Landscape Maintenance Project A14-03t e F MEETING DATE: 06/16/14
ITEM NO:
, 1
COUNCIL AGENDA REPORT
DATE: JUNE 11, 2014
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: LANDSCAPE MAINTENANCE PROJECT A14 -03
AUTHORIZE THE TOWN MANAGER TO EXECUTE A SERVICE
AGREEMENT WITH TRUGREEN LANDCARE FOR THE PURPOSE OF
LANDSCAPE MAINTENANCE IN AN AMOUNT NOT TO EXCEED $73,364.
RECOMMENDATION:
Authorize the Town Manager to execute a service agreement with TruGreen Landcare (TGL) for
the purpose of landscape maintenance in an amount not to exceed $73,364.
BACKGROUND:
As part of the adopted FY 2014/15 Operating Budget, landscape maintenance funds are provided
for mowing, edging, and landscape maintenance in Town parks, median islands, and special
assessment district areas.
The Town of Los Gatos has utilized contractual landscape maintenance services for routine
maintenance to supplement Town staff, allowing the Parks and Public Works staff to focus on
providing day to day operational services within the parks system. Staff reviews such
maintenance contracts routinely to ensure that the contract services align with the Town's needs,
that the contracts are competitively priced, and that the contractors continue to meet the Town's
expectations and contract terms.
DISCUSSION:
Staff solicited bids through an RFP process and on June 11, 2014, received three (3) bids
(Attachment I). Landscape services are currently contracted with three individual contractors:
one for median island maintenance, one for turf mowing, and one for landscape lighting district
maintenance. The landscape services were divided into three separate contracts based on the
total service cost and the best value for the Town.
PREPARED BY: MATT MORLEY -�?,�
Director of Parks and Public Works
Reviewed by: Assistant Town Manager own Attorney A4844ilnance __
PAGE
JUNE 11, 2014
MAYOR AND TOWN COUNCIL
SUBJECT: LANDSCAPE MAINTENANCE PROJECT A14 -03
DISCUSSION (cont'd):
Managing three individual contracts has proven somewhat cumbersome. To alleviate some of the
workload with tracking and processing three contracts, staff has incorporated specific language
within the REP process allowing the Town, at its sole discretion, the ability to award portions of
the contract individually or as a whole, based on the most competitive price. Contractors are
provided an opportunity to provide a discount off the cost of the three individual REP elements if
awarded all three, which would further increase the benefit to the Town.
The low bidder, TGL, is currently contracted with the Town to provide mowing services. The
Town has previously contracted with TGL to renovate the downtown Plaza Park. The
construction project consisted of replacing turf and irrigation systems, including the addition of
new plant materials at the perimeter borders of the park. Staff is satisfied with the past
performance of TGL and their cohesive working relationship with the Town maintenance staff
over the past three years.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a service
agreement with TruGreen Landcare in the amount not to exceed $73,364, based on favorable bid
pricing.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301h). A
Notice of Exemption will not be filed.
FISCAL IMPACT:
There are sufficient funds available in the adopted FY 14/15 Operating Budget in the Park
Services Program budget (5301- 63361) for this contract agreement.
Attachment:
1. Bid Tabulation
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