HomeMy WebLinkAbout2016-09-13 - AGENDA REPORTS - AWARD SERVICE CONTR LMD 2008-1 (2)O
Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
-41
CITY MANAGER APPROVAL: 11 _3
DATE: September 13, 2016
SUBJECT: AWARD SERVICE CONTRACT FOR LANDSCAPE
MAINTENANCE ZONE 2008-1 (MAJOR THOROUGHFARE
MEDIANS)
DEPARTMENT: Neighborhood Services
PRESENTER: Darin Seegmiller
RECOMMENDED ACTION
City Council:
Award a two-year contract to Stay Green, Inc. to provide contractual landscape maintenance
services for Landscape Maintenance District (LMD) Zone 2008-1 (Major Thoroughfare
Medians) for an annual amount of $460,524; and authorize an annual contingency in the
amount of $92,105, for a total two-year amount not to exceed $1,105,258.
2. Authorize the City Manager or designee to execute all contracts and associated documents or
modify the awards in the event impossibility of performance arise, contingent upon the
appropriation of funds by the City Council in the annual budget for such Fiscal Year, and
execute all documents subject to City Attorney approval.
3. Authorize the City Manager or designee to execute up to three additional one-year renewal
options beginning in year three, not to exceed the base annual contract (inclusive of
contingency) of $552,629, plus the appropriate CPI adjustment, upon request of the
contractor.
BACKGROUND
The City of Santa Clarita (City) administers 55 financially independent zones within the LMD,
providing landscape maintenance services for the LMD operations through contracts with private
companies. Bid number LMD-15-16-27 for the maintenance of LMD Zone 2008-1 was
published and circulated via the PlanetBids system on June 10, 2016. The request for bid was
sent to 347 vendors (including the Santa Clarita Valley Chamber of Commerce and the Valley
Industrial Association), and was downloaded by 13 companies. Four companies responded to
Page I
Packet Pg. 51
O
the bid with one bid retracted by the contractor.
To improve maintenance standards and enforce contractor accountability, LMD-15-16-27
encompasses an updated scope of work that provides staff with the ability to impose payment
reductions on the contractor when maintenance schedules are not met or poor performance is
documented.
Further, staff incorporated a multiple criteria selection process to ensure that the recommended
contractor understands the scope of work and dedicates an adequate number of employees to the
contract. The following categories comprised the weighted criteria used to evaluate bid
proposals:
• Acknowledgement and Understanding of the Bid Specifications (30 pts.)
• Team Composition/Crew Member Structure (30 pts.)
• Overall Proposed Bid Amount (25 pts.)
• Resources, References, Experience, and Certifications (15 pts.)
Bids were opened on July 11, 2016, and the results are shown below:
BID
COMPANY
LOCATION
BID
POINTS
AMOUNT
AWARDED
Bid 1
Stay Green, Inc.
Santa Clarita,
$460,524
89.92
(Recommended)
CA
Bid 2
Brightview Landscape
San Fernando,
$465,849
88.25
Services, Inc.
CA
Bid 3
Oakridge Landscape,
Santa Clarita,
$572,136
79.80
Inc.
CA
Bid 4
Parkwood Landscape
Van Nuys,
Retracted
Retracted
Maintenance, Inc.
CA
The process of scoring the bid submittals, utilizing the above criteria, was completed by staff and
resulted in Stay Green, Inc. Achieving the highest overall score. As a result of the identified bid
criteria, inclusive of vetting references for all responsive proposers, staff recommends award of
contract to Stay Green, Inc.
In the event of non -recurring maintenance and/or repairs, staff is requesting authorization to
increase the total potential value of Stay Green, Inc.'s annual base contract by a contingency
amount of $92,105, for a total amount not to exceed $552,629 annually for this contract. Hourly
costs for these services are capped through the bid specifications and do not represent any
guarantee of compensation under the terms of the recommended contract.
By authorizing contract expenditure authority beyond the base bid amount, the City Council is
taking action to ensure that LMD revenues generated by property owners are utilized in the most
cost-effective manner. The City retains the discretion to authorize and compensate the contractor
for additional work once it has been reviewed by field monitors and approved by the LMD
Page 2
Packet Pg. 52
O
Administrator.
ALTERNATIVE ACTION
1. Do not award contract to Stay Green, Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund. Sufficient LMD funds were appropriated by the City
Council as part of the Fiscal Year 2016-17 budget in account 12541-5161.010.
ATTACHMENTS
Evaluation Criteria
Crew Eval - All
Price Eval - All
Score Sheet - All
Page 3
Packet Pg. 53
6.a
LIVID Zone 2008-1 Evaluation Criteria:
30 pts. Possible —Acknowledgement and Understanding of Bid Specifications
30 pts. Possible — Team Composition (Crewmember Structure)
25 pts. Possible — Overall Price Proposal
15 pts. Possible — Resources, References, Experience, & Certifications
Total = 100 pts. Possible
Packet Pg. 54
6.b
Staygreen Team Composition - Total 30 pts.
1200 pts. = Maintenance Labor Force
700 pts. = Irrigation Technicians
400 pts. = Supervision/Management
300 pts = Specialty Crewmembers
400 pts = Seasonal Adjustment
Total 3000 pts./100 = 30 pts.
Maintenance Labor Force - Total 1200 pts. Max
Earned:
64 x 3.50 Points for Each Weekly Foreman Hour
560
x 3.00 Points for Each Weekly Lead Man Hour
168 x 2.00 Points for Each Weekly Crewman Hour
Irrigation Technicians - Total 700 Pts Max
Earned:
96 x 7 Points for Each Weekly Irrigation Technician Man Hour
672
Management - Total 400 pts. Max
Earned:
72 x 5 Points for Each Weekly Account Manager/Supervisor Hour
360
Specialty Crewmembers - Total 300 pts. Max
Earned:
0 x 2.5 Point for Each Weekly Specialty Crewmember Hour
0
Seasonal Crew Adjustment - Total 400 pts. Max
Earned:
* 400 Points for No Seasonal Adjustment to Staffing
400
300 Points for 0 - 5% Overall Seasonal Reduction
200 Point for 5 - 10% Overall Seasonal Reduction
100 Points for 11 - 15% Seasonal Reduction
0 Points for 16% or more Overall Seasonal Reduction
1992 Total Team Points Awarded to Staygreen - 19.92 pts
Packet Pg. 55
6.b
Brightview Team Composition - Total 30 pts.
1200 pts. = Maintenance Labor Force
700 pts. = Irrigation Technicians
400 pts. = Supervision/Management
300 pts = Specialty Crewmembers
400 pts = Seasonal Adjustment
Total 3000 pts./100 = 30 pts.
Maintenance Labor Force - Total 1200 pts. Max
Earned:
80 x 3.50 Points for Each Weekly Foreman Hour
440
x 3.00 Points for Each Weekly Lead Man Hour Q
80 x 2.00 Points for Each Weekly Crewman Hour
L
rt+
Irrigation Technicians - Total 700 Pts Max V
Earned:
r
80 x 7 Points for Each Weekly Irrigation Technician Man Hour c
560
N
d
C
O
N
Management - Total 400 pts. Max
Earned:
J
65 x 5 Points for Each Weekly Account Manager/Supervisor Hour
325
Specialty Crewmembers - Total 300 pts. Max w
Earned: 3
40 x 2.5 Point for Each Weekly Specialty Crewmember Hour a)
100 v
m
E
s
Seasonal Crew Adjustment - Total 400 pts. Max
Earned:
Q
* 400 Points for No Seasonal Adjustment to Staffing
400
300 Points for 0 - 5% Overall Seasonal Reduction
200 Point for 5 - 10% Overall Seasonal Reduction
100 Points for 11 - 15% Seasonal Reduction
0 Points for 16% or more Overall Seasonal Reduction
1825 Total Team Points Awarded to Brightview - 18.25 pts
Packet Pg. 56
6.b
Oakridge Team Composition - Total 30 pts.
1200 pts. - Maintenance Labor Force
700 pts. = Irrigation Technicians
400 pts. = Supervision/Management
300 pts = Specialty Crewmembers
400 pts = Seasonal Adjustment
Total 3000 pts./100 = 30 pts.
Maintenance Labor Force - Total 1200 pts. Max
Earned:
120 x 3.50 Points for Each Weekly Foreman Hour
900
x 3.00 Points for Each Weekly Lead Man Hour Q
240 x 2.00 Points for Each Weekly Crewman Hour
L
rt+
Irrigation Technicians - Total 700 Pts Max V
Earned:
r
80 x 7 Points for Each Weekly Irrigation Technician Man Hour c
560
N
d
C
O
N
Management - Total 400 pts. Max
Earned:
J
64 x 5 Points for Each Weekly Account Manager/Supervisor Hour
320
Specialty Crewmembers - Total 300 pts. Max w
Earned: 3
80 x 2.5 Point for Each Weekly Specialty Crewmember Hour a)
200 v
m
E
s
Seasonal Crew Adjustment - Total 400 pts. Max
Earned:
Q
400 Points for No Seasonal Adjustment to Staffing
300
* 300 Points for 0 - 5% Overall Seasonal Reduction
200 Point for 5 - 10% Overall Seasonal Reduction
100 Points for 11 - 15% Seasonal Reduction
0 Points for 16% or more Overall Seasonal Reduction
2280 Total Team Points Awarded to Oakridge - 22.80 pts
Packet Pg. 57
(paeMV lOea;uO:D VOOOZ euOZ 4W- LL9 JIV - leA3 031.ad :4u8w43e;;y
00
U �
t0
d
r
d
U
d
v
L
QO
lD
O
ON
Ln
N
N
N
N
N
L
O
G
O
d
Ol
Ol
61
Ol
Ol
Ql
Ql
Ql
Ql
Ql
Ql
L
It
m
't
0)
't
lzt
C)
O
N
�
r,
m
N
n
m
p
U
m
m
m
m
lzt
lzt
Ln
Ln
Ln
Ln
p
C
rn
N
d
d
O
d
d
d
d
d
d
d
d
pd
O
O
O
O
O
O
O
O
O
O
O
p
Q
.O
d
if1
O
if1
O
Ln
Ln
O
Ln
O
Ln
O
N
LO
I,
O
fV
I-
O
(V
Ln
I -I
M
M
m
M
�t
�t
Ln
Ln
Ln
Ln
N
O cz
m
4-j W
m
N
I
Ln
N
Ln
N
d
� C
� O
>
W
N
rn
LA
a)
>
N
Q00
N
a)
t�
L
i Q
O
M00
rl
Ln
w
M
ul
LO
ta
Op
m
LA
co
LU
LJJ
LO
L NLJJ
1..1�
O
U
LO
(PJBMV 43BJIUOO 4-800Z OUOZ 4WD : 6L90 IIV -;aayg OJ00S :;u8w140BUV
a,
oq
O
N
Ln
M
m
O
aJ
Ln
ate-+
O
N
Ln
Ln
M
00
N
r-I
bn
—I
00
C
a1
ai
fV
I
CD
Ln
Ln
bn
M
Qj
N
r-I
i6
r-I
+n
N
00
O
to
r_
•�
c
ai
m
+�
L
LA
U
ai
c
_0
O
ai
�
7
OZS
U
02S
>
C
O
L
a
kn
ai
W
ai
a_
U
C
ai LA
LA
cc
L
ai
N
O_
`�
6 .0
O
0
O
ai
S U
U
c }
uv
4-
C U
E
4-
-12
m
- L
Q Ln
a
a u
v
'LA
LA
vi
vi
vi
LA 0
0
0-
0-
a
a
a
O
O
Ul
Ln
m
m
N
v
+�
a
Ln
4�
c
oq
Q)
Ln
N
00
W
N
Q1
Ol
CD
rn
LO
a
m
0
a