Title
Extend Contract with Brightview Landscape Services, Inc., for Sports Field Maintenance Services and Add Additional Funding (Ordinance S-44128)
Description
Request to authorize the City Manager, or his designee, to extend Contract 140096 with Brightview Landscape Services, Inc., for a term of six months, with an option for six additional months, to continue providing all labor, materials and equipment for sports field and grounds maintenance services at Papago Sports Complex, and to add additional funding to cover expenditures during the current contract term. Further request authorization for the City Controller to disburse all funds related to this item. The total financial impact of this item is $850,000.
Report
Summary
This contract provides services to maintain the sports field and grounds at the Papago Sports Complex, including providing all necessary labor, materials and equipment. In September 2015, a monsoon storm uprooted nine large trees, resulting in a need for additional funding to cover expenditures through the end of the current contract term, which expires in January 2018.
Exercising the City's renewal option and extending this contract will ensure the Parks and Recreation Department is able to continue providing a safe, beautiful and professional-level tournament facility for the youth, adults, local, national, international, amateur and professional organizations who book the facility, as discussions continue about the future management of the Papago Sports Complex.
Procurement Information
In 2015, Brightview Landscape Services, Inc., (Brightview), formerly known as Valley Crest, was selected to provide sports field and grounds maintenance services for the City's Papago Sports Complex through a competitive Request for Proposals (RFP). Through this process, Brightview was the high-scored proposer.
Contract Term
The original term of the contract with Brightview was three years (Feb. 1, 2015 to Jan. 31, 2018). The City has an option to extend the term of the agreement for up to two additional years. If approved by City Council, the six-month extension will begin on or about Feb. 1, 2018. If exercised, the six-month option would begin on or about Aug. 1, 2018.
Financial Impact
The aggregate value of the six-month contract extension, and six-month option if exercised, will not exceed $650,000. Additionally, $200,000 is requested to cover expenditures through the end of the current contract term, bringing the total financial impact of this item to $850,000. Funds are available in the Parks and Recreation Department's Papago Sports Complex General Fund budget.
Concurrence/Previous Council Action
On Jan. 7, 2015, City Council authorized a three-year agreement with Brightview to provide sports field and grounds maintenance services at Papago Sports Complex.
Location
Papago Sports Complex, 1802 N. 64th St.
Council District: 6
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Parks and Recreation Department.