REPORT TO COUNCIL
SUBJECT
Title
Award a Contract in the Amount of $772,750 to Brightview Landscape Services, Inc. for Street Tree Maintenance Services (F25-378)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $772,750 for street tree maintenance services to Brightview Landscape Services, Inc. of Santa Clara, CA. Approval is also requested to authorize the City Manager to increase the not-to-exceed amount to incorporate additional trees and renew the contract for up to three additional one-year periods subject to budget availability and if pricing and service remain acceptable to the City.
EXISTING POLICY
Pursuant to Section 2.08.040(d) of the Sunnyvale Municipal Code, Council approval is required for the procurement of goods and/or services greater than $250,000 in any one transaction.
ENVIRONMENTAL REVIEW
This project is exempt under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(h) which applies to maintenance of existing landscaping.
BACKGROUND AND DISCUSSION
The City has approximately 38,000 street trees. Since FY 2012/13, street trees have been pruned by contractors on an average seven-year cycle. Several street tree species, such as Liquidambar, Chinese Pistache, Carob, and Geijera, must be pruned more often, and thus receive supplemental pruning by the Department of Public Works (DPW) Urban Forestry tree crew staff.
This contract is separate from Project 836640 - Tree Pruning Backlog. Project 836640 will begin in FY 2025/26.
An Invitation for Bids (IFB) was advertised for competitive bidding on the City’s DemandStar public procurement network on May 2, 2025. Sealed bids were opened on May 28, 2025, with eight (8) responsive bids received. Brightview Landscape Services, Inc. was the lowest responsive and responsible bidder as shown on the Bid Summary (Attachment 1 to the report). Therefore, staff recommends awarding the contract to Brightview Landscape Services, Inc. in an amount not to exceed $772,750.
FISCAL IMPACT
Funding for contract tree services is available in the General Fund under Program 13400 - Urban Forestry.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Award a contract to Brightview Landscape Services, Inc. in an amount not to exceed $772,750 in substantially the same form as Attachment 2 to the report for street tree maintenance services;
- Authorize the City Manager to execute the contract when all necessary conditions have been met; and
- Authorize the City Manager to increase the not-to-exceed amount to incorporate additional trees and renew the contract for up to three additional one-year periods subject to budget availability and if pricing and service remain acceptable to the City.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
_X_ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Matthew Paulin, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft Services Agreement