Title
Recommendation to Authorize the City Manager, or Designee, to Execute a Five-Year Agreement with Rojas Flores Landscaping, Inc. for Landscape Maintenance Services - Various Locations (Citywide) for a Total Amount Not to Exceed $825,369.
In accordance with the California Environmental Quality Act (CEQA), this project is exempt from further environmental review pursuant to CEQA Guidelines section 15301 (Maintenance of Existing Facilities). (Public Works 31041520) Not heard on December 20, 2022.
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City of Alameda (City) has more than sixty acres of landscaped area comprised of open space, medians, parking lots and facility grounds. The City uses contract services to maintain these landscaped areas and the supporting irrigation systems. Staff completed a Request for Bid (RFB) process and is now recommending the execution of a five-year agreement with Rojas Flores Landscaping, Inc. for citywide landscape maintenance for an amount not to exceed $825,369.
BACKGROUND
The City uses contract services to maintain public right of way landscaped areas throughout the city. The scope of work for the proposed agreement addresses median strips and special areas, and includes general landscaping maintenance, irrigation repairs, and weed abatement at locations throughout the city. In addition, the agreement includes seasonal mulching within new bioswales in the right-of-way to filter stormwater runoff.
DISCUSSION
On October 27, 2022 the Public Works Department issued an RFB for Landscape Maintenance Services Various Locations. To solicit the maximum number of bids and most competitive price, the RFB was provided to 19 separate builders’ exchanges throughout the Bay Area, and notices of the RFB were sent to contractors on the list of qualified contractors maintained by the Public Works Department. A notice was also placed on the City’s website and published in the Alameda Sun. After a bidding period of 14 days, two bids were received and opened on November 10, 2022. The bid results are as follows:
|
Bidder |
Location |
Bid Amount |
|
Rojas Flores Landscape, Inc. |
San Jose, CA |
$176,700.00 |
|
E.L. Landscaping Services, Inc. |
Fremont, CA |
$243,510.16 |
Public Works staff contacted the references provided by the Rojas Flores Landscape and received positive feedback on the ability of the company to meet the project requirements and the quality and timeliness of their work.
The bid is based on an annual amount for the proposed scope of work. Staff proposes a five-year agreement with Rojas Flores Landscape, Inc., for a total not-to-exceed amount of $825,369. The associated compensation includes an annual 3% CPI increase and 10 percent contingency. Use of contingency shall be for items of work outside the original scope and requires prior written authorization by the City.
ALTERNATIVES
• Authorize the City Manager, or designee, to execute a five-year agreement with Rojas Flores Landscaping, Inc. to provide landscape maintenance services.
• Have this work performed in-house by Public Works personnel. The Public Works Department does not currently have staffing to provide this service so hiring additional full-time staff would be necessary to fulfill the scope of work.
• Do not authorize the agreement and provide additional direction to staff.
FINANCIAL IMPACT
The project is budgeted in the Capital Improvement Program (Project No. CIP 17000), with monies allocated from the Gas Tax Fund (Fund 211), Open Space Maintenance Fund (Fund 217), Construction Improvement Tax (Fund 302), Alameda Landing Development Agreement and the General Fund.
|
Contract |
Base Amount |
3% CPI |
10% Contingency |
Total Authorized |
|
FY 22-23 |
$88,350 |
$0 |
$8,835 |
$97,185 (6 months) |
|
FY 23-24 |
$182,001 |
$5,301 |
$18,200 |
$200,201 |
|
FY 24-25 |
$187,461 |
$5,460 |
$18,746 |
$206,207 |
|
FY 25-26 |
$193,085 |
$5,624 |
$19,308 |
$212,393 |
|
FY 26-27 |
$99,439 |
$5,793 |
$9,944 |
$109,383 (6 months) |
|
5 Year Total |
$750,336 |
$22,177 |
$75,034 |
$825,369 |
The yearly amount encumbered for this agreement will be based on the table above and pending future City Council appropriations. Base compensation for this agreement will be increased by 3% annually, and a 10% contingency will be available annually. Use of contingency shall be for items of work outside the original scope and requires prior written authorization by the City.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is exempt from further environmental review pursuant to CEQA Guidelines section 15301 (Maintenance of Existing Facilities).
CLIMATE IMPACTS
The continued and prompt maintenance of landscaped areas and irrigation systems can prevent unnecessary water usage and support City and State water conservation and drought response goals. The removal and prevention of landscaping debris from public areas will assist in maintenance of the municipal storm drainage system by providing better storm drainage and decreasing the risk of local flooding, results that improve local resiliency to potential climate change.
RECOMMENDATION
Authorize the City Manager, or designee, to execute a five-year agreement with Rojas Flores Landscaping, Inc. to provide landscape maintenance services - various locations (Citywide) for a total amount not to exceed $$825,369.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Mike Billington, Facilities Manager
Financial Impact section reviewed,
Margaret L. O’Brien, Finance Director
Exhibit:
1. Agreement
cc: Jennifer Ott, City Manager