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Home My WebLink About051920-05.5 ADMINISTRATIVE STAFF REPORT 5.5 TO: Mayor and Town Council May 19, 2020 SUBJECT: Resolution No. 30-2020, awarding a contract for Zone A – Roadside Landscape Maintenance Services and Resolution No. 31-2020, awarding a contract for Zone B – Roadside Landscape Maintenance Services BACKGROUND The Town has utilized contractors to perform turf maintenance, plant maintenance, and landscape weeding since 1987. The Town’s current contracts for roadside landscape maintenance services for Zones A and B expire on June 30, 2020 and these new contracts would be effective beginning July 1, 2020. These contracts are funded through the Town’s Lighting and Landscape Assessment District (LLAD). The objective of the selection process is to identify the most qualified contractor(s) based on a combination of quality, service, and value as determined to be most advantageous to the Town. The specifications were comprehensively prepared to meet this objective. DISCUSSION Separate bid documents were prepared for Zone A and Zone B and Invitations for Bid were posted on the Town’s website. On February 20, 2020, the Maintenance Department conducted a pre-bid meeting for contractors interested in providing bids to clarify the scope of work and answer any questions about the bid specifications. Sealed bids were due on or before February 27, 2020 at 2:00 p.m. Two contractors submitted proposals for both Zone A and Zone B. Per standard Town practice in the award of long- term contracts, each contractor submitting a proposal is required to complete a Management and Technical Proposal in addition to a Price Proposal. The contract(s) award is based on the bid that is most advantageous to the Town based on the combination of the two proposals. The Price Proposal included bids for routine services such as turf maintenance, plant maintenance, weed control and general landscape clean up. It also included competitive bids for additional non-routine services, including plant replacement, pest control and landscape laborer rates. These additional services would be used on an as-needed basis for replacement of dead or dying plants, minor irrigation upgrades and to control plant Roadside Maintenance Contracts 2 May 19, 2020 diseases. An extra work contingency for this purpose is recommended t o accompany the award of these contracts. A four-member panel consisting of the Town’s Maintenance Services Director, Superintendent and two Maintenance Supervisors evaluated the Management and Technical Proposals. Each Management and Technical Proposal was evaluated independently and rated on a scale, with 100 equaling the maximum possible score. The Management and Technical Proposal required that each contractor provide information regarding their company’s experience performing similar work, employee q ualifications, equipment availability, employee training, customer service policies, communication plans and safety program. Upon completion of the Management and Technical Proposal evaluation, the Price Proposals were opened and compared with the results of the Management and Technical Proposal evaluations. Below are the results, also showing the price difference of all bids in comparison to the low bid: ROADSIDES ZONE A Company Name Price Price Diff. Technical Score New Image Landscape Company $161,569 N/A 86.7 Brightview Landscape Services $162,453 $884 82.0 The proposal from New Image Landscape Company demonstrated the best combination of quality of service and price of the two proposals submitted for Zone A. Their Price Proposal of $161,569 is the lowest of those submitted and their Management and Technical Proposal received the highest score. New Image Landscape Company currently holds the landscape maintenance services contract for Zone A. ROADSIDES ZONE B Company Name Price Price Diff. Technical Score New Image Landscape Company $198,330 N/A 86.0 Brightview Landscape Services $199,880 $1,550 79.7 The proposal from New Image Landscape Company demonstrated the best combination of quality of service and price of the two proposals submitted for Zone B. Their Price Proposal of $198,330 is the lowest of those submitted and their Management and Technical Proposal received the highest score. New Image Landscape Company currently holds the landscape maintenance services contract for Zone B. Roadside Maintenance Contracts 3 May 19, 2020 PUBLIC CONTACT Each contractor who submitted a proposal has been informed of the results. Posting of the meeting agenda serves as notice to the general public. FISCAL IMPACT The Price Proposal from New Image Landscape Company for Zone A is $161,569 per year plus a $24,231 contingency for a total of $185,800. The Price Proposal from New Image Landscape Company for Zone B is $198,330 per year plus a $29,750 contingency for a total of $228,080. Adequate funds in Zone A Contract Maintenance and in Zone B Contract Maintenance have been appropriated in the Maintenance Services Operating Budget. The term of the contract(s) is three years with two optional one-year extensions. There is a provision in these contracts that allows for an annual increase in the contract price equal to the percentage increase in the San Francisco Bay Area Consumer Price Index. RECOMMENDATION Adopt Resolution No. 30-2020, awarding a contract for Zone A – Roadside Landscape Maintenance Services and Resolution No. 31-2020, awarding a contract for Zone B – Roadside Landscape Maintenance Services. Prepared and Reviewed by: Dave Casteel Maintenance Services Director Attachments: A - Resolution No. 30-2020 – Zone A B – Resolution No. 31-2020 – Zone B RESOLUTION NO. 30-2020 AWARDING A CONTRACT FOR ZONE A – ROADSIDE LANDSCAPE MAINTENANCE SERVICES WHEREAS, the Danville Town Council desires to provide attractive, well-maintained roadsides; and WHEREAS, proposals have been solicited, received, and evaluated for provision of Roadside Landscape Maintenance Services in Zone A; and WHEREAS, based upon a comparison of both technical qualifications and price proposals, New Image Landscape Company was selected to provide Roadside Landscape Maintenance Services in Zone A; now therefore, be it RESOLVED, by the Danville Town Council that the Town Manager be and hereby is authorized to execute, on behalf of the Town, a three-year contractual agreement with options to extend for up to two additional one-year periods to New Image Landscape Company for $161,569 plus a contingency of $24,231 for a total of $185,800 in the form as lodged with the City Clerk, together with such changes as may hereafter become necessary, provided such changes do not materially increase the obligations of the Town thereunder. APPROVED by the Danville Town Council at a regular meeting on May 19, 2020, by the following vote: AYES: NOES: ABSTAINED: ABSENT: ________________________________ MAYOR APPROVED AS TO FORM: ATTEST: __________________________ ________________________________ CITY ATTORNEY CITY CLERK DocuSign Envelope ID: D3402BDB-FC6F-4EF5-A17D-EF69C0F24CCA ATTACHMENT A RESOLUTION NO. 31-2020 AWARDING A CONTRACT FOR ZONE B – ROADSIDE LANDSCAPE MAINTENANCE SERVICES WHEREAS, the Danville Town Council desires to provide attractive, well-maintained roadsides; and WHEREAS, proposals have been solicited, received, and evaluated for provision of Roadside Landscape Maintenance Services in Zone B; and WHEREAS, based upon a comparison of both technical qualifications and price proposals, New Image Landscape Company was selected to provide Roadside Landscape Maintenance Services in Zone B; now therefore, be it RESOLVED, by the Danville Town Council that the Town Manager be and hereby is authorized to execute, on behalf of the Town, a three-year contractual agreement with options to extend for up to two additional one-year periods to New Image Landscape Company for $198,330 plus a contingency of $29,750 for a total of $228,080 in the form as lodged with the City Clerk, together with such changes as may hereafter become necessary, provided such changes do not materially increase the obligations of the Town thereunder. APPROVED by the Danville Town Council at a regular meeting on May 19, 2020, by the following vote: AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM: ATTEST: CITY ATTORNEY CITY CLERK DocuSign Envelope ID: 922A4298-A162-4D74-93A4-CA78AEAD5AA7 ATTACHMENT B