o Contractor planted 480 plants in LMD I and LLMD II areas.
• INSPECTIONS - Staff focused on providing higher quality inspections and continued to work with the Contractor to ensure the highest quality standards are being maintained.
o Inspection Zones have been developed to allow for a more structured inspection schedule.
o An electronic inspection form has been added to Workforce, increasing the efficiency of the inspection process and the ability to track and remedy concerns.
• DEAD LANDSCAPING - Staff works closely with Community Compliance to address landscaping deficiencies in Non-LMD properties and reports concerns as needed.
o This resulted in an improved City-wide appearance, as verified by visual inspections and follow-up by City staff.
Staff worked with the City’s current contractor to implement the action plan to resolve the above-noted issues. Additionally, monitoring of the Contractor’s work performance occurs on a daily basis to ensure that the City’s high-quality standards are being met.
ENVIRONMENTAL IMPACT
Approval of the Contract Services Agreement 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.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report and Maintenance Services Agreement.
FINANCIAL IMPACT
Operating Budget Impact
In Fiscal Year 2023/2024, a total Budget of $925,496 is available for Landscape Maintenance Services for LMD I, LMD II, Parkways, & Medians.
In addition to the base bid, staff is requesting an additional 5% of the proposed cost in the amount of $44,000 for additional services and improvements in the LMD areas, for a total Maintenance Services Agreement in the amount of $925,496. Staff has historically requested a range of 5-8% for LMD improvements and extra services.
Table 1 below shows the accounts and funds for LMD I, LMD II, and General Fund Parks Maintenance.
Table 1
Capital Improvement Budget Impact
This is an annual maintenance contract for existing infrastructure and has no impact on the Capital Improvement Budget.
Licensing:
Prior to the execution of the Contract Services Agreement, the vendor shall maintain a current business license and submit a renewal business license application as needed and pay a Business License tax at the rate of $1,004, as well as Administrative and State fees.
RECOMMENDATIONS
Staff recommends that the City Council:
1) Award a Maintenance Services Agreement to Inland Empire Landscape, Inc., a California Corporation, for Landscape Maintenance Services on street medians and parkways (LMD I, LMD II, and Non-LMD);
2) Authorize the issuance of a Purchase Order in the not-to-exceed amount of $925,496 for Fiscal Year 2023/2024 commencing July 1, 2023; and
3) Authorize the City Manager to Execute All Related Documents.