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05-13-2008 CC Rpt A10 COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY Meeting Date: May 13, 2008 • 1 , le: 13 Public Hearing: 0 h Discussion Item: 0 Consent Item: -0 • , •• , May 6, 2008 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: LANDSCAPE MAINTENANCE AGREEMENT FOR THE CURRENT CIVIC CENTER AND ENGLISH SPRINGS PARK TO EXCEL LANDSCAPE, INC. RECOMMENDATION: 1. Award an annual landscape maintenance agreement with Excel Landscape for the Civic Center and English Springs Park in the amount of$95,009.96 annually. 2. Authorize a five percent (5%) contingency to this agreement for emergency repairs and vandalism. ACKGROUND/ANALYSIS: In 2003 staff divided the parks into three service areas: North, South, and the Community Service area. Council awarded landscape maintenance agreements to three firms: CLS Landscape Inc, Excel Landscape and Valley Crest Landscape. The length of the agreements was for three (3) years with the 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 to revise 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 trashcans, daily litter removal and sidewalk cleaning. Time-of-day requirements are also part of the agreement in order to minimize interference with parks users and noise at the Civic Center. 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 SUBJECT: AWARD OF LANDSCAPE MAINTENANCE AGREEMENT FOR CURRENT 4IIICIVIC CENTER AND ENGLISH SPRINGS PARK TO EXCEL LANDSCAPE 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 Excel Landscape as best qualified to maintain the following facilities within the Community Service Area: The current Civic Center and English Springs Park. Excel Landscape has maintained the parks and landscape in Chino Hills since 1995 and has proven to be a responsive and professional contractor. The contractor will continue to maintain the Civic Center site after City Hall, Library and Fire District have moved to the new location. City activities will still be conducted at the Grand Avenue site. If there is a reduced level of service, staff will address it with an amendment to the agreement. The term of the agreement is for a period of two (2) years, seven (7) months with the option of 4 o (2), two (2) year extensions. The current annual landscape agreement for the Civic Center d English Springs Park totals $104,565.57. This proposed agreement reflects an annual savings of $9,555.61. City staff will maintain the new Civic Center for the first few months of operation. This is the procedure used last year when the new Community Park became operational. By maintaining the grounds using in-house staff, we are able to get a clear picture as to what needs to be done and the level of maintenance required. Staff is then in a better position to write the standards for the RFP for the new site. This approach worked well for Community Park. REVIEW 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, Recom ended by: 72- Douglas NvIa Belle, City Manager7c.f.")61 Pat Hagler, 411. Public Facilities & Operations Director DLB:SOC:ss