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03-10-2010 CC Rpt A06 COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY ' +e, Meeting Date: March 23, 2010 RECEIVED CCC aPublic Hearing: 0 ZOIO MAR 17 PM 2: 02 ° ""M• Discussion Item: / Consent Item: '❑ OFFICE OF CITY CLERK CNIP3n 1411 I S March 16, 2010 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: LANDSCAPE MAINTENANCE AGREEMENTS FOR THE NORTH AND SOUTH SERVICE AREAS RECOMMENDATION: 1. Award an annual landscape maintenance agreement to Excel Landscape, Inc. for the North Service Area in the amount of $835,605.84 annually. 2. Award an annual landscape maintenance agreement to CLS Landscape, Inc. for the South Service Area in the amount of $1,258,518.36 annually. BACKGROUND/ANALYSIS: In 2003 staff divided the landscaping maintenance into three service areas: North, South, and the Community Service area. The City Council awarded landscape maintenance agreements to three firms: CLS Landscape Inc, Excel Landscape and Valley Crest Landscape. To more effectively service the City, staff reorganized the landscape districts and established a North and South Service area. This was precipitated by the relocation of the Community Park in May 2008. At the time of the renewal of the agreements in April 2009, staff took the opportunity to reorganize the remaining portions, effectively dissolving the Community Service area. The term of these agreements are set to expire March 31, 2010. The Request for Proposal (RFP) process was used to select new vendors to provide this service, and to ensure that the greatest maintenance value was achieved. Three staff members reviewed eleven proposals. The proposals for this agreement were evaluated based upon the following criteria: • Experience of vendor and personnel responsible for size and complexity of similar projects (30%) • Number of employees and equipment to be assigned (25%) • Reports and references (20%) • Fee structure per square foot and for emergencies/extra work (20%) • Willingness to accept terms and conditions of City Agreement (5%) �l� AGENDA DATE: MARCH 23, 2010 PAGE 2 SUBJECT: LANDSCAPE MAINTENANCE AGREEMENTS FOR THE NORTH AND SOUTH SERVICE AREAS The proposals were ranked using the following criteria: approach to work, staff qualifications, man-hours and equipment dedicated to the job, customer service, focus on water conservation management, experience, expertise, and competence of the firms. Based upon the evaluative criteria, staff is recommending Excel Landscape Inc. as the best-qualified to maintain the North Service Area. Of the top three proposals for the North, Excel was the lowest price and proposed twice the number of hours to be dedicated to the job. Their proposal also included trained water conservation staff to achieve the City's water conservation goals. Excel Landscape Inc. has maintained the parks and landscape in the North Service Area since 2003, and has been instrumental in helping the City reduce water consumption while meeting the high landscape standards expected by our community. They have proven to be a responsive and professional contractor. Staff is recommending CLS Landscape Inc. as best-qualified to maintain the South Service Area. Of the top three proposals for the South, CLS was the second lowest cost, but had 30% more staff dedicated to the job. The proposal includes trained staff for the management of the City's complicated computer based irrigation systems. CLS is also "green-friendly" and proposed equipment and service to produce sterilized composted mulch. They will provide the mulch to all areas of the City at no extra cost. CLS Landscape Inc. has maintained the parks and landscape in the South Service District area since 2003, and has proven to be a responsive and professional contractor. Approving these proposals will result in a net savings in the current fiscal year of $172,000. The term of the agreement is for a period of two years, nine months with the option of two year extensions with mutual consent. REVIEW BY OTHERS The Finance Director and the Contract Compliance Officer have reviewed this item. FISCAL IMPACT: Funding for this project is included in the approved FY 2009-2010 Parks and Landscape Budget. Respectfull��..ubmitted, Recommended by: Michael S. Flea.er, ity Manager John ura, Publ c Works Director MSF:SOC:ss