TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Amanda Exum - Staff Services Analyst II
SUBJECT: Amendment No. 3 to Agreement No. 230000B with BrightView Landscape Services, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 3 to Agreement No. 230000B with BrightView Landscape Services, Inc. to remove Devlin Road Segment E Stormwater Treatment Facilities from the scope of work, reduce maximum compensation for routine services due to this reduction in services, and increase maximum compensation for non-routine/special on-call services. (Fiscal Impact: $47,618 Expense; Various Funds; Budgeted; Discretionary)
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BACKGROUND
Approval of Amendment No. 3 to Agreement No. 230000B with BrightView Landscape Services, Inc. (BrightView) will decrease the maximum compensation for routine services by $2,382 and increase maximum compensation for non-routine/special on-call services by $50,000 in current Fiscal Year 2024-25 for a total maximum compensation of $203,922, effective January 1, 2025.
In Fiscal Years 2025-26 and 2026-27, maximum compensation for routine services will decrease by $4,764 and maximum compensation for non-routine/special on-call services will increase by $50,000 for a total maximum annual compensation of $201,540 per fiscal year.
Routine landscape maintenance services for the Devlin Road Segment E Stormwater Treatment Facilities will no longer be provided by BrightView as coordinating County staff from the Roads Division will pursue procurement of the services elsewhere. Effective January 1, 2025, routine services for this location will be removed from the agreement’s scope of work and the Road Division will have an alternative means of maintaining the stormwater treatment facilities.
The need for landscape maintenance services including horticulture care, irrigation systems services, and bioretention facility operation and maintenance are anticipated for the Replacement Detention Center grounds. The full and exact scope of work is currently not known. The requested increase in non-routine/special on-call services compensation maximum will allow staff to be agile in responding to landscaping maintenance needs at the new facility’s grounds and at other County locations.
AGREEMENT HISTORY
On October 10, 2023, the Board of Supervisors authorized Amendment No. 2 to this agreement to increase maximum compensation for non-routine/special on-call services from $25,000 to $60,000 for a total maximum compensation of $191,304 in Fiscal Year 2023-24 only. The increase was requested to address landscape maintenance service needs that had arisen at the Calistoga Fairgrounds, South Campus, and other County owned and operated properties. The amendment did not change maximum compensation in future fiscal years of the contract term.
On September 12, 2023, the Board of Supervisors authorized Amendment No. 1 to this agreement to amend the scope of work to remove landscape maintenance services in CSA No. 3 and reduce maximum compensation for routine services from $137,784 per fiscal year to $131,304 per fiscal year due to the reduction in services.
On April 5, 2022, as a result of a competitive request for proposals process, the Board of Supervisors authorized Agreement No. 230000B with BrightView to provide routine landscape maintenance services. The agreement commenced on July 1, 2022, for a term of three years with a renewal provision for two additional years. BrightView agreed to provide landscape maintenance services at three County campuses (South Campus, the Re-Entry Facility Campus, the Sheriff’s Office) and vegetated roadside strips and bioretention facilities in the Napa Valley Business Park/Airport Industrial Park Area (County Service Area #3 and Devlin Road Stormwater Retention Facilities). BrightView will also provide non-routine/special on-call services at various County owned or operated properties.
BrightView Landscape Services, Inc. is a local vendor.
Requested Action:
Approve and authorize Amendment No. 3 to Agreement No. 230000B with BrightView Landscape Services, Inc. to remove Devlin Road Segment E Stormwater Treatment Facilities from the scope of work, reduce maximum compensation for routine services due to this reduction in services, and increase maximum compensation for non-routine/special on-call services
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Roads - 2040500, Property Management - 4300000 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval of this amendment will allow for additional non-routine landscape maintenance services at the Replacement Detention Center facility grounds and other County locations. Due to the widespread locations of various facilities, it would not be efficient to serve these facilities solely with County staffing resources. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Agreement will continue to be budgeted in future fiscal years under the agreement term. |
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Consequences if not approved: |
The County would not have a contract in place for non-routine/special on-call services necessary for landscape maintenance services needs Countywide. Current staffing resources would not be sufficient to provide all the landscape services necessary countywide. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.