HomeMy WebLinkAboutE-8 - Staff Report - Brightview Agreement ExtensionCONSENT ITEM
E-8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MIKI CARPENTER, DIRECTOR, RECREATION AND FAMILY SERVICES
DATE: OCTOBER 15, 2018
SUBJECT: AMEND THE CURRENT AGREEMENT BETWEEN THE CITY AND
BRIGHTVIEW FOR LANDSCAPE MAINTENANCE SERVICES FOR AN
ADDITIONAL FOUR MONTH PERIOD TO FACILITATE A FORMAL
PROCUREMENT PROCESS
BACKGROUND:
Brightview has been providing landscaping services at City parks, parkways and median islands since
2012. The existing contract with Brightview will expire on November 1, 2018. There is an option in the
current contract to extend for up to two additional years; however this action would extend the current
contract with Brightview for only an additional four (4) month period in order to facilitate a formal
procurement process for citywide landscape maintenance services. The current vendor is not interested
in a longer term extension at the existing contract rates.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1)Approve an amendment to the existing agreement between the City and Brightview for landscape
maintenance services extending the term of the agreement for an additional four (4) month period,
from November 1, 2018 through February 28, 2019, to facilitate a formal procurement process; and
2)Authorize the City Manager to execute, in a form acceptable to the City Attorney, an amendment to
the agreement with Brightview for citywide landscape maintenance services.
ANALYSIS:
On October 19, 2015 the City Council accepted a bid and awarded the landscape and irrigation contract to
Brightview Landscape Services for the term of November 1, 2015 to November 1, 2018, in the amount of
$294,000. Within this (3) year contract there has been (2) amendments to the current contract approved
by the City Council to incorporate new parks and surrounding areas as follows:
APPROVED
CITY COUNCIL
10/15/2018
Brightview Agreement Amendment
October 15, 2018
Page 2
July 18, 2016 Summit Park and Landscape Parkways $5,580
October 19, 2017 Craftsman Park $12,720
This now brings the annual total contract to $312,300.
Brightview’s performance and workmanship has been consistent with the contract specifications and the
high standard that is expected by our Parks Division. Brightview has agreed to extend the contract and the
current terms, specifications, price, and conditions commencing on November 1, 2018 through February
28, 2019, which will allow time to conduct a formal procurement process.
FISCAL IMPACT:
Brightview has agreed to honor their current rate schedule during the four month extension, which is one-
third the total annual contract amount, or $104,100. There is no fiscal impact associated with the
proposed recommendations. The full cost of the annual contract including the cost of the proposed
extention is $312,300, and is included in the FY 2018-19 approved budget under the following accounts:
$206,500 in the General Fund Account # 10-25-420-000-6493 and $105,800 in the Rosedale Community
Facility District (CFD) Account #37-25-420-000-6493.
Prepared by: Fiscal Impact Review:
Miki Carpenter Talika M. Johnson
Director of Recreation and Family Services Director of Finance
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachments:
1) Letter of Agreement from Brightview Landscape Services
ATTACHMENT 1