The Parks Mow and Trash Removal Service contract was included as part of the FY 19-20 operating budget that was approved by Council on June 25, 2019. The current operator for both contracts, Terracare Associates, LLC, has provided a notice of termination for both contracts. With the contract terminating on February 29, 2020, it is imperative that a new agreement be in place with a start date of March 1, 2020 in order to provide the existing Parks Mow and Trash Removal Services.  These services provide the care and upkeep of all facility landscape, and pocket/neighborhood/community parks in the City. This includes repetitive items such as mowing, edging, trimming, trash and debris removal, fertilization, etc. Contracting out these services allows for existing personnel to focus on inspections, regulatory requirements, special projects, irrigation, and more complex/non-repetitive job duties.

Bid Process:

Based on the previous bids received on March 29, 2019 and April 5, 2019, Crossroads Facility Services is the next lowest and qualified bidder for the Parks Mow contract and Dominguez Landscape Services is the next lowest and qualified bidder for the Parks Trash Removal contract. Crossroads Facility Services declined the contract opportunity at the previous bid amount they submitted. Therefore, Dominguez Landscape Services was the next lowest and qualified bidder for the Parks Mow contract. Dominguez has accepted both the Parks Mow and Trash Removal contract at their previous bid amount.   

The resolutions establish the City Manager’s change order authority to add/delete square footage and/or trash cans as the City increases/decreases the landscape and park maintenance areas.

A fiscal analysis of this request has been completed by the Department Head and approved by the City’s Finance Division.

The start date for the new Dominguez Landscape Services contract will be March 1, 2020.  The original Terracare contract was for a three-year term running July 1^st through June 30^th for each fiscal year.  Due to the timing of the new contract and to better facilitate operational needs, the Dominguez contract will run through December 31, 2022. Due to the City’s contract date preference, the new agreement will span a total of 34 months with the two month cost savings reducing the total contract amount.  The pro-rated price adjustment reduces the mow services contract from $2,051,741.00 to $1,960,523.00 and trash removal services contract from $304,412.00 to $290,878.00.   The financial structure of the contract is highlighted below.  The table highlights the period term, cost, and identifies the 2% annual inflationary increase for each period. 

The current Terracare Associates, LLC expenditures are included in the Fiscal Year 2019/2020 Operating Budget that was approved by City Council on June 25, 2019. The table below illustrates the actual costs by fund/division for each contract during the FY 19-20 Operating Budget.

Additional expenses of $70,995.00 for mow services and $5,241.18 for trash removal services are anticipated above the already approved budget allocation for the 2019/2020 Fiscal Year.

No additional appropriations are required for this fiscal year.  Additional amounts above approved budget allocation will be covered by current department operating budgets in the respective fund/divisions.