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    3.    
Finance Committee
Meeting Date: 11/24/2020  
FROM: Bill Gallardo

Subject:
Receive Proposals and Award Multiple Contracts for Landscape Maintenance Services at Various Locations in the City of Brea
RECOMMENDATION
1.  Receive proposals;
2.  Award Landscape Maintenance Agreements to:
A.)  S. C. Yamamoto for Mowing at City Parks in the amount of $68,040
B.)  Mariposa Landscapes Inc. for Landscape Maintenance at City Facilities and Tracks in the amount of $92,196
C.)  S. C. Yamamoto for Landscape Maintenance at City Medians, Parkways and Greenbelts in the amount of $139,560
D.)  Tropical Plaza Nursery, Inc. for Landscape Maintenance at City Reservoir Sites in the amount of $18,996
E.)  Tropical Plaza Nursery, Inc. for Landscape Maintenance at the Gateway Center in the amount of $16,440
F.)   S. C. Yamamoto for Landscape Maintenance in Maintenance District 1 (MD 1) in the amount of $12,480
G.)  S. C. Yamamoto for Landscape Maintenance in MD 3 in the amount of $21,120
H.)  Tropical Plaza Nursery, Inc. for Landscape Maintenance in MD 5 in the amount of $31,164
I.)   S. C. Yamamoto for Landscape Maintenance in MD 6 in the amount of $60,000
J.)  S. C. Yamamoto for Landscape Maintenance in MD 7 in the amount of $10,080; and
3.  Authorize City Manager to approve contract extensions.
BACKGROUND/DISCUSSION
One of City Council's top priorities for Fiscal Year 2020-21 is to continue regional partnerships with other agencies.  In furtherance of this top priority, staff identified the issuance of a joint Request for Proposals (RFP) for landscape maintenance services at parks and City facilities as a potential opportunity.  As a result, staff reached out to other North Orange County cities to solicit interest in issuing a joint RFP.  The City of La Habra was the only other city that expressed interest.  

On July 13, 2020, staff posted a joint City RFP on CIPLIST.com for landscape maintenance services that included mowing, irrigation work, ball field maintenance, playground maintenance and other landscape maintenance activities.  Of the 33 companies that downloaded the RFP, eight proposals were received, seven of which were qualified proposers.  Staff from Brea and La Habra interviewed all seven companies to determine their ability to perform the work required at competitive rates.  After evaluating items such as appearance of equipment, company's uniform policy, references, quality of work in the field, proposal quality and interview results, staff ranked the companies as follows:

     1.  S. C. Yamamoto, Inc.
     2.  Nieves Landscape, Inc.
     3.  Mariposa Landscapes, Inc. 
     4.  Complete Landscape Care, Inc.  
     5.  Tropical Plaza Nursery, Inc.
     6.  Priority Landscape Services, LLC.
     7.  Merchants Landscape Services, Inc.  

During the negotiation phase of the process done via Zoom, Merchants Landscape Services, Inc. and Nieves Landscape, Inc. withdrew their proposals as they had proposed on the entire scope of work and failed to propose on the individual fee schedules as instructed in the RFP.  Complete Landscape Care, Inc. also withdrew their proposal for insurance reasons.  From the remaining list of qualified proposers, the City of Brea selected S.C. Yamamoto for six out of the ten areas of work, selected Tropical Plaza Nursery, Inc. for three areas, and Mariposa Landscapes, Inc. for one area.  La Habra decided not to award contracts at this time, and is going to take the information from RFP under advisement for possible award of contracts in the near future. 

S. C. Yamamoto embraced the spirit of the RFP for the volume of work and offered pricing 10.5% lower than their next lowest proposer.  They are also currently doing park maintenance work for the City of La Habra and La Habra has been satisfied with their work.  Tropical Plaza Nursery, Inc. has been Brea's primary landscaping contractor for many years, and their pricing had incremental increases to accommodate minimum wage increases.  Annual pricing for Brea contracts is as follows:

 
Agreement/Contractor New Contract
Price
Current Contract
Price
Difference
Parks Mowing - SC Yamamoto $68,040 $75,833 ($7,793)
Landscape Maintenance at City Facilities/Trails - Mariposa Landscapes, Inc. $92,196 - -
Landscape Maintenance at Medians/Entry Markers and Greenbelts - SC Yamamoto  (Currently combined with City Facilities/Trails shown in savings) $139,560 $299,399 ($67,643)
Landscape Maintenance at City Reservoir Sites - Tropical Plaza Nursery, Inc. $18,996 $17,063 $1,933
Landscape Maintenance at the Gateway Center - Tropical Plaza Nursery, Inc. $16,440 $15,187 $1,253
Landscape Maintenance in Maintenance District 1 - S. C. Yamamoto, Inc. $12,480 $14,712 ($2,232)
Landscape Maintenance in Maintenance District 3 - S. C. Yamamoto, Inc. $21,120 $24,961 ($3,841)
Landscape Maintenance in Maintenance District 5 - Tropical Plaza Nursery, Inc. $31,164 $29,971 $1,193
Landscape Maintenance in Maintenance District 6 - S. C. Yamamoto, Inc. $60,000 $66,009 ($6,009)
Landscape Maintenance in Maintenance District 7 - S. C. Yamamoto, Inc. $10,080 $13,207 ($3,127)
Total: $470,076 $556,342 ($86,266)  

As shown above, the City of Brea is looking to save approximately $86,266 per year by executing the recommended contracts.  Savings to the General Fund is $75,436.  Contracts that indicate increases have sufficient funding available.  The initial term is four and one-half years with three possible one-year extensions at the sole discretion of the City.  Any potential future CPI increases would be reviewed and approved by the Finance Committee. 

Based on a thorough review of the proposals submitted and the interview ranking and references, it is recommended contracts be awarded to S. C. Yamamoto, Inc., Mariposa Landscapes, Inc. and Tropical Plaza Nursery, Inc.
SUMMARY/FISCAL IMPACT
One of City Council's top priorities is to continue regional partnerships with other agencies.  Staff issued a joint RFP with the City of La Habra in July of this year.  The two cities interviewed the seven proposers and based on the interviews, proposals and references, staff is recommending contracts be awarded to S. C. Yamamoto, Inc., Mariposa Landscapes, Inc. and Tropical Plaza Nursery, Inc.  Funding is available in the following Funds for the per year cost:

 
110-51-5141-4269:   $68,040
110-51-5143-4269, 110-51-5148-4269, 361-51-5148-4269:  $92,196
110-51-5143-4269:  $139,560
420-51-5131-4249: $18,996
880-51-5113-4266: $16,440
341-51-5112-4266: $12,480
343-51-5112-4266:  $21,120
345-51-5112-4266: $31,164
346-51-5112-4266: $60,000
347-51-5112-4266: $10,080

The current contracts in place for mowing at City parks, landscape maintenance at City facilities, medians, greenbelts, The Tracks, the Gateway Center, City reservoir sites and landscape maintenance in Maintenance Districts 1, 3, 5, 6 and 7 were all extended to allow staff time to complete the RFP process.
RESPECTFULLY SUBMITTED
William Gallardo, City Manager
Prepared by:  Bill Bowlus, Public Works Superintendent
Concurrence:  Tony Olmos, P.E., Director of Public Works
Attachments
Agreement for Parks Mowing
Agreement for Medians Greenbelts Entry Markers
Agreement for City Reservoirs
Agreement for Gateway Center
Agreement for LLMD 1
Agreement for LLMD 3
Agreement for LLMD 5
Agreement for LLMD 6
Agreement for LLMD 7
Agreement for City Facilities Trails
Approved Insurance Tropical Plaza
Approved Insurance SC Yamamoto
Approved Insurance Mariposa

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