Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Non-Professional Services Agreement with Rubicon Landscape Corporation for Citywide Median Maintenance for a Term of 5 years with Two (2) One-Year Extension Options for a Cumulative 5-year Total Not to Exceed $1,994,353.08
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
The Public Works Department issued an RFP on May 24, 2023 for Citywide median maintenance and City facility landscape maintenance. Six vendors submitted proposals, and, of those, Rubicon Landscape Corporation was selected to provide Citywide median maintenance services for 5 years at a total cost of $1,994,353.08
RECOMMENDATIONS
Staff recommends that the City Council authorize the City Manager to execute a Non-Professional Services Agreement with Rubicon Landscape Corporation to provide median maintenance and weed abatement services throughout the City.
BACKGROUND
On May 24, 2023, the Public Works Department issued Request for Proposals (RFP) #60668 for street median landscape maintenance and City facility landscape maintenance. While this was one RFP with the same technical specifications and scope of work [landscaping], the RFP was structured into the two separate areas to allow for separate pricing and the ability to issue two agreements.
Requested services include: Landscape maintenance of plant material in medians, landscape strips, City facilities; weed abatement; turf maintenance; tree maintenance; irrigation maintenance and minor repairs; trash removal and debris collection and removal including related disposal fees.
Six firms submitted proposals and were deemed responsive to the RFP. After review by a committee of internal staff, the six proposals were ranked, and the highest scoring proposals/contractors were invited to an interview with City staff to discuss the proposal contents and review any clarifications.
The most qualified company for median maintenance and weed abatement services was Rubicon Landscape Corporation based on its proposal, pricing, interview, and references. City staff negotiated with Rubicon to finalize the proposed agreement.
Analysis
Base services in the contract includes median maintenance and weed abatement services at 95 distinct locations throughout the City as noted in Attachment C - Compensation. Weed abatement in other locations is provided, on a per request basis with pricing included in the Extra Services section of the compensation schedule.
If authorized, the contractor will provide service effective December 1, 2023 through June 30, 2025 for the monthly bid price of $22,979.33 plus an additional $3,333.33 for additional weed abatement services. Annual adjustments for cost increases were made a part of the pricing proposals to lock in agreed upon increases over the 5 years of the agreement, and to be able to compare pricing based on the 5-year total. The following adjustments are a part of the pricing:
July 1, 2025 - June 30, 2026 6.4%
July 1, 2026 - June 30, 2027 5%
July 1, 2027 - June 30, 2028 5%
July 1, 2028 - June 30, 2029 5%
The contract will extend through June 30, 2029, with the option for the City to extend the contract annually for two additional one-year terms by contract amendment.
Because of the length of the agreement term (5 years) and uncertainties as to additional areas and/or services that the City may request during those five years, a contingency amount of 2.5% is also included in the not-no-exceed amount. The contingency will only be used and authorized if a) authorized in writing by City staff; b) available funding in the operating budget; and c) issuance of a purchase order to cover that amount. This provides flexibility for staff and eliminates the need to amend the contract for these amounts of the 5-year term of the agreement.
Fiscal Impacts
The Non-Professional Services Agreement will cost $188,210.00 for fiscal year 2023-2024 and $322,645.76 for fiscal year 2024-2025. The service is included in the Council approved budget for both fiscal years in account 010-33-052-5340, but there is a budget shortfall of $81,290.06 in the FY 2023-2024 and $122,645.79 in FY 2024-2025. This Council action will appropriate these amounts from the General Fund undesignated fund balance to fund the agreement for the current biennial budget.
Costs for the remaining fiscal years affected by the agreement will require Council appropriation as part of actions to be undertaken through subsequent biennial budget processes.
Anticipated costs for the full 5-year contract with adjustments and the 2.5% contingency are as follows:
Base Price Weeds Contingency Total
FY 2023-2024 $160,855.31 $23,333.31 $4,021.38 $188,210.00
FY 2024-2025 $275,751.96 $40,000.00 $6,893.80 $322,645.76
FY 2025-2026 $293,400.09 $42,560.00 $7,335.00 $343,295.09
FY 2026-2027 $308,070.09 $45,283.84 $7,701.75 $361,055.68
FY 2027-2028 $323,473.59 $48,182.01 $8,086.84 $379,742.44
FY 2028-2029 $339,647.27 $51,265.65 $8,491.18 $399,404.11
ATTACHMENTS
• Attachment A: Resolution for City Facility Landscape Maintenance with Rubicon Landscape Corporation
• Attachment B: Scope of Services and Technical Specifications
• Attachment C: Compensation and Pricing
PREPARED BY: Jennifer Auletta, Public Works Services Manager, Public Works Department