Title
Staff Report for a City of San Leandro City Council Resolution Authorizing the City Manager to Execute Amendment No. 4 to a Non-Professional Services Agreement with Rubicon Landscape Corporation for Citywide Turf Maintenance for $172,504.56 for Fiscal Year 2020-2021 and Approving an Appropriation of $21,960 from the General Fund Undesignated Fund Balance Reserves to Account 010-62-001-5340
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council authorize the City Manager to execute Amendment No. 4 to a Non-Professional Services Agreement with Rubicon Landscape Corporation to provide monthly turf maintenance services at City parks and sports fields, and to appropriate $21,960 from the General Fund undesignated fund balance reserves to account 010-62-001-5340.
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, which covered the first year of service. Amendment No. 1, approved by the City Council in 2017, allowed for up to three additional 1-year extensions based on the CPI. This Amendment No. 4 represents the last extension allowed under the current NPSA.
Analysis
If authorized, the existing contract will be extended for a fourth and final time for the 2020-2021 Fiscal Year at the monthly price of $14,375.38. The new contract price reflects an addition to monthly services, in the form of the mowing of Marina Park. This work was previously part of American Golf Corporation’s (AGC) lease agreement with the City. With the City Council’s approval on June 1, 2020 of a new management agreement with AGC, the new agreement did not include having AGC mow the turf at Marina Park. The cost for this added task is $1,830.00 per month or $21,960 per year. The new total contract price also includes a 3.31% CPI increase (annual San Francisco Metro Area Consumer Price Index) which reflects the estimated increased cost requirement of the City’s Living Wage Ordinance. Services include weekly mowing at all City park sites, ball field sites, and other turf locations adjacent to parks, twice per month edging, twice per year weed abatement and four times per year aeration and fertilization. The contract will extend through June 30, 2021.
Previous Actions
• Resolution 2016-023 Authorizing the City Manager to Execute a Non-Professional Services Agreement with Rubicon Enterprises, Inc. for Citywide Turf Maintenance
• Resolution 2017-117 Authorizing the City Manager to Extend Term for One Year and Allowing for Three Additional 1-Year Extensions
Fiscal Impacts
This General Fund service contract will cost $172,504.56 annually. The FY 2020-2021 contract cost includes the addition of $21,960 for the added task of turf maintenance at Marina Park and a 3.31% CPI increase.
Budget Authority
Staff will request a purchase order for $172,504.56 for FY 2020-2021 for account 010-62-001-5340. An appropriation from the General Fund undesignated fund balance reserves to this operating account in the amount of $21,960 is required in order to cover the cost of the added service for Marina Park.
ATTACHMENT(S)
Attachment to Related Legislative Files
Attached to Resolution:
o Amendment No. 4 to Non-Professional Services Agreement between the City of San Leandro and Rubicon Landscape Corporation for Citywide Turf Maintenance
PREPARED BY: Jennifer Auletta, Deputy Public Works Director, Public Works Department