Staff Report - Bear Mountain Boulevard and Park Landscape Maintenance Contract

Background

In 2017, Ecoasis Resort and Golf LLP (formally BM Resort Assets Ltd.) was awarded the municipal maintenance contract for the City of Langford Bear Mountain service area. Ecoasis took over the maintenance from Victoria Contracting and Municipal Maintenance Corp in August of 2016. After completion of Ecoasis’ first two (2) year contract, the City has completed a complete asset inventory of the Bear Mountain service area and the contract is due to be renewed.

Commentary

Staff have developed maps and detailed Maintenance Service Forms and specifications for the required maintenance of the landscape on Bear Mountain. The Bear Mountain service area is treated as high level, with turf maintained on a weekly basis during the growing season and shrub beds maintained bi-monthly during the growing season.

The Ecoasis Resort and Golf LLP original proposal was thorough, complete, and included maps, schedules, routes and specific days of the week when work is to be done. Ecoasis Resort & Golf LLP continues to complement of all the required certified personnel needed to carry out all work aspects for this service area. Their staff will be stationed on Bear Mountain so they will be able to respond quickly to any concerns from businesses and residents. As owners of the Bear Mountain Golf courses, they understand the maintenance requirements of this service area and are in the best position to ensure the area looks its best for high profile events like the PGA.

Financial Implications

The new 2020 contract amount for the maintenance of the Bear Mountain service area is $384,380.31.

Since 2017, new infrastructure at South Ridge Plateau, Pebble Place, Riviera Place, The Nicklaus Nature Trail, Muirfield Park and Trail and the completion of Bear Mountain Parkway (St. Andrews to Marble Place) has been added to the City’s inventory, however, the recent work to improve the center median of Bear Mountain Parkway (Echo Valley to Champions Way) has resulted in a maintenance savings of $17,670 annually.

Legal Implications

In order to proceed, the successful proponent must sign a contract with the City of Langford.

Options

That Council:

Award the contract for Bear Mountain Landscape and Park Maintenance to Ecoasis Resort & Golf LLP, for the term of May 1, 2020 – April 30, 2024 for an annual price of $384,380.31; and that Council authorize Mayor and CAO to execute the agreement.

Or:

Direct staff to create an RFP to retender the document for a new municipal maintenance contractor for the Bear Mountain maintenance service area.

Respectfully Submitted

Submitted by:
Cory Manton, Parks and Recreation Manager

Concurrence:
Matthew Baldwin, MCIP, RPP, Director of Planning

Concurrence:
Lorne Fletcher, Manager of Community Safety and Municipal Enforcement

Concurrence:
Michelle Mahovlich, P.Eng, P.Geo, Director of Engineering

Concurrence:
Adriana Proton, Manager of Legislative Services

Concurrence:
Darren Kiedyk, Chief Administrative Officer

CM