Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Amendment No. 7 to a Non-Professional Services Agreement with Rubicon Landscape Corporation for Citywide Turf Maintenance for $111,018.88 from July 1, 2023 to January 31, 2024
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
The City has a Non-Professional Service Agreement with Rubicon Landscape Corporation to provide turf maintenance services at City parks and sports fields. The proposed amendment for a contract extension will provide additional time for staff to issue a comprehensive RFP for services with a new contract start date no later than February 1, 2024.
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to execute Amendment No. 7 to a Non-Professional Services Agreement with Rubicon Landscape Corporation to provide Citywide turf maintenance services.
BACKGROUND
On August 31, 2015, the Public Works Department issued Request for Proposals (RFP) 55027 for citywide turf maintenance and park area weed abatement. Five firms submitted proposals deemed responsive to the RFP. After review by a committee of internal staff, the five proposals were ranked and Rubicon Enterprises, Inc. (firm changed name to Rubicon Landscape Corporation as part of Amendment No. 2), a Richmond, CA-based firm, was selected based on the firm’s highest score and lowest bid price. The City entered into contract with Rubicon Enterprises, Inc. on March 1, 2016.There were six subsequent amendments to the contract to extend the term, modify services and include cost increases.
Annual costs for services since the start of the contract are as follows:
Service Contract Year Total Cost
Fiscal Year 2015-2016 $43,736
Fiscal Year 2016-2017 $135,408
Fiscal Year 2017-2018 $130,168
Fiscal Year 2018-2019 $134,333
Fiscal Year 2019-2020 $145,721
Fiscal Year 2020-2021 $172,505
Fiscal Year 2021-2022 $165,062
Fiscal Year 2022-2023 $176,220
Analysis
If authorized, the existing contract will be extended for seven months at the monthly price of $15,859.84 for a total of $111,018.88. The new contract price reflects an 8% price increase.
Services provided by Rubicon Landscape Corporation include weekly mowing at all City park sites, ball field sites, and other turf locations adjacent to parks; and edging, weed abatement aeration and fertilization based on contractually established intervals. The contract will extend through January 31, 2024.
Staff is in the process of developing an RFP for Citywide Turf Maintenance to be issued by the end of June. The intent is to bring a new agreement to Council for approval in October. The City has the option to cancel this agreement in advance of January 31, 2024 should a new agreement be approved and executed.
Previous Actions
• Resolution No. 2016-023 authorizing the City Manager to execute a Non-Professional Services Agreement
• Resolution No. 2017-117 authorizing the City Manager to execute Amendment No. 1 to include three additional 1-year extensions subject to amendment
• Resolution No. 2020-078 authorizing the City Manager to execute Amendment No. 4 and approving an additional appropriation
• Resolution No. 2021-138 authorizing the City Manager to execute Amendment No. 5
• Resolution No. 2022-143 authorizing the City Manager to execute Amendment No. 6
Fiscal Impacts
The amendment to the agreement will cost $111,018.88 for seven months of fiscal year 2023-2024. The amendment will be funded by the City Council adopted budget for fiscal year 2023-2024 in account 010-62-001-5340.
ATTACHMENTS
• Attachment A: Resolution for Amendment No. 7 to Agreement with Rubicon Landscape Corp.
• Attachment B: Exhibit B - Compensation Schedule FY 2023-2024
• Attachment C1: Non-Professional Services Agreement with Rubicon landscape Corporation for Citywide turf maintenance services
• Attachment C2: Amendment No. 1 to the Non-Professional Services Agreement
• Attachment C3: Amendment No. 2 to the Non-Professional Services Agreement
• Attachment C4: Amendment No. 3 to the Non-Professional Services Agreement
• Attachment C5: Amendment No. 4 to the Non-Professional Services Agreement
• Attachment C6: Amendment No. 5 to the Non-Professional Services Agreement
• Attachment C7: Amendment No. 6 to the Non-Professional Services Agreement
PREPARED BY: Jennifer Auletta, Deputy Director, Department of Public Works