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Report regarding two resolutions authorizing the City Manager to execute Third Amendments to the Consulting Services Agreements with Frank and Grossman Landscape Contractors, Inc. and with Gothic Landscaping, beginning July 1, 2025. (Joshua Richardson, Parks Division Manager)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt two resolutions authorizing the City Manager to execute Third Amendments to the Consulting Services Agreements with Frank and Grossman Landscape Contractors, Inc. of Hayward, California for citywide right-of-way landscape maintenance services in an amount not to exceed $332,291.06, and to the Consulting Services Agreement with Gothic Landscaping of San Jose, California for Common Greens landscape maintenance services in an amount not to exceed $413,014.98 for an additional and final twelve-month term beginning July 1, 2025.
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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 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 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 an additional fiscal year. The areas of maintenance covered by both contracts have seen a continually increased level of service and significant reduction in service requests since these contracts were entered into.
In early 2026, staff will issue a request for proposals and entirely rebid the two scopes of work.
Each of these contracts also has an additional $20,000 contingency that is being requested to help address any emergent work or extra services that may arise in the areas under the contract scope. This contingency is exercised at the City’s discretion.
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.
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 to cover the costs of maintenance in Water Quality Control Plant (WQCP) areas of maintenance will be provided by WQCP in the amount of $11,268.20. The increase in costs for Frank and Grossman’s contract for additional areas not included in the WQCP scope will be funded by existing funds within the Parks and Recreation Department. The Frank and Grossman contract increase is 3%, which is an annual increase of $8,767.66, and is largely due to the addition of the Westborough shoulder parcels that were purchased, as well as altered and enhanced landscapes on El Camino Real and Airport Boulevard that require more maintenance than when the initial contract was entered.
The contract amount for Gothic Landscaping will be increased by 1.5%, which is an annual increase of $5,808.10. This funding will be absorbed into the current Parks and Recreation Departmental Operating Budget and the various Common Greens funds that are serviced by this contract.
Staff also believes it to be prudent to move forward with these contracts and the proposed minor increases as there is a high likelihood that going back to bid in current market conditions will see larger increases in contract amounts than the proposed increases.
RELATIONSHIP TO STRATEGIC PLAN
Awarding this project will continue to contribute to the City’s Strategic Plan by supporting Priority #3: 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 that the City Council authorize the City Manager to execute the Third Amendments to the existing landscape maintenance contracts with Frank and Grossman for citywide ROW maintenance and with Gothic Landscape for Common Greens landscape maintenance.