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Report regarding a resolution authorizing the City Manager to execute Fourth Amendments to the Services Agreements with Frank and Grossman Landscape Contractors, Inc. and with Gothic Landscaping, beginning July 1, 2026. (Joshua Richardson, Parks Division Manager)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution authorizing the City Manager to execute Fourth Amendments to the Services Agreements with Frank and Grossman Landscape Contractors, Inc. of Hayward, California for citywide right-of-way landscape maintenance services and with Gothic Landscaping of San Jose, California for Common Greens landscape maintenance services, extending the term of each agreement through July 31, 2026. It is further recommended that the City Council authorize the City Manager or authorized designee to extend the agreements for up to two additional one-month terms, if necessary, to allow sufficient time to complete the competitive procurement process and award replacement agreements.
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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 required to maintain the City’s safety and aesthetic objectives.
The current landscape maintenance contracts are split by service area, with one contract 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 originally entered into in July 2021 for a duration of two fiscal years with options to extend the agreements for additional terms.
This year, in order to competitively procure future landscape maintenance services, staff issued separate Requests for Proposals (RFPs) for Common Greens Landscape Maintenance Services (Project No. PR-LMROW-0726) and Right-of-Way Landscape Maintenance Services (Project No PR-CGLM-0726). Both RFPs are currently advertised and close on June 5, 2026.
While staff originally anticipated bringing recommendations for award of replacement agreements forward prior to expiration of the current contracts, recent implementation requirements associated with California Assembly Bill 339, including additional noticing requirements related to affected bargaining units, have extended the anticipated procurement timeline.
To ensure continuity of landscape maintenance services while the procurement process is completed and replacement agreements are brought forward for City Council consideration, staff recommends extending the existing agreements through July 31, 2026. Staff anticipate that a one-month extension will be sufficient to complete the procurement process and award replacement agreements. However, authorizing the City Manager or authorized designee to approve up to two additional one-month extensions, if necessary, will provide flexibility should unforeseen delays occur and will help ensure uninterrupted service until replacement agreements are awarded and executed.
The proposed Fourth Amendments are intended solely as interim extensions necessary to maintain continuity of service while the City completes an active competitive procurement process and transitions to newly awarded contracts.
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, and tree work is performed by City staff). 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 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, 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.
Staff will return to the City Council at the July 8 City Council Meeting for City Council feedback and authorization for new contracts.
FISCAL IMPACT
The costs associated with the proposed extension will be funded through existing appropriations within the Parks and Recreation Department operating budget, the applicable Common Greens funds, and other existing funding sources supporting these services. Adequate funding is available within the operating budgets to cover the extension period, and no additional appropriation is required at this time.
The proposed Fourth Amendments will not result in an unbudgeted impact to the General Fund. The extensions will allow the City to continue receiving uninterrupted landscape maintenance services under the existing agreements while the competitive procurement process is completed and replacement contracts are awarded.
RELATIONSHIP TO CITY COUNCIL PRIORITIES ACTION PLAN
Acceptance of this funding will contribute to the City Council’s Priorities Action Plan under the Major Focus Area “Welcoming and Connected Community” by creating safe and welcoming community spaces.
CONCLUSION
Staff recommends that the City Council authorize the City Manager or authorized designee to execute Fourth Amendments to the existing landscape maintenance contracts with Frank and Grossman Landscape Contractors, Inc. for citywide ROW maintenance services and Gothic Landscaping for Common Greens landscape maintenance services, extending the agreements through July 31, 2026. Staff further recommend authorizing the City Manager or authorized designee to approve up to two additional one-month extensions, if necessary, pending completion of the procurement process and award of replacement agreements.