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City of San Leandro <br />City Council <br />Meeting Date: December 31, 2023 <br />Agenda Number: 5.d. <br />Agenda Section: ATS Review <br />File Number: 23-409 <br />File Type: Staff Report <br />Adopt a Resolution to Approve and Authorize the City Manager to Execute a Non-Professional Services <br />Agreement with BrightView Landscape Services, Inc. for Park Turf Maintenance for a Term of 5 years <br />with two (2) one-year extension options for a cumulative 5-year total Not to Exceed $1,286,315.42 <br />COUNCIL PRIORITY <br />·Infrastructure <br />SUMMARY <br />The Public Works Department issued an RFP on June 30, 2023 for turf maintenance services at <br />City parks and sports fields. Six vendors submitted proposals and, of those, BrightView <br />Landscape Services, Inc. was selected to provide services for 5 years at a total cost of <br />$1,286,315.42. <br />RECOMMENDATIONS <br />Staff recommends that the City Council authorize the City Manager to execute a Non-Professional <br />Services Agreement with Brightview, Inc. to provide monthly turf maintenance services at City <br />parks and sports fields. <br />BACKGROUND <br />On June 30, 2023, the Public Works Department issued Request for Proposal (RFP) #60988 for <br />park turf maintenance and park area weed abatement. Services include mowing at all City park <br />sites, ball field sites, and other turf locations adjacent to parks, edging, weed abatement and <br />other services - dethatching, aeration, and fertilization - based on set frequencies determined by <br />the City. Unit pricing is also included for extra work that the City may request. <br />Six firms submitted proposals and were deemed responsive to the RFP. After review by a <br />committee of internal staff, the six proposals were ranked according to the following criteria: <br />Proposal Submission - quality and completeness of proposal and adherence to the requirements; <br />Qualifications; Experience of Key Management Staff; Experience of Staff; Operations Plan and <br />Technical Proposals; Transition Plan; Proposed Methodology; Quality Control Measures; <br />Financial Condition; Cost Proposal. <br />An informational meeting was held on July 11, 2023 with prospective contractors. The three <br />highest scoring proposals/contractors were invited to an interview with City staff held on August 3, <br />2023. The purpose of the interviews was to discuss the content of the proposals submitted <br />against the requirements of the RFP and review any clarifications. <br />Page 1 City of San Leandro Printed on 9/13/2023