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Report regarding a resolution authorizing the City Manager to execute amendments to the landscape maintenance services agreements for citywide right-of-way and Common Greens landscape maintenance services. (Greg Mediati, Director of Parks and Recreation).
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution authorizing the execution of the first amendment to the landscape maintenance services agreements with Frank and Grossman Landscape Contractors, Inc. of Hayward, California for citywide right-of-way landscape maintenance services for an additional $278,760 (for a new total not-to-exceed contract amount of $894,824.00), and to Gothic Landscaping of San Jose, California for Common Greens landscape maintenance services for an additional $375,187 (for a new total not-to-exceed contract amount of $1,167,603.13), and for an additional twelve-month term on both contracts.
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BACKGROUND/DISCUSSION
The City of South San Francisco (“City”) currently contracts out for certain specialized landscape maintenance services throughout the city. These specialized contracted services are necessary to keep up with the extensive and varied landscape maintenance responsibilities of the City in order to maintain the City’s safety and aesthetic objectives.
The current landscape maintenance contracts are split by areas of services, one encompassing right-of-way (ROW) areas consisting of medians, roadway shoulders, hook ramps, green spots, and trails, and the other contract encompassing Common Greens areas, which consist of landscaped areas located between homes in various neighborhoods throughout the city. These maintenance agreements were entered into in July of 2021 for a duration of two fiscal years with an option of extending the agreements three times for an additional fiscal year each occurrence.
After reviewing the performance as well as identifying additional scope, staff has negotiated renewal rates with both contractors and wishes to amend those contracts for the additional fiscal year. The areas of maintenance covered by both contracts have seen a drastically increased level of service and significant reduction in service requests since these contracts were entered into.
Project Scope
The Landscape Maintenance Services Project (“Project”) includes all specialized labor, materials and tools necessary to maintain all ornamental planting, including, but not limited to lawns, groundcovers, and shrubs (trees are excluded). Within these areas the contractors are also responsible for maintaining drainage facilities, weed control, irrigation sprinkler heads, lateral lines up to the valves (not including valves or water mains downstream of the water meter), clocks, and public walkways. These contracts include the cost of necessary repairs, replacements, care, supervision, and any and all other items necessary for the proper maintenance and operation thereof. The work does not include repairs and maintenance of lighting systems, gates, benches, railings, playgrounds, homeowner fences, walls, sidewalks and curb and gutter (except weed control).
The City’s objectives for this Project include the following:
• Provide high-quality professional landscape maintenance services for various medians, islands, rights-of-way, and Common Greens areas within the City.
• Work in collaboration with the City to identify areas where reduction of maintenance, energy, and water can result in overall cost savings and environmental benefits for the City.
• Work in collaboration with the City to implement these identified strategies within the service areas.
• Help achieve priorities identified in the City’s Strategic Plan.
FISCAL IMPACT
The majority of funding for this project is included in the City of South San Francisco’s General Fund within the Parks and Recreation Departmental Operating Budget, and the various Common Greens funds. Additional annual funding in the amount of $10,000 has been requested from the General Fund and $33,000 from the Common Greens funds to offset the negotiated price increases for the added scope and increases in costs as part of the annual budget requests for the department.
RELATIONSHIP TO STRATEGIC PLAN
Awarding this project will contribute to City’s Strategic Plan by supporting Priority #2: Quality of Life by enhancing landscape areas that are utilized by residents and increasing the aesthetics of the City as a whole. This project also contributes to Priority #4: Public Safety by keeping areas under the scope of the project clean and free of hazards.
CONCLUSION
Staff recommends Council authorizes the City Manager to execute the First Amendments to the existing landscape maintenance contracts with Frank and Grossman for citywide right-of-way maintenance and with Gothic Landscape for Common Greens landscape maintenance.