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File Number: 23-410 committee of internal staff, the six proposals were ranked according to the following criteria: Proposal Submission - quality and completeness of proposal and adherence to the requirements; Qualifications; Experience of Key Management Staff; Experience of Staff; Operations Plan and Technical Proposals; Transition Plan; Proposed Methodology; Quality Control Measures; Financial Condition; Cost Proposal. An informational meeting was held on June 20, 2023 with prospective contractors. The four highest scoring proposals/contractors were invited to an interview with City staff held on August 10, 2023. After the interviews, staff invited an additional firm to an interview and that was held on August 14, 2023. The purpose of the interviews was to discuss the content of the proposals submitted against the requirements of the RFP and review any clarifications. The most qualified company was Brightview based on its proposal, pricing, interview, and references. City staff negotiated with BrightView to finalize the proposed agreement. Analysis If authorized, the contractor will provide service effective December 1, 2023 through June 30, 2025 for the monthly bid price of $18,761.25. Annual adjustments for cost increases were made a part of the pricing proposals to lock in agreed upon increases over the 5 years of the agreement, and to be able to compare pricing based on the 5-year total. The following adjustments are a part of the pricing: July 1, 2025 - June 30, 2026 3.2% July 1, 2026 - June 30, 2027 3.2% July 1, 2027 - June 30, 2028 3.2% July 1, 2028 - June 30, 2029 3.2% The contract will extend through June 30, 2029, with the option for the City to extend the contract annually for two additional one-year terms by contract amendment. Because of the length of the agreement term (5 years) and uncertainties as to additional areas and/or services that the City may request during those five years, a contingency amount of 2.5% is also included in the not-to-exceed amount. The contingency would only be executed if; a) authorized in writing by City staff; b) there is available funding in the operating budget; and c) issuance of a purchase order to cover that amount. This provides flexibility for staff and eliminates the need to amend the contract over the 5-year term of the agreement. Fiscal Impacts The Non-Professional Services Agreement will cost $134,611.97 for fiscal year 2023-2024 and $230,763.38 for fiscal year 2024-2025. The service is included in the Council approved budget for both fiscal years in the following funds: General Fund (010), Shoreline Enterprise Fund (597), and Heron Bay Fund (147). There is sufficient funding in accounts 147-42-142-5340 and 597-57-003-5340 for those portions of the contract. There is a shortfall in account 010-62-001-5340. Staff has requested and is awaiting approval of carryover funds for landscape maintenance services from the Fiscal Year 2022-2023 budget. A portion of those funds, Page 2 City of San Leandro Printed on 9/13/2023