HomeMy WebLinkAbout061521-05.4
ADMINISTRATIVE STAFF REPORT 5.4
TO: Mayor and Town Council June 15, 2021
SUBJECT: Resolution No. 26-2021, awarding a contract for Lighting and Landscape
District 1983-1, Zone D – Park Maintenance Services
BACKGROUND
The Town of Danville has a Town-wide Lighting and Landscape Assessment District
(LLAD) that operates consistent with Proposition 218, passed by the voters in 1996. The
LLAD is comprised of four Zones of Benefit. Zones A and B help fund roadside landscaping,
Zone C funds street lighting, and Zone D funds a portion of park maintenance.
The Town has utilized contractors to perform park maintenance activities including turf
maintenance, plant maintenance, and landscape weeding since 1987. The Town’s current
contract for park landscape maintenance services for Zone D expires on June 30, 2021 and
the new contract would be effective beginning July 1, 2021. The contract is funded through
the Town’s Lighting and Landscape Assessment District (LLAD) and the General Fund.
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
Bid documents were prepared for Zone D and an Invitation for Bids was posted on the
Town’s website. On February 9, 2021, the Maintenance Services 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 16, 2021 at 2:00 p.m. and five contractors
submitted proposals. 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
Park Maintenance Contract 2 June 15, 2021
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
diseases. An extra work contingency for this purpose is recommended to accompany the
award of this contract.
A three-member panel consisting of the Town’s Maintenance Services Director,
Superintendent and Parks Supervisor 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 qualifications, 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:
Company Name Price Technical Score
Brightview Landscape Services, Inc. $277,825.07 90.0
Frank and Grossman Landscape $292,263.89 73.33
Del Conte’s Landscaping, Inc. $305,213.00 73.33
New Image Landscape Company $331,304.00 68.0
Terracare Associates $386,722.81 61.0
The proposal from Brightview Landscape Services, Inc. demonstrated the best combination
of quality of service and price of the five proposals submitted. Their Price Proposal of
$277,825.07 is the lowest of those submitted and their Management and Technical Proposal
received the highest score.
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 Brightview Landscape Services, Inc. for Zone D is $277,825.07 per
year plus a $27,782 contingency for a total of $305,607. Adequate funds in Park Maintenance
Contract Services have been appropriated in the Maintenance Services Operating Budget.
Park Maintenance Contract 3 June 15, 2021
The term of the contract is three years with two optional one-year extensions. There is a
provision in the contract 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. 26-2021, awarding a contract for Lighting and Landscape Assessment
District 1983-1, Zone D – Park Maintenance Services.
Prepared and Reviewed by:
Dave Casteel
Maintenance Services Director
Attachment:
Resolution No. 26-2021 – Zone D