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05-13-2008 CC Rpt A09 COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY Meeting Date: May 13, 2008 Public Hearing: 0 7.r.;(3 r -2 Pil LI: 3 1 .......!,••..f. Discussion Item: 0 Consent Item: 0 . MAY 6, 2008 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: LANDSCAPE MAINTENANCE AGREEMENT FOR CROSSROADS PARK, GRAND AVENUE PARK, AND MCCOY EQUESTRIAN CENTER TO CLS LANDSCAPE, INC. RECOMMENDATION: 1. Award an annual landscape maintenance agreement to CLS Landscape, Inc. for Crossroads Park, Grand Avenue Park, and McCoy Equestrian Center in the amount of $164,430.96 annually. 2. Authorize a five percent (5%) contingency to this agreement for emergency repairs and elvandalism. BACKGROUND/ANALYSIS: In 2003 staff divided the parks into three (3) service areas: North, South, and the Community Service area. Council awarded landscape maintenance agreements to three landscape firms. CLS Landscape Inc, Excel Landscape, and Valley Crest Landscape. The length of the agreements were for three (3) years with an option of two (2), two (2) year extensions. With the end of Valley Crest's agreement extension for fiscal year 2007/2008, staff took the opportunity refine the specifications to better meet the needs of the users of the Community Service area, which includes the current Civic Center, English Springs, Crossroads, and Grand Avenue Parks; and McCoy Equestrian Center. The changes to the specifications created the need to re-bid the maintenance agreement for these high use facilities. In addition to maintaining the landscaping and turf, the agreements include washing of sports courts and trash can holders, daily litter removal and sidewalk cleaning. Time-of-day requirements are also part of the agreement in order to minimize interference with parks users. The Request for Proposal (RFP) process was used to ensure that the greatest maintenance value was achieved. Staff reviewed proposals from eight firms in an effort to determine the highest qualified applicants using a ranking process designed to identify the most qualified firms with reliance on experience, expertise, and competence of the firms and their personnel. ? AGENDA DATE: MAY 13, 2008 PAGE 2 LANDSCAPE MAINTENANCE AGREEMENT FOR CROSSROADS PARK, GRAND AVENUE PARK, AND MCCOY EQUESTRIAN CENTER TO CLS LANDSCAPE, INC. 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 • Number of employees and equipment to be assigned • Reports and references • Fee structure per square foot and for emergencies/extra work • Willingness to accept terms and conditions of City Agreement Based upon the evaluative criteria, staff selected CLS Landscape Inc. as best-qualified to maintain the following facilities within the Community Service area: Crossroads Park, Grand Avenue Park, McCoy Equestrian Center and McCoy Residence. 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. The term of the agreement is for a period of two (2) years, seven (7) months with the option of two (2), two (2) year extensions. The current annual landscape agreement for these facilities totals $210,633.15. This proposed agreement reflects an annual savings of $46,202.19. 4EVIEW BY OTHERS The Finance Director and the Assistant to the City Manager have reviewed this item. FISCAL IMPACT: Funding for this project is included in the approved FY 2007-08 Budget. Respectfully submitted, Recommended by: • ) a Douglas Ne/La Belle, City Manager Pat Hagle Public Facilities & Operations Director DLB:SOC:ss 110