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 f...
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