TO: Board of Directors
FROM: Steven E. Lederer, Director of Public Works
REPORT BY: Michael Karath, Staff Services Analyst II
SUBJECT: Contract Amendment - Landscape and Irrigation Services
RECOMMENDATION
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Director of Public Works/District Manager requests approval of and authorization for the Chair to sign Amendment No. 1 to Agreement No. 230085B (SCSD) with Sanchez Brothers Landscape, Inc., a California “S” Corporation, for a maximum of $100,000 for the term July 1, 2022 through June 30, 2023, with an automatic rollover at the end of each fiscal year not to exceed two additional years, to provide landscape and irrigation maintenance services for the Silverado Community Services District.
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EXECUTIVE SUMMARY
The Silverado Community Services District (SCSD) on August 1, 2022 terminated the contract of Brightview Landscape Services for failing to perform the contract’s agreed upon Scope of Work. Recently, Brightview failed again to service the district’s landscape islands during April and May 2022, and provided only partial service in June 2022. The SCSD Advisory Committee at its April 29, 2022 meeting established replacing Brightview as a top FY23 priority. In July 2022, SCSD staff conducted a Request for Proposal (RFP) to find a replacement. Unfortunately, no bids were submitted by the August 15, 2022 deadline. SCSD staff then negotiated an agreement with the Sanchez Brothers Landscaping. The SCSD had previously contracted with Sanchez Brothers Landscaping for interim service and the construction project of Landscape Island #27. The proposed amendment expands the interim contract to a full contract.
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? |
Landscape Services |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The SCSD needs a landscape maintenance company that will provide quality service and abide by the Scope of Work agreed to in the landscape contract for the District’s needs. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The costs of this landscape maintenance contract will be included in the SCSD budget throughout the term of the Agreement. |
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Consequences if not approved: |
The District will have no landscape maintenance services for its 29 landscape island located through the heart of the District. |
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County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
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.
BACKGROUND AND DISCUSSION
In 2018, SCSD staff, through the Request for Proposal (RFP) process, hired Brightview Landscaping, headquartered in Blue Bell, Pennsylvania, with a regional office in American Canyon, to maintain the landscaping and irrigation maintenance for the District’s 29 landscape islands. Since that time, Brightview’s service has been inconsistent. At times, service has been good and in conformance with the contract’s Scope of Work. Unfortunately, its service record has also been punctuated with its crews failing to visit and service SCSD work sites for months-long periods. After several interventions and numerous “second chances” over the past four years, Brightview again failed to service the islands during April and May 2022 and provided only partial service in June 2022.
On July 1, 2022, SCSD staff, in agreement with the SCSD Advisory Committee, notified Brightview that its contract would be terminated effective August 1, 2022. In July, SCSD staff began the RFP process to hire a replacement. After no bids were received by the August 15, 2022 submission deadline, SCSD staff received permission to negotiate with Sanchez Brothers Landscaping to reach a contract agreement as full-time landscaper.
In February 2022, SCSD staff had contracted with Sanchez Brothers Landscaping, headquartered in Vallejo, California, to build and refurbish Island #27, one of the largest islands in the SCSD, which had been destroyed in the 2017 wildfires. The SCSD Advisory Committee, residents, and SCSD staff were pleased with the company’s high quality of work. In July 2022, SCSD staff contracted with the Sanchez Brothers Landscaping company for interim maintenance service while a full-time SCSD landscaping company was hired through the RFP process.
The proposed amendment to the Sanchez Brothers interim agreement includes a $6,200 monthly maintenance charge ($74,400 yearly), which is a 9 percent increase from Brightview’s contract of $5,694 monthly charge ($68,328 yearly). The increase represents inflation over the past four years, rising fuel costs, and the recent requirement that special district contractors pay prevailing wages to their workers. The contract’s $100,000 maximum amount will remain the same for the Sanchez Brothers contract as the Brightview contract. The $100,000 maximum amount is fully budgeted for FY23.