MEETING DATE:
MAY 28, 2024
SUBJECT:
Title
RESOLUTION NO. 2024-9293 - AWARDING CONTRACTS FOR PARKS MAINTENANCE SERVICES TO EXECUTIVE LANDSCAPE, INC. AND PWLC1, INC., AND DELEGATING AUTHORITY TO THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE SAID CONTRACTS
Body
Recommendation
Recommendation
ADOPT a resolution awarding contracts for parks maintenance services to EXECUTIVE LANDSCAPE, INC. and PWLC1, INC., respectively, and delegating authority to the City Manager to negotiate, finalize, and execute said contracts with for a maximum of five (5) years with an annual not-to-exceed budget of $2,268,418 and $2,630,629, respectively.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Planning for the Future
Dynamic and Responsive Service Delivery
Good Governance
Relevant Department Goal
Not Applicable
Executive Summary
The Public Works Department maintains 44 City parks through a combination of contractors and city staff. The Department currently contracts with three service providers to provide landscape maintenance services for parks, trails, and right of way landscapes with contracts set to expire on July 1, 2024. City staff have publicly solicited and reviewed the bids for continuation of these services. Approval of this resolution will award multi-year contracts to Executive Landscape, Inc. and PWLC1, Inc., respectively, for ongoing routine and as-needed parks maintenance services for city parks, trails, and rights of way in a collective amount not to exceed $4,899,047 annually for the term of the contracts.
Discussion
The Public Works Department desires to contract with qualified landscape maintenance contractors to provide routine, ongoing landscape maintenance services of parks, trails, and rights of way. The current contracts were executed in 2019 with a 5-year term. Staff advertised a request for proposals in accordance with Section 2.30.100 of the San Marcos Municipal Code (Public Projects). RFP 24-02 was posted to PlanetBids on March 22, 2024.In accordance with the RFP documents an in-person pre-bid meeting was held at City Hall on April 10, 2024 and was attended by 12 different service providers. On April 24, 2024, Five (5) vendors submitted proposals for the 4 different contract areas. Public Works staff evaluated the submittals based on the criteria outlined in the RFP document. As a result of the project team’s evaluations, staff seeks City Council’s approval to award the contracts as outlined in the table below.
|
Contract |
Awarding Contractor |
Annual NTE Amount |
5 Year Contract Amount |
|
LMA1 |
PWLC1 |
$1,190,261 |
$5,951,305 |
|
LMA2 |
PWLC1 |
$1,440,368 |
$7,201,840 |
|
LMA3 |
Executive Landscape |
$1,642,146 |
$8,210,730 |
|
LMA4 |
Executive Landscape |
$626,272 |
$3,131,360 |
|
|
Total |
$ 4,899,047 |
$ 24,495,235 |
The proposed agreements reflect a potential increase of $1,562,428 (46.8%) in the annual not to exceed amount over the current contracts. This increase is attributable to a combination of economic inflation factors and the absence of incremental annual cost increases in the current contracts. The cost will continue to be shared between the General Fund (100), the Lighting & Landscape Maintenance District Fund (202) and the CFD 98-02 Lighting and Landscaping Fund (205).
Attached is supplemental list of all City parks and their current maintenance delivery method.
Staff has evaluated other approaches for completing this work, such as hiring part-time and full-time staff, but ultimately determined that utilizing an outside contractor still provides the best value for the City; approval of these agreements will provide Public Works with a streamlined approach to efficiently manage this work.
Staff recommends that City Council approve the award of multi-year contracts for parks maintenance services, in a collective amount not to exceed $4,899,047 annually, and that it authorize the City Manager to negotiate, finalize, and execute the contracts and related documents with Executive Landscape Inc., & PWLC1, Inc., respectively.
Environmental Review
The activity performed under this action is not a “Project” as defined under Section 15378 of the CEQA Guidelines; and, is therefore not subject to environmental review pursuant to CEQA Guidelines section 15060(c)(3).
Fiscal Impact
Funding to support these agreements was requested in the FY25 General Fund (103035), Lighting and Landscape Maintenance District Fund (202) and the CFD 98-02 Lighting and Landscaping Fund (205), and is subject to Council approval.
Attachment(s)
Chart reflecting maintenance structure for City parks
Resolution
Prepared by: Tim Selke, Public Works Manager
Submitted by: Tim Selke, Public Works Manager
Reviewed by: Darren Chamow, Public Works Director
Approved by: Michelle Bender, City Manager
|
Park Name |
Park Address |
Maintenance |
|
Alder Glen Tot Lot |
608 Shelly Drive |
Contract |
|
Amigo Park - SFH |
Camino Magnifico & Avenida Arana |
Contract |
|
Buelow Park |
300 Autumn Drive |
Contract |
|
Cerro de Las Posas Park |
1387 W Borden Road |
City |
|
Civic Center / Civic Center Park |
3 Civic Center Complex |
Contract |
|
Connors Park |
320 W San Marcos Blvd |
City |
|
Corky Smith Gym |
274 Pico Avenue |
Contract |
|
Craven Park |
782 Craven Road |
Contract |
|
Creek View Park |
Corte Encanto |
Contract |
|
Discovery Hills Children's Park |
851 Honeysuckle Drive |
Contract |
|
Discovery Meadows Park - Foxhall |
Foxhall Court |
Contract |
|
Discovery Meadows Park - Sonoma |
Sonoma Street |
Contract |
|
Double Peak Park |
900 Double Peak Drive |
Contract |
|
Foothills Park |
881 Avenida Abeja |
Contract |
|
Helen Bougher Park |
1243 Borden Road |
Contract |
|
Hollandia Park |
12 Mission Hills Court |
City |
|
Innovation Park |
1151 Armorlite Drive |
Contract |
|
Jacks Pond Park |
986 La Moree Road |
Contract |
|
Knob Hill Park |
1837 Knob Hill Road |
Contract |
|
Las Abejas Park |
999 Woodhaven Rd. |
Contract |
|
Lake View Park |
650 Foxhall Drive |
Contract |
|
Laurels Park |
Acacia & Hawthorne |
Contract |
|
Mission Sports Park |
931 Bailey Court |
City |
|
Montiel Park |
2290 Montiel Road |
Contract |
|
Mulberry Park |
751 Mulberry Drive |
Contract |
|
Optimist Park |
Richland & Borden |
Contract |
|
Paseo de Arroyo Park |
436 Via Vera Cruz |
Contract |
|
Pebblestone Park |
241 Glendale Avenue |
Contract |
|
Quail Valley Park |
Avenida Leon & Avenida Amigo |
Contract |
|
Regency Hills Park |
555 Calle Capistrano |
Contract |
|
Richmar Park |
110 Richmar Avenue |
Contract |
|
Ridgeline Trailhead Park |
102 San Elijo Road |
Contract |
|
Sage Point Park |
201 Autumn Drive |
Contract |
|
San Elijo Park |
1105 Elfin Forest Road |
City |
|
Santa Fe Hills Park |
Via Barquero & Borden Road |
Contract |
|
Senior Center Fitness Zone |
111 Richmar Avenue |
City |
|
Simmons Family Park |
2180 Rocky Point Way |
Contract |
|
South Lake Park |
975 Sunstone Dr. |
Contract |
|
Summerhill Park |
Borden Road & Bel Esprit |
Contract |
|
Sunset Park |
909 Puesta Del Sol |
City |
|
Valley View Park |
Calle del Sol & Avneida Cordoba |
Contract |
|
Walnut Grove Park |
1950 Sycamore Drive |
City |
|
William Bradley |
1587 Linda Vista Drive |
City |
|
Woodland Park |
671 Woodland Parkway |
City |