HomeMy WebLinkAbout11 Grateful Gardens AGENDA ITEM #11
Public Utility District m
MEETING DATE: June 7, 2023
TO: Board of Directors
FROM: Brian Yohn, General Services Manager
SUBJECT: Consideration to Enter Into Service Contract with Grateful Gardens
for Annual Landscape Services
APPROVED BY:
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a Service Contract with Grateful Gardens, of
Truckee, CA, for Landscape Services at the TDPUD Main Facility with a total contract
amount not to exceed $25,000 for FY23, with the option to extend the contract for four
additional years.
BACKGROUND:
Code section 3.08.030 — Bid Procedure for Issuance of Service Contracts Over $15,000
Estimated amount for FY23: $25,000 Budget Account GL: 1.7.925.10.498
Historically, staff has presented annual procurements to the Board for consideration
and approval in the December timeframe, before the start of the next fiscal year.
Services procured under this action are routine and recurring in nature. Annual
procurement approvals provide efficiencies in streamlining administrative workloads
and avoiding delays when products and services are needed throughout the year.
In October 2022, as part of the FY23 annual procurement process, the District
published a request for bids for Landscape Services two separate times. The bid
openings were held on October 25 and November 18, 2022 at the District offices. At the
time of the bid opening, the District received no bids. With no bids received, staff
reviewed and updated the bid documents with a revised scope of services and bid
schedule.
In March 2023, the District published a request for bids for Landscape Services with
revised and updated bid documents. The bid opening was held March 23, 2023 with
one response received. Following the bid opening, staff reviewed the bid submittal and
determined it to be incomplete and the bid was rejected; therefore, no responsive bids
were received.
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ANALYSIS AND BODY:
At the April 5, 2023 Board of Director meeting, the Board made a finding to dispense
with competitive bidding and authorized the General Manager to negotiate directly with
vendors to establish a service sgreement for Landscape Services with a budget not to
exceed $25,000 for FY23.
Staff engaged with regional service vendors for landscape services for the purposes of
negotiating terms and pricing. Staff received favorable pricing from Grateful Gardens,
from Truckee, CA.
Staff is presenting to the Board for consideration for approval of a Service Contract for
FY23 with Grateful Gardens, from Truckee, CA for Landscape Services. This contract
will be effective upon execution in June 2023 and ending December 31, 2023, with the
option to extend the contract for four additional years (Option years 2024, 2025, 2026,
and 2027). For contract extension years, the contract period for Landscape Services
will begin on January 1 and end December 31 each year with Landscape Services
beginning and ending when permitted by weather and snowmelt each spring and fall
season.
GOALS AND OBJECTIVES:
District Code 1.05.020 Objectives:
1. Responsibly serve the public.
5. Manage the District in an environmentally sound manner.
6. Manage the District in an effective, efficient and fiscally responsible manner.
District Code 1.05.030 Goals:
1. Manage for Financial Stability and Resiliency
2. Environmental Stewardship: Create a sustainable resilient environment for all our
communities.
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
FISCAL IMPACT:
This item is related to the April 5, 2023 approval by the Board of Directors to dispense
with the competitive bidding and authorize the General Manager to negotiate with
vendors for Landscape Services. Staff is requesting a $25,000 authorization in FY23
for Landscape Services. The FY23 Budget of$105,955 in account 1.7.935.10.498 is
currently estimated to be sufficient to fund this item.
ATTACHMENTS:
None
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