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File Number: 23-409 <br />The most qualified company was Brightview based on its proposal, pricing, interview, and <br />references. City staff negotiated with BrightView to finalize the proposed agreement. <br />Analysis <br />If authorized, the contractor will provide service effective December 1, 2023 through June 30, <br />2025 for the monthly bid price of $17,884.65. Annual adjustments for cost increases were made <br />a part of the pricing proposals to lock in agreed upon increases over the 5 years of the <br />agreement, and to be able to compare pricing based on the 5-year total. The following <br />adjustments are a part of the pricing: <br />July 1, 2025 - June 30, 2026 2.3% <br />July 1, 2026 - June 30, 2027 2.5% <br />July 1, 2027 - June 30, 2028 3.0% <br />July 1, 2028 - June 30, 2029 3.0% <br />The contract will extend through June 30, 2029, with the option for the City to extend the contract <br />annually for two additional one-year terms by contract amendment. <br />Because of the length of the agreement term (5 years) and uncertainties as to additional areas <br />and/or services that the City may request during those five years, a contingency amount of 2.5% <br />is also included in the not-no-exceed amount. The contingency would be executed if: a) <br />authorized in writing by City staff; b) there is available funding in the operating budget; and c) <br />issuance of a purchase order to cover that amount. This provides flexibility for staff and <br />eliminates the need to amend the contract over the 5-year term of the agreement. <br />Fiscal Impacts <br />The Non-Professional Services Agreement will cost $128,322.36 for fiscal year 2023-2024 and <br />$219,981.20 for fiscal year 2024-2025. The service is included in the Council approved budget <br />for both fiscal years and there is sufficient funding in account 010-62-001-5340. <br />Anticipated costs for the full 5-year contract with adjustments and the 2.5% contingency are as <br />follows: <br />Base Price + Adjustment Contingency Total <br />FY 2023-2024 $125,192.55 $3,129.81 $128,322.36 <br />FY 2024-2025 $214,615.80 $5,365.40 $219,981.20 <br />FY 2025-2026 $219,552.00 $5,488.80 $225,040.80 <br />FY 2026-2027 $225,040.80 $5,626.02 $230,666.82 <br />FY 2027-2028 $231,792.02 $5,794.80 $237,586.82 <br />FY 2028-2029 $238,745.78 $5,968.64 $244,717.42 <br />Total $1,286,315.42 <br />ATTACHMENTS <br />Page 2 City of San Leandro Printed on 9/13/2023