REPORT TO THE CITY COUNCIL May 24, 2018 FROM: SCOTT L. MOZIER, PE, Director Public Works Department BY: ANDREW J. BENELLI, PE, City Engineer / Assistant Director Public Works Department AARON A. AGUIRRE, Public Works Manager Public Works Department, Landscape Maintenance Division SUBJECT: ..Title Actions pertaining to landscape maintenance in Community Facility Districts, Landscape and Lighting Maintenance Districts and at Pump Stations throughout the City. 1. Approve a Requirements Contract with All Commercial Landscaping, Inc., in the amount of $522,660.00 to provide monthly landscape maintenance services in selected Community Facility Districts. 2. Approve a Requirements Contract with All Commercial Landscaping, Inc., in the amount of $280,720.00 to provide 60-Day landscape maintenance service in all Landscape and Lighting Maintenance Districts. 3. Approve a Requirements Contract with Elite Maintenance and Tree Service, Inc., in the amount of $322,888.00 to provide monthly landscape maintenance services for selected pump stations operated by the Department of Public Utilities. ..Body RECOMMENDATION Staff recommends approval of a Requirements Contract with All Commercial Landscaping, Inc., (ACLS) of Fresno, CA in the amount of $522,660.00 to maintain selected Community Facility Districts (CFD) and for $280,720.00 to maintain all existing Landscape and Lighting Maintenance Districts (LLMD) landscapes. Staff also recommends approval of a Requirements Contract with Elite Maintenance and Tree Service, Inc., (EMTS) in the amount of $322,888.00 to maintain selected Department of Public Utilities (DPU) pump stations throughout the City of Fresno (City). EXECUTIVE SUMMARY The City solicited proposals for professional landscape maintenance services covering the CFD, LLMD and DPU pump station landscapes located throughout the City. The scope of work consists of maintaining mature landscaped buffers that are currently managed by a combination of City crews and a contracted vendor. This contract shall be in effect for five (5) years from the date of the Notice to Proceed and may be extended, at the City's sole discretion, for three (3), one-year increments. Currently the CFD landscapes with trees and shrubs are maintained every 30 days and the LLMD landscapes are maintained every 60 days. With this new contract, all landscapes will maintain their current levels of service with the exception of DPU pump stations; they will enhance their current maintenance cycles by reducing the targeted cycle times to 30-day service intervals. BACKGROUND The landscape maintenance contracts provide for routine maintenance in various CFD, LLMD and DPU pump station landscapes located throughout Fresno. These landscapes consist of trees and shrubs that typically require weeding, clearance trimming and debris removal (does not include turf). The City is currently operating under a requirements contract to maintain selected CFD landscapes with shrubs and trees in the City on a 30-day maintenance cycle. This contract does not include all CFD-maintained landscapes, due to some CFD landscapes handled by other means. The City does run two CFD maintenance crews who handle a portion of these landscapes where it is more efficient to do so. The City also manages a separate weekly CFD maintenance contract for turf areas including neighborhood pocket parks; this contract is not up for renewal and not a part of this agenda item. City crews also maintain the limited amount of CFD-funded median island maintenance, in order to provide for proper traffic control and minimize inconvenience to the traveling public. Over the past three years, the CFD tract-by-tract accounting system indicates that collected assessments will allow for the 30-day maintenance cycle for trees and shrubs. CFD annexations which were set up in more recent years with a reserve component will further allow for future replacement of plants, trees and irrigation systems. The City has a dedicated program to analyze the tract-by-tract balances and install improvements or enhancements in these subdivisions where sufficient funds have been collected. The LLMD landscapes will also see a consistent service level under this contract by the vendor providing a 60-day service interval across all LLMD subdivisions. DPU pump stations are included in this contract and will see service levels improved to a consistent 30-day cycle. A Request for Proposal (RFP) was advertised and resulted in submissions from five proposers. Of the five proposers, ACLS and EMTS submitted proposals for routine monthly landscape maintenance services. These proposers conformed to all the RFP requirements and were determined to be the most capable of meeting all requirements of the City's published specifications. The Evaluation Committee was comprised of staff from the Public Works Department, Public Utilities and Fresno Unified School District. The Committee evaluated the proposal based on the following criteria: conformance to the terms and conditions of the RFP, ability to meet the stated service requirements, past performance and experience, financial stability and cost of service. The committee selected ACLS and EMTS as the vendors who offer the best overall value to the City and meet all the criteria as specified in the RFP. The attached Bid Evaluation provides more detail on the received proposals and the selection process. ENVIRONMENTAL FINDINGS Routine landscape maintenance is not a project as defined by the California Environmental Quality Act. LOCAL PREFERENCE The local preference did not impact the vendor selection of this services contract, as all four landscape vendors who submitted proposals do have a local service office as defined in section 4-108 of the Fresno Municipal Code. FISCAL IMPACT This contract was anticipated and funds were included in the Public Works FY 2018 CFD and LLMD budgets. Funds are available in the Water Division's FY 2018 Operations and Maintenance budget within the Water Enterprise Fund. Attachments: Bid Evaluation Information (2 pages)