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Home My WebLink About08 - Approval of Agreement for Landscape Maintenance of Medians and RoadsidesTO: FROM: CITY OF NEWPORT BEACH City Council Staff Report September 22, 2020 Agenda Item No. 8 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Kevin Pekar, Parks & Trees Superintendent kpekar@newportbeachca.gov PHONE: 949-644-3069 TITLE: Approval of Agreement for Landscape Maintenance of Medians and Roadsides with BrightView Landscape Services, Inc. ABSTRACT: The City contracts for the maintenance of various landscape medians and roadside areas, which includes care of vegetation, irrigation, litter control, and other maintenance duties. With the current agreement set to expire on November 30, 2020, the Public Works Department solicited bids for the required services and recommends City Council award a one-year agreement with six one-year term extensions to BrightView Landscape Services, Inc. of Santa Ana, California. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly-, b) Approve a one-year agreement with six one-year term extensions with BrightView Landscape Services, Inc. for the Landscape Maintenance of Medians and Roadsides, for a total not -to -exceed amount of $16,350,000 and authorize the Mayor and City Clerk to execute the agreement-, and c) Approve Budget Amendment No. 21-011 appropriating $109,040 in increased expenditures in Account No. 0108031-811018 from the General Fund unappropriated fund balance and $63,800 in increased expenditures in the Water Utilities facility maintenance account (7019052-851062) from the Water Enterprise Fund unappropriated fund balance to fund services in FY 2020-21. The increased annual cost of $298,000 will be included in the FY 2021-22 budget. Approval of Agreement for Landscape Maintenance of Medians and Roadsides with BrightView Landscape Services, Inc. September 22, 2020 Page 2 FUNDING REQUIREMENTS: Upon approval of the proposed budget amendment, sufficient funding is available within the adopted budget for the proposed agreement. The budget amendment appropriates $109,040 in increased expenditure authorization in the Parks, contract median maintenance account (0108031-811018) from the General Fund unappropriated fund balance and $63,800 in increased expenditures in the Water Utilities facility maintenance account (7019052-851062) from the Water Enterprise Fund unappropriated fund balance to fund services remaining in FY 2020-21. The increased annual cost of $298,000 will be included in the FY 2021-22 budget, of which approximately two-thirds will be General Fund ($188,000) and one-third ($110,000) will be in the Water Enterprise Fund. A portion of the increased cost for fixed maintenance is supported by the proprietary Water Enterprise Fund as it relates to maintenance of the Big Canyon Reservoir. The annual fixed services will be expensed to the Contract Services Medians account, (0108031-811018) and Big Canyon Reservoir facilities maintenance account (7019052- 851061) in the Public Works and Utilities Department operating budgets. Additional on- call or as -needed services will be expensed to Parks Renovations account (0108031- 911008); Parks Maintenance Irrigation Repair account (0108031-851038); and Trees Contract Services account (0108032-811017) in the Public Works Department operating budget. DISCUSSION: The City is now at the end of a six-year contract for the maintenance of Citywide landscape medians and roadside areas that had a total not -to -exceed contract amount of $12,087,000 (or approximately $2,014,500 per year). In anticipation of the expiration of the current agreement on November 30, 2020, the Public Works Department solicited formal bids for the contract Landscape Maintenance of Medians and Roadsides. The bid specifications included the maintenance of over 260 acres of median and roadside landscape citywide. Maintenance of these areas includes complete care of vegetation, irrigation system, litter and weed control, and other related duties. This new agreement includes the ability to take over the median landscaping maintenance responsibility for median areas on both Bison Avenue and Ford Road between MacArthur and Jamboree (provided a mutual agreement can be reached), which are currently the only arterial center medians maintained by private homeowners' associations. The City does currently maintain the large trees in these medians. Other additions and modification to the new agreement base scope of work include recent landscape modifications (mainly the state mandated removal of turf and hardscape removals through capital improvement projects) on the Irvine Avenue medians, San Joaquin Hills Road medians, San Miguel Drive medians, Newport Boulevard medians and roadsides, Balboa Boulevard medians and roadsides, and West Coast Highway medians and roadsides. These modifications added a total of 10 acres of additional landscaping and also require a higher level of maintenance to keep them in good condition. FIN Approval of Agreement for Landscape Maintenance of Medians and Roadsides with BrightView Landscape Services, Inc. September 22, 2020 Page 3 To ensure that the contractor is able to meet the required service standard, the bid specifications included a minimum staffing level of one full-time supervisor and 34 full- time positions daily. Since the staffing levels are mandatory for this contract, any staff shortages are required to be reported to the City contract inspector on a daily basis. The minimum staffing required in the new agreement is an increase of seven personnel from the current agreement due to the addition of new landscaped areas over the past six years including the MacArthur Boulevard roadsides and the Bayside Drive medians and roadsides; several existing hardscaped medians (notably in the Airport District and Eastbluff areas); and to ensure that desired maintenance and aesthetic service levels are met so as to keep the roadway landscaping well-groomed and looking great. At 10 a.m. on September 10, 2020, the City Clerk opened and read the bids for this project: *Corrected bid amount as confirmed by Park West Landscape Maintenance, Inc. The City received four bids for these services. The low bidder, BrightView Landscape Services, Inc. possesses a California State Contractor's License Classification "C-27", as required by the project specifications. Additionally, Brightview employs personnel with landscape -related certifications required in the minimum qualifications, including Certified Arborists, Pest Control Advisors and Technicians, Irrigation Auditors, and Certified Nurserymen. A review of references for BrightView Landscape Services shows satisfactory provision of similar services for other local coastal municipalities. Staff recommends City Council award a one-year agreement with six one-year term extensions with BrightView Landscape Services, Inc. for the Landscape Maintenance of Medians and Roadsides, for a total seven year not -to -exceed amount of $16,350,000 (or approximately $2,335,714 per year). The total not -to exceed amount includes the price for the base annual services with a 2 percent increase per contract year for CPI. The not - to -exceed agreement cost also includes an on-call allowance of $300,000 per contract year for other desired or contingency services. These on-call services under this agreement allowance includes street tree planting, irrigation repairs (beyond basic service), turf and planting renovations, and repair of damages caused by traffic accidents. Staff has taken great care over the last several years to enhance our community through the upgrading of longstanding and deteriorating median areas; increased street tree planting in an effort to reduce our vacant tree backlog; and replacing aging irrigation systems to ensure reliability and efficiency. Last year, staff was able to undertake the replacement and planting of over 200 trees under the current landscape medians and roadside maintenance agreement. FIN Bidder Total Annual Base Service Bid Amount Low BrightView Landscape Services, Inc. $1,916,786.16 2nd Nieves Landscape Inc. $2,077,728.00 3rd* Park West Landscape Maintenance, Inc. $2,148,000.00* 4th Mariposa Landscapes, Inc. $2,331,720.00 *Corrected bid amount as confirmed by Park West Landscape Maintenance, Inc. The City received four bids for these services. The low bidder, BrightView Landscape Services, Inc. possesses a California State Contractor's License Classification "C-27", as required by the project specifications. Additionally, Brightview employs personnel with landscape -related certifications required in the minimum qualifications, including Certified Arborists, Pest Control Advisors and Technicians, Irrigation Auditors, and Certified Nurserymen. A review of references for BrightView Landscape Services shows satisfactory provision of similar services for other local coastal municipalities. Staff recommends City Council award a one-year agreement with six one-year term extensions with BrightView Landscape Services, Inc. for the Landscape Maintenance of Medians and Roadsides, for a total seven year not -to -exceed amount of $16,350,000 (or approximately $2,335,714 per year). The total not -to exceed amount includes the price for the base annual services with a 2 percent increase per contract year for CPI. The not - to -exceed agreement cost also includes an on-call allowance of $300,000 per contract year for other desired or contingency services. These on-call services under this agreement allowance includes street tree planting, irrigation repairs (beyond basic service), turf and planting renovations, and repair of damages caused by traffic accidents. Staff has taken great care over the last several years to enhance our community through the upgrading of longstanding and deteriorating median areas; increased street tree planting in an effort to reduce our vacant tree backlog; and replacing aging irrigation systems to ensure reliability and efficiency. Last year, staff was able to undertake the replacement and planting of over 200 trees under the current landscape medians and roadside maintenance agreement. FIN Approval of Agreement for Landscape Maintenance of Medians and Roadsides with BrightView Landscape Services, Inc. September 22, 2020 Page 4 ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ("CEQA") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. ki IDO I Is] I ki Les The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENT: Attachment A - Budget Amendment aEWPoRr ATTACHMENT A 0� City of Newport Beach BUDGET AMENDMENT q<iF°nN P 2020-21 BA#: 21-011 Department: Public Works ONE TIME: ❑ Yes ❑/ No Requestor: Angela Crespi Approvals ❑ CITY MANAGER'S APPROVAL ONLY lFinance O4(y Director: �Yt� A Date El COUNCIL APPROVAL REQUIRED lCitv Clerk: ®Q Date EXPLANATION FOR REQUEST: ro increase expenditure appropriations from fund balance to award a contract agreement with BrightView ❑ from existing budget appropriations andscape Services, Inc. for landscape medians and roadside areas maintenance. The maintenance costs were not ❑ from additional estimated revenues ncluded in the recently adopted Fiscal Year 2020-21 budget and the amendment will be ongoing and included in 0 from unappropriated fund balance 'uture budgets to maintain the contract. Fund -#--,Or Obiect -_Project Description - Increase or Decrease $ Subtotal' $ - Subtotal $ 172,840.00 Fund .# _Object Description _ _ _ _ _ _ _ _ Increase or (Decrease) $ 010 300000 General Fund - FUND BALANCE CONTROL (109,040.00) 701 300000 Water Enterprise Fund - FUND BALANCE CONTROL (63,800.00) Subtotal $ (172,840.00) Fund Balance Change Required RIM