title
ADOPT RESOLUTION TO AWARD A SERVICE CONTRACT FOR PARKS MAINTENANCE AND JANITORIAL PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Award a three-year Service Contract, in the amount not to exceed $4,871,952.53 annually, for a total of $14,615,857.59, to Al Fresco Landscaping, Inc. of Hollister, CA, for the Parks Maintenance and Janitorial, Project No. OM-23-039.
2. Authorize the City Manager to execute two optional one-year extensions to this Service Contract.
3. Amend the Fiscal Year 2023-24 Budget to increase expenditure appropriations as follows:
a. Increase the Public Works’ Parks General Fund operating budget by $499,740.
b. Increase the Economic Development Department’s operating budget by $100,260 for maintenance of Pixie Woods.
4. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
The City contracts for maintenance services at all City parks. The current contract with Brightview Landscape Services, Inc. dba Marina Landscape Maintenance (Brightview) for landscape and janitorial maintenance services at 66 City of Stockton park sites expires on January 31, 2024.
On June 14, 2023, the City advertised a Request for Proposals (RFP) for Parks Maintenance and Janitorial, Project No. OM-23-039. Two firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Al Fresco Landscaping, Inc. of Hollister, CA, to be the most qualified and highest ranked firm.
It is recommended that Council adopt a resolution authorizing the City Manager to execute a three-year Service Contract, in the amount not to exceed $14,615,857.59, with Al Fresco Landscaping, Inc. of Hollister, CA. It is also recommended that Council approve findings and make the necessary budget appropriations to fund the contract.
DISCUSSION
Background
On June 14, 2023, the City advertised an RFP for Parks Maintenance and Janitorial, Project No. OM-23-039. On July 12, 2023, two proposals were received, Brightview Landscape Service, Inc. of San Jose, CA, and Al Fresco Landscaping, Inc. of Stockton, CA.
A Selection Committee comprised of staff from Public Works, Economic Development, and Community Services evaluated and ranked all proposals based on each firm’s experience, staff qualifications, quality control, communication, referrals, and cost proposal. Al Fresco Landscaping, Inc. received the highest ranking based on the noted criteria and was determined to be the most qualified. Al Fresco Landscaping, Inc. will be able to provide services for park maintenance, janitorial, irrigation repair, and debris removal.
Project No. OM-23-039 was advertised with the intent of restoring services that had been eliminated in the current Parks Maintenance and Janitorial contract. Restored services included edging, turf aeration, turf fertilization and turf weed control, and weekly mowing in March and October for all parks. Staff anticipated an increase in the contract price of approximately 20 percent due to Consumer Price Index (CPI) increases since the last contract was awarded. However, due to significant increases in the cost of fuel, labor, and chemicals, Al Fresco Landscaping, Inc.’s proposed price exceeded the available budget. Public Works’ staff negotiated a contract that matches the current level of service Brightview landscape is providing. The negotiated services will not affect specialty sites such as Louis Park, Misty Holt Singh Softball Complexes, and the Stockton Soccer Complex. In March 2024, staff will go to Council to request discretionary funding to restore the reduced services to all parks.
Present Situation
The current Parks Maintenance and Janitorial contract with Brightview has an annual cost of $2,747,984.49, including repair contingencies, funded from the Public Works’ General Fund budget, Community Services Recreation Fund budget, LMD Funds, and the Economic Development Boat Launch Fund budget, and expires on January 31, 2024.
It is recommended that Council adopt a resolution authorizing the City Manager to execute a three-year Service Contract, in the amount not to exceed $4,871,952.53 annually, for a total of $14,615,857.59, to Al Fresco Landscaping, Inc. of Hollister, CA, for Parks Maintenance and Janitorial, Project No. OM-23-039. The Service Contract includes two optional one-year extensions. The annual contract price increase will be based on the San Francisco-Oakland-Hayward All Urban CPI for the preceding calendar year when the extension is requested.
Annual funding for the Park Maintenance and Janitorial, Project No. OM-23-039, is proposed from the following departments:
• Public Works General Fund $3,398,651.70
• Landscape Maintenance District $673,140.83
• Economic Development $227,340
• Community Services $560,220
• San Joaquin Area Flood Control Agency $12,600
The requirements of Stockton Municipal Code (SMC) section 3.68.090, Local Business Preference, apply to this project. Al Fresco Landscaping, Inc. is located within County limits and is entitled to a two percent bid preference. Application of the Local Business Preference had no effect on the selection of the contractor. The Local Employment Ordinance, SMC section 3.68.095, also applies to this contract.
On July 26, 2016, Council adopted a Community Workforce and Training Agreement (CWTA). The CWTA became effective August 25, 2016, and applies to all Public Works projects over $1 million that are bid after that date. On July 16, 2019, by Motion No. 2019-07-16-1403, Council extended the CWTA term to August 25, 2024. The CWTA does not apply because this is not a construction project.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City does not have staffing available to perform park maintenance and janitorial service needs.
2. Use of the RFP process is appropriate for this Service Contract because it relies on the evaluation of professional qualifications and performance as the basis for the selection of a vendor. Use of the criteria helps ensure selection of a vendor that will provide the highest quality professional service, which is in the public interest.
The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
There are sufficient funds in the Community Services’ Departmental Maintenance Fund and LMD Operating Budgets to award a Service Contract for Parks Maintenance and Janitorial, Project No. OM-23-039 to Al Fresco Landscaping, Inc. of Stockton, CA.
The current unencumbered balance in the Economic Development Department’s Special Events Division Maintenance Fund and Public Works’ Parks General Fund is not sufficient to award a Parks Maintenance and Janitorial Service Contract to Al Fresco Landscaping, Inc. Staff recommends appropriating funds from the General Fund in the current Fiscal Year (FY 2023-24) in the amount of $100,260 to the Special Events Maintenance Fund and $499,740 to the Public Works’ Parks General Fund. Additionally, General Fund salary savings from Public Works FY 2023-24 operating budget in the amount of $258,311 will be reallocated to the Public Works’ Parks General Fund to provide sufficient funding to award a Service Contract to Al Fresco Landscaping, Inc. of Stockton, CA, for Parks Maintenance and Janitorial, Project No. OM-23-039.