HomeMy WebLinkAbout2007-08-28 - AGENDA REPORTS - LANDSCAPE CONTR (3)CONSENT CALENDAR
Agenda Item: . t4
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
Dennis Luppens
DATE: August 28, 2007
SUBJECT: AWARD CONTRACTS FOR BID NUMBERS PS -07-08-01,
PS -07-08-02, PS -07-08-03, PS -07-08-04, AND PS -07-08-05 FOR
LANDSCAPE MAINTENANCE SERVICES IN LANDSCAPE
MAINTENANCE ZONES T-2, T-3, T-4, T-5, T-6, T-7, T-8, T-17,
T-23 AND T-29
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
1. City Council disqualify Parkwood Landscape Maintenance.
2. City Council award two-year landscape maintenance service contracts for the following
landscape maintenance zones to the companies and amounts listed below plus a 15%
contingency allowance.
Company
Stay Green, Inc.
Stay Green, Inc.
Wurzel Landscape
Stay Green, Inc.
TruGreen LandCare
Zone
T-2, T-3, T-4, T-5, T-6 & T-7
T-8
T-23
T-17
T-29
Annual Amount
$ 347,400
$ 321,552
$ 357,360
$ 15,300
$ 24,240
3. City Council appropriate $6,935 from LMD Zone T-17 Fund Balance to account 12511 -
5161.001 and $ 7,260 from LMD Zone T-29 Fund Balance to account 12515 — 5161.001.
4. City Council authorize the City Manager or designee to execute all contracts and associated
documents, or modify the awards in the event that issues of impossibility of performance
arise and execute renewals in accordance with the terms of the contract, subject to City
Attorney approval.
APPovEo
BACKGROUND
The City assumed administrative and operational responsibility of Landscape Maintenance
Districts (LMDs) from the County of Los Angeles approximately ten years ago. Landscape
services for all LMD zones are provided through private landscape companies. Currently, there
are six landscape companies servicing the 31 LMD zones comprised of approximately 580
landscaped acres, 20 miles of paseos and serving approximately 22,000 homes. The landscape
contracts for the aforementioned LMD zones will expire this fall requiring new contracts. If
approved, the contracts for the aforementioned bids will begin on October 1, 2007 and terminate
on September 30, 2008.
Advances in landscaping best practices and techniques to reduce costs have advanced over this
time period and have been included in the request for proposal on which the above companies
bid. For instance, to better control the use and cost of water, landscapers must now provide
certified water auditors. Certificates are earned by completing course work provided by the
California Polytechnic State University, San Luis Obispo.
On August 1, 8, and 15, 2007, the City's Purchasing Section received 17 bids from 5 different
landscape companies for the five contract awards available from this process. Due to the high
number of bids, this process was highly competitve and effective toward keeping cost increases
to a minimum. These companies and their respective bid amounts and company locations are
listed on Attachment "A" of this report. An analysis of the bids found that under Municipal
Code 3.12.205 — Support of Santa Clarita Businesses, staff is able to recommend two contract
awards to one local company totaling $ 668,952. In addition, as part of its routine bid evaluation,
staff performed reference checks on all of the companies. Staff found Parkwood Landscape
Maintenance's contract performance deficient based on the reference check on the provided
client list.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund. With the exception of Zones T-17 and T-29, all bid
amounts are below funds approved by the City Council in the FY 07-08 Budget.
ATTACHMENTS
Attachment A
Attachment "A"
LMD Landscaping Bid Awards
August 28, 2007
LIST OF BIDDERS
COMPANY LOCATION AMOUNT
Bid No. PS -07-08-01 (T-2, T-3, T-4, T-59 T-6 & T-7)
Merchants Landscape
Sun Valley, CA
$
347,400.00
Parkwood Landscape Maintenance *
Van Nuys, CA
$
351,768.00
Stay Green ***
Santa Clarita, CA
$
353,715.96
TruGreen LandCare
Canoga Park, CA
$
414,900.00
Bid No. PS -07-08-02 (T-8)
Parkwood Landscape Maintenance "
Van Nuys, CA
$
255,240.00
Merchants Landscape Services
Sun Valley, CA
$
321,552.00
Stay Green ***
Santa Clarita, CA
$
324,852.00
TruGreen LandCare
Canoga Park, CA
$
341,400.00
Wurzel Landscape
Studio City, CA
$
391,799.04
American Heritage Landscape
Canoga Park, CA
$
430,860.00
Bid No. PS -07-08-03 (T-23)
Parkwood Landscape Maintenance *
Van Nuys, CA
$
235,152.00
Wurzel Landscape "*
Studio City, CA
$
357;360.00
Merchants Landscape Services
Sun Valley, CA
$
357,480.00
TruGreen LandCare
Canoga Park, CA
$
455,280.00
Bid No. PS -07-08-04 (T-17)
Stay Green **
TruGreen LandCare
Bid No. PS -07-08.05 (T-29)
TruGreen LandCare "*
Santa Clarita, CA $ 15,300.00
Canoga Park, CA $ 18,780.00
Canoga Park, CA $ 24,420.00
" Disqualified
Award Recommendation
"** Award Recommendation Supporting Local Business (SCMC 3.12.205)