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HomeMy WebLinkAbout031522-06.6RESOLUTION NO. 20-2022 AWARDING A CONTRACT FOR LIGHTING AND LANDSCAPE ASSESSMENT DISTRICT 1983-1, ZONE D – PARK MAINTENANCE SERVICES WHEREAS, the Danville Town Council desires to provide attractive, well-maintained parks; and WHEREAS, it has been determined that the utilization of a private contractor is a cost- effective way to achieve this goal; and WHEREAS, proposals were solicited, received, and evaluated for provision of Zone D - Park Maintenance Services in February of 2021; and WHEREAS, based upon a comparison of both technical qualifications and price proposals, Brightview Landscape Services, Inc. was selected to provide Park Maintenance Services; and WHEREAS, on February 22, 2022, Brightview Landscape Services, Inc. submitted a 120 day notice to terminate the contract; and WHEREAS, Frank and Grossman Landscape had the second highest technical score and second lowest price when bids to provide Park Maintenance Services were reviewed; 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 contract with Frank and Grossman Landscape for the remaining two years and one month of the original Zone D contract with options to extend for up to two additional one-year periods for $292,263.89 per year plus a $27,736.11 contingency for a total of $320,000 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. DocuSign Envelope ID: E9EE25AA-27DD-4C9A-8121-52A46151D15E ATTACHMENT A PAGE 2 OF RESOLUTION NO. 20-2022 APPROVED by the Danville Town Council at a regular meeting on March 15, 2022, by the following vote: AYES: NOES: ABSTAINED: ABSENT: ________________________________ MAYOR APPROVED AS TO FORM: ATTEST: __________________________ ________________________________ CITY ATTORNEY CITY CLERK DocuSign Envelope ID: E9EE25AA-27DD-4C9A-8121-52A46151D15E 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 ATTACHMENT B 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 ATTACHMENT C