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BACKGROUND The City of Pleasanton's population is approaching 82,000 within approximately 24 square miles. Within the City's boundaries are: • 11 Community Parks — 196 acres • 35 Neighborhood Parks — 189 acres It is not always practical or cost effective for City staff to perform certain landscape maintenance functions that are essential to keep the City in good order. Out-sourced contracting has been the solution when cost evaluations determine that the work can be provided at a lower cost by contractors. Funding is budgeted in the Parks Maintenance operating budget for miscellaneous landscape maintenance from outside contractors. Contracted mowing and edging services will be carried out at 31 sites comprised of parks and City buildings. In total 74 acres of turfgrass will be mowed weekly and 121,000 linear feet of turfgrass edging will be completed bi-monthly as part of this Maintenance and Trade Services Agreement DISCUSSION A Request for Proposals (RFP) for turfgrass mowing and edging services at various City owned parks was distributed on May 12, 2021. Invitations to bids were sent out to 12 landscaping contractors. The bid proposals were also posted on the City website as well as governmentbids.com, bidclerk.com and ebidboard.com. On May 27, 2021, proposals were received from the following four contractors: Vendor Three (3) year cost • Mike Davis Landscape Company $474,930 • New Image Landscape Company $557,947 • Park West Landscape Management, Inc. $602,933 • West Side Landscape and Concrete, Inc. $672,687 All four contractors were interviewed by City staff on June 11, 2021. Based on the evaluation criteria in the RFP, New Image Landscape Company was selected as the most qualified firm. New Image Landscape Company provided the most comprehensive understanding of the project goals, an organized and efficient approach to performing the work in a timely manner, streamlined communications for immediate contact with field crews, demonstration of adequate staff resources, and a willingness to foster a partnership to accomplish the anticipated work. New Image Landscape Company was awarded the previous mowing and edging services contract and has carried out the duties assigned in the contract to the satisfaction of the Parks Maintenance Division. Staff recommends that the City enter into a three-year agreement with New Image Landscape Company starting July 21, 2021 for a not-to-exceed amount of$613,743 which includes a 10 percent contingency for turfgrass mowing and edging services at various City owned parks. The 10 percent contingency is for unforeseen circumstances and related extra services as determined necessary by the City. Page 2 of 3