Attachment_F_-_Cost_Form.xlsx
XLSX spreadsheet 34 KB Posted
- Attached to
- Parks and Landscaping Maintenance Services
- Solicitation number
- 25-1069
- Issued by
- Santa Clara County, California
About this file
This is a Cost Proposal Form (Attachment F) for the City of Milpitas Parks and Landscaping Maintenance Services Request for Proposal, issued December 23, 2025. The solicitation encompasses comprehensive maintenance services for 25 city parks totaling 7,175,414 square feet, 11 city facility landscapes comprising 643,564 square feet, and optional add-alternates including street median landscaping (11,810,308 square feet) and weed abatement services (3,388,498 square feet). Proposers must submit responses by February 4, 2026, at 12:00 p.m., with an anticipated contract start date of October 1, 2026. The initial contract term is one year with up to six one-year renewal options, potentially extending the agreement to seven years. The RFP requires contractors to hold a current California C-27 Landscaping Contractor's License and maintain comprehensive insurance coverage including Commercial General Liability of $2,000,000 per occurrence, Automobile Liability of $1,000,000, Professional Liability of $1,000,000, and Pollution Legal Liability of $1,000,000 per occurrence.
The cost proposal requires vendors to submit a Base Bid for Year 1 on a per-square-foot basis covering all labor, supervision, materials, equipment, tools, administrative costs, overhead, insurance, and profit at required service frequencies. All Base Bid pricing shall remain firm for the initial one-year term. For option years, contractors may request price adjustments limited to the lesser of 3% or the actual increase in applicable prevailing wage rates, with adjustments applicable only to the direct labor portion subject to prevailing wage. Contractors must identify the average percentage allocation of their monthly base price attributed to direct labor costs subject to prevailing wage versus non-labor costs, which allocation percentage remains fixed across all contract years. The cost form also requires submission of an on-call rate schedule for various labor classifications including laborers, apprentices, journeymen, masters, superintendents/foremen, project managers, and administrative personnel, with specified regular hour, overtime, weekend overtime, and holiday overtime rates. On-call work will be billed at the submitted rates with material and rental costs marked up a maximum of 10%.
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Text version
Instructions & Information
| Attachment F - Cost Form |
| Request for Proposal - Parks & Landscaping Maintenance Services |
| Instructions |
| a) This Cost Proposal consists of four (4) sections covering two (2) worksheets. Please complete all sections and all cells highlighted in yellow. |
| b) In the event of a calculation error, the unit price will govern. |
| Pricing & Escalation Structure |
| 1) Base Bid / Initial Contract Term: Cost points are based on the 1-Year Base Bid Amount in Section 1. Include all costs necessary to perform the Scope of Services at the required service frequencies (e.g. all labor, supervision, materials, equipment, tools, administrative costs, overhead, insurance, and profit). All prices shall be firm for the initial one-year term. |
2) Contact Term & Option Year Adjustments: The initial contract term shall be one (1) year , with up to six (6) on-year options to extend, for a total potential contract term of seven (7 years). Exercise of any option year shall be at the sole discretion of the City.
If the City elects to exercise an option year, the Contractor may request a price adjustment subject to the following conditions:
i. Any requested adjustments must be fully justified and documented
ii. The maximum allowable adjustment shall be the lesser of:
- Three percent (3%), or
- The actual increase in the applicable prevailing wage rates, if higher than 3%
iii. Any adjustment shall be limited to the labor portion of cost. No adjustment shall be applied to the non-labor costs, including administrative expense, overhead, materials, equipment of profit.
3) Labor Cost Allocation (for cost adjustments in Option years only) For purposed of evaluating and applying future option-year price adjustments to the Base Bid and Add Alternates, Proposers shall identify the average percentage allocation of their monthly base price attributable to:
- Direct Labor Costs subject to prevailing wage, and
- Non-Labor Costs (including administrative expenses, overhead, equipment, materials and profit)
The labor allocation percentage shall remain fixed for the initial contract term and all option years.
Example (for illustration purposes only) Monthly Base Price (Year 1): $10,000 Proposer's Stated labor allocation: 70% labor / 30% non-labor Labor portion: $10,000 x 70% - $7000 Non-labor portion: $10,000 x 30% = $3000
Scenario A - 3% Adjustment If the City exercises an option year and Contractor requests and receives City approval for a 3% increase:
Adjusted Labor Portion: $7,000 x 1.03 = $7,210 Non-labor portion (no adjustment): $3,000 New monthly price: $7,210 + $3,000 = $10,210
Scenario B - Prevailing Wage Increase Greater than 3% If applicable prevailing wage increase by 5% and is approved by the City:
Adjusted labor portion: $7,000 x 1.05 = $7,350 Non-labor portion (no adjustment): $3,000 New Monthly Price: $7,350 + $3,000 = $10,350
On-Call Rates (Option Years) The labor cost allocation adjustment methodology does not apply to adjustments to On-Call Rates. For On-Call Rates, the maximum allowable adjustment shall be the lesser of:
- Three percent (3%), or
- The actual increase in the applicable prevailing wage rates, if higher than 3%
Cost Form - Sections 1-3
| Attachment F - Cost Form |
| Request for Proposal - Parks & Landscaping Maintenance Services |
Company Name:
| Vendor Authorized Signature: |
| Vendor Authorized Signer Printed Name: |
| Vendor Authorized Signer Title: |
| Date: |
| Section 1 - Total Base Bid | Cost Per Square Foot (Base Bid) | ||||||
| Year 1 | Year 1 | ||||||
| Company Name | Cost Proposal Item | Square Footage | Park / Facility | Monthly | Annual | Monthly | Annual |
| 0 | 01 - City Parks | ||||||
| 0 | 01 - City Parks | 300,133 | Augustine Memorial | ||||
| 0 | 01 - City Parks | 30,987 | Augustus Rathbone | ||||
| 0 | 01 - City Parks | 361,657 | Ben Rogers | ||||
| 0 | 01 - City Parks | 122,165 | Bob McGuire | ||||
| 0 | 01 - City Parks | 78,176 | Calaveras Ridge | ||||
| 0 | 01 - City Parks | 412,171 | Cardoza | ||||
| 0 | 01 - City Parks | 206,780 | Creighton | ||||
| 0 | 01 - City Parks | 180,149 | Delanos Manongs | ||||
| 0 | 01 - City Parks | 480,697 | Dixon Landing | ||||
| 0 | 01 - City Parks | 84,525 | Dog Park @ Ed Levin | ||||
| 0 | 01 - City Parks | 169,335 | Foothill | ||||
| 0 | 01 - City Parks | 418,212 | Gill Memorial & Paseo Refugio | ||||
| 0 | 01 - City Parks | 392,654 | Hall Memorial | ||||
| 0 | 01 - City Parks | 721,812 | Hetch-Hetchy Linear | ||||
| 0 | 01 - City Parks | 65,192 | Hidden Lake | ||||
| 0 | 01 - City Parks | 164,172 | Higuera Adobe | ||||
| 0 | 01 - City Parks | 231,018 | Hillcrest | ||||
| 0 | 01 - City Parks | 201,267 | Oliver Jones Memorial | ||||
| 0 | 01 - City Parks | 1,045,839 | Milpitas Sports Center | ||||
| 0 | 01 - City Parks | 361,069 | Murphy | ||||
| 0 | 01 - City Parks | 114,447 | Pecot | ||||
| 0 | 01 - City Parks | 434,871 | Pinewood | ||||
| 0 | 01 - City Parks | 180,520 | Robert E. Browne | ||||
| 0 | 01 - City Parks | 208,447 | Sandalwood | ||||
| 0 | 01 - City Parks | 209,119 | Sinnott | ||||
| 0 | Subtotal | 7,175,414 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| 0 | 02 – City Facility Landscape | ||||||
| 0 | 02 – City Facility Landscape | 79,422 | City Hall | ||||
| 0 | 02 – City Facility Landscape | 62,566 | Community Center | ||||
| 0 | 02 – City Facility Landscape | 88,696 | Senior Center | ||||
| 0 | 02 – City Facility Landscape | 69,162 | Milpitas Library | ||||
| 0 | 02 – City Facility Landscape | 97,481 | Sports Center | ||||
| 0 | 02 – City Facility Landscape | 34,152 | Public Works | ||||
| 0 | 02 – City Facility Landscape | 30,101 | Police Department | ||||
| 0 | 02 – City Facility Landscape | 94,938 | Fire Station #1 | ||||
| 0 | 02 – City Facility Landscape | 31,567 | Fire Station #2 | ||||
| 0 | 02 – City Facility Landscape | 25,069 | Fire Station #3 | ||||
| 0 | 02 – City Facility Landscape | 30,410 | Fire Station #4 | ||||
| Subtotal | 643,564 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| 0 | TOTAL (Base Bid) | 7,818,978 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | |
| 0 | |||||||
| 0 | |||||||
| 0 | Section 2 (Add Alternate) | Cost Per Square Foot (Add Alternates) | |||||
| 0 | Year 1 | Year 1 | |||||
| 0 | Cost Proposal Item | Square Footage | Park / Facility | Monthly | Annual | Monthly | Annual |
| 0 | 03 – Street Landscape | ||||||
| 0 | 03 – Street Landscape | 11,794,540 | McCarthy Ranch LLMD | ||||
| 0 | 03 – Street Landscape | 15,768 | Sinclair LLMD | ||||
| 0 | Subtotal | 11,810,308 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | |
| 0 | |||||||
| 0 | 04– Weed Abatement | ||||||
| 0 | 04– Weed Abatement | 696,563 | Dixon N Milpitas | ||||
| 0 | 04– Weed Abatement | 885,570 | Downtown | ||||
| 0 | 04– Weed Abatement | 1,009,610.60 | McCarthy | ||||
| 0 | 04– Weed Abatement | 150,790 | Milpitas Business Park | ||||
| 0 | 04– Weed Abatement | 427,676 | N Park Victoria | ||||
| 0 | 04– Weed Abatement | 218,289 | S Park Victoria | ||||
| Subtotal | 3,388,498 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
Total (Add Alternate) 15,198,806 $ - 0 $ - 0 $ - 0 $ - 0
Total (Base Bid + Add Alternate) 23,017,784 $ - 0 $ - 0 $ - 0 $ - 0
| Section 3 - Labor Cost Allocation | |
| Cost Component | Average Percentage of Monthly Base Price |
| Direct Labor subject to prevailing wage | |
| Non-Labor ( administrative expenses, overhead, equipment, materials and profit) | |
| Total (Must total 100%) | 0% |
Section 4
| Attachment E - Cost Form (Section 4) |
| Request for Proposal -Parks & Landscaping Maintenance Services |
Company Name: 0
| Section 4 - On-Call Rate Schedule | |||||
| Year 1 | |||||
| Company Name | Description/Title | Regular Hour Rate | Overtime Rate | Overtime Weekend Rate | Overtime Holiday Rate |
| 0 | Laborer | ||||
| 0 | Apprentice | ||||
| 0 | Journeyman | ||||
| 0 | Master | ||||
| 0 | Superintendent/Foreman | ||||
| 0 | Project Manager | ||||
| 0 | Administrative |
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