Title
Approval of Services Agreement No. AGR 26-55 with Los Alamos Landscaping and More LLC, in an Amount Not to Exceed $390,557.04 plus Applicable Gross Receipts Tax for Hanging Flower Baskets for a Seven-Year Term and Approval of Budget Revision 2027-36
Recommended Motion
I move that Council approve Services Agreement No. AGR 26-55 with Los Alamos Landscaping and More LLC, in an Amount Not to Exceed $390,557.04 plus Applicable Gross Receipts Tax for Hanging Flower Baskets for a Seven-Year Term.
I further move that Council approve the Budget Revision 2027-36 as presented and include Attachment B as part of the minutes of this meeting.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The purpose of this agenda item is to seek County Council approval of Services Agreement AGR26-55 with Los Alamos Landscaping & More LLC for the seasonal hanging flower basket program along Central Avenue, Knecht Street, 15th Street, and 20th Street. The proposed contract term is January 1, 2027 through December 31, 2033.
The County issued Request for Proposals (RFP) 26-55 on May 7, 2026. The Contractor submitted a timely response on June 3, 2026 and was the sole responder. Based on the evaluation criteria outlined in the solicitation, Los Alamos Landscaping & More was selected as the successful offeror.
This vendor is the incumbent provider, having performed the same services under AGR22-15, effective February 1, 2022. Their continued performance has delivered consistent, high-quality service to the community over several seasons.
The number of baskets and overall planting approach will remain unchanged from the previous agreement. Each year, 136 baskets will be installed (two per pole on 68 poles), and 144 baskets will be grown (including 8 reserve baskets). Plant varieties and basket composition remain consistent with prior years, ensuring that the community continues to enjoy the same appearance and quality of hanging flower baskets throughout the downtown corridor, a program that has been in place since 2008.
The cost of the new seven-year agreement is higher than the previous five-year contract in part because the terms are no longer directly comparable. In addition, increased labor, material, and production costs experienced by both the Contractor and the contract grower contribute to the overall price increase. These adjustments reflect current market conditions, and despite the higher cost, the scope, number of baskets, and overall quality of the program remain unchanged.
Under AGR26-55, the Contractor will continue duties performed under the previous agreement, including ordering and growing plant materials to County specifications; assembling and installing the baskets; watering, fertilizing, and maintaining them throughout the season; conducting daily inspections and replacing failed baskets; and removing baskets at the end of the season while returning County-owned hardware. This ensures uninterrupted continuation of the program.
Alternatives
If Council chooses not to approve the Agreement, County staff could pursue several alternatives, including re-soliciting the services through a new RFP process; reducing the number of baskets to lower cost or adjust service levels; or discontinuing the hanging flower basket program entirely. Each alternative would affect the continuity, timing, or visual character of the seasonal baskets currently enjoyed by the community.
Fiscal and Staff Impact/Planned Item
A budget revision (Attachment B) is required to cover the difference between the amount budgeted for this program, based on anticipated costs from the current contract, and the actual Year 1 cost of the new agreement. The motion includes a budget revision of $8,634.00, which reflects the full difference, including GRT. Additional funding will be needed for Years 2 through 7 and will be requested as part of the annual budget process. Approval of AGR26-55 will allow staff to continue managing the program without additional staffing needs. If the Budget Revision is approved, then there will be an iIncrease to General Fund $8,634 and a decrease to the Fund Balance of ($8,634).
Attachments
A- AGR26-55 Los Alamos Landscaping and More
B- Budget Revision 2027-36 with T-Letter