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Home My WebLink About060325-06.4 ADMINISTRATIVE STAFF REPORT 6.4 TO: Mayor and Town Council June 3, 2025 SUBJECT: Resolution No. 35-2025, awarding a contract for Zone A – Roadside Landscape Maintenance Services and Resolution No. 36-2025, 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, 2025 and these new contracts would be effective beginning July 1, 2025. These contracts are funded through the Town’s Landscaping and Lighting 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 11, 2025, 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 18, 2025 at 2:00 p.m. Three 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 June 3, 2025 diseases. An extra work contingency for this purpose is recommended to accompany the award of these contracts. The Maintenance Services Department 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, and communication plans. 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 Frank and Grossman Landscape $180,298 N/A 92.0 Contractors, Inc. Brightview Landscape Services $252,000 $71,702 88.0 K&K JL Services, Inc. $454,153 $273,855 90.0 The proposal from Frank and Grossman Landscape Contractors, Inc. demonstrated the best combination of quality of service and price of the three proposals submitted for Zone A. Their Price Proposal of $180,298 is the lowest of those submitted and their Management and Technical Proposal received the highest score. Frank and Grossman Landscape Contractors, Inc. currently holds the landscape maintenance services contract for Parks. ROADSIDES ZONE B Company Name Price Price Diff. Technical Score Frank and Grossman Landscape $224,998 N/A 92.0 Contractors, Inc. Brightview Landscape Services $328,000 $103,002 88.0 K&K JL Services, Inc. $768,275 $543,277 90.0 The proposal from Frank and Grossman Landscape Contractors, Inc. demonstrated the best combination of quality of service and price of the three proposals submitted for Zone B. Their Price Proposal of $224,998 is the lowest of those submitted and their Management and Technical Proposal received the highest score. Frank and Grossman Landscape Contractors, Inc. currently holds the landscape maintenance services contract for Parks. Roadside Maintenance Contracts 3 June 3, 2025 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 Frank and Grossman Landscape Contractors, Inc. for Zone A is $180,298 per year plus a $27,000 contingency for a total of $207,298. The Price Proposal from Frank and Grossman Landscape Contractors, Inc. for Zone B is $224,998 per year plus a $33,750 contingency for a total of $258,748. 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. 35-2025, awarding a contract for Zone A – Roadside Landscape Maintenance Services and Resolution No. 36-2025, awarding a contract for Zone B – Roadside Landscape Maintenance Services. Prepared and Reviewed by: Dave Casteel Maintenance Services Director Attachments: A - Resolution No. 35-2025 – Zone A B - Resolution No. 36-2025 – Zone B RESOLUTION NO. 35-2025 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, Frank and Grossman Landscape Contractors, Inc. 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 Frank and Grossman Landscape Contractors, Inc. for $180,298 plus a contingency of $27,000 for a total of $207,298 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 June 3, 2025, by the following vote: AYES: NOES: ABSTAINED: ABSENT: ________________________________ MAYOR APPROVED AS TO FORM: ATTEST: __________________________ ________________________________ CITY ATTORNEY CITY CLERK ATTACHMENT A ATTACHMENT B