Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Amendment No. 2 to the Agreement with Bayscape Landscape Management
RECOMMENDATION:
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Adopt a resolution authorizing:
A) Amendment No. 2 to the Agreement with Bayscape Landscape Management for landscape maintenance services at various County facilities increasing the not-to-exceed amount by an additional $400,000 for a new not-to-exceed amount of $1,310,000 with no change in term; and
B) Authorizing the Director of Public Works, or designee, to execute amendments, which modify the County’s maximum fiscal obligation by not more than $250,000 (in aggregate), for as needed services so long as the modified term and/or services are within the current or revised fiscal provision.
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BACKGROUND:
The Department of Public Works (Department) is responsible for landscape maintenance services surrounding County owned buildings and property. The services include but are not limited to lawn care, tree and shrub care, ground cover, irrigation systems, and seasonal and perennial plant care.
On November 16, 2021, this Board adopted Resolution No. 078571 authorizing an Agreement with Bayscape Landscape Management (Bayscape) for landscape maintenance services at various County facilities. The Agreement term was from December 1, 2021 through November 30, 2024 for a not-to-exceed amount of $885,000.
On November 30, 2024, as authorized by Resolution No. 078571, the Director of Public Works executed Amendment No. 1 increasing the not-to-exceed amount by an additional $25,000 for a total contract amount not-to-exceed $910,000 and extending the term through November 30, 2025.
DISCUSSION:
The Department requests to amend the Agreement with Bayscape for an additional $400,000 for a new not-to-exceed amount of $1,310,000 with no change in term. This will allow Bayscape to continue providing landscape maintenance services throughout various County facilities including recently added facilities such as County Office Building 3 and the San Mateo Medical Center Health Administration Building for the remainder of the term. The Department is also recommends an additional $250,000 for contingency funding to be used as needed for unanticipated plant restoration, removal of fallen or hazardous trees, new green infrastructure requirements, irrigation repairs, landscape improvements for County owned buildings and properties, and additional facilities the County may purchase during the term of this Agreement.
County Attorney has reviewed and approved this resolution as to form.
EQUITY IMPACT:
Maintaining the County’s landscaping around County facilities creates outdoor spaces that are accessible, welcoming, and responsive to the diverse needs and preferences of residents who access County services. Inclusive landscapes can enhance the quality of life, health, and well-being of people of different ages, abilities, cultures, and socioeconomic status, ensuring everyone has equal opportunity to enjoy and benefit from the County’s landscaping.
FISCAL IMPACT:
Amendment No. 2 to the Agreement increases the not-to-exceed amount by $650,000 for a new not-to-exceed amount of $1,560,000. Funding for this Amendment is included in the Department of Public Works’ FY 2024-2025 Adopted Budget and funding for the subsequent fiscal year will be included in the FY 2025-26 Adopted Budget, financed through Facility Service Charges.
There is no additional impact to the General Fund.