HomeMy WebLinkAbout2008-08-26 - AGENDA REPORTS - LMD ZONES MAINT CONTR (2)Agenda Item• 7
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by: Dennis Luppens
DATE: August 26, 2008
SUBJECT: AWARD FIVE LANDSCAPE MAINTENANCE SERVICE
CONTRACTS FOR LMD ZONES: T -42A, T-42-13, T-42 C, 3, 6, 7,
AND 19
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council:
1. Make determination that Grace Building Maintenance was not the lowest responsive,
responsible bidder for Zone 7.
2. Award two-year landscape maintenance service contracts for the following landscape
maintenance zones to the companies and amounts listed below. Authorize a 20%
contingency to the awarded contractors for unanticipated repairs, vandalism, disease control,
and emergencies.
Company
Zones
Description
Annual Amount
Oakridge Landscape
Zone 3
Sierra Heights
$
' 22,344.00
Stay Green, Inc.
Zone 6
Canyon Crest
$
46,440.00
Oak Springs Nursery
Zone 7
Creekside
$
68,400.16
Stay Green, Inc.
Zone 19
Bridgeport/Bouquet
$
15,492.00
Oak Springs Nursery
T -42A, B & C
Circle J Ranch
$
178,800.00
3. 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
up to three (3) annual renewal options not to exceed the above annual amounts plus
Consumer Price Index (CPI) adjustments, contingent upon the appropriation of funds by the
APPROVED
City Council in the annual budget for such Fiscal Year, and execute all documents subject to
City Attorney approval.
BACKGROUND
The City assumed administrative and operational responsibility of Landscape Maintenance
Districts (LMD) from the County of Los Angeles approximately 11 years ago. Currently, there
are 6 landscape companies servicing the 34 LMD zones, comprised of approximately 700
landscaped acres, inclusive medians, parkways, 3 parks, 20 miles of paseos, and 27,000 trees.
Landscape services for all LMD zones are provided through private landscape companies.
In 2006, LMD staff conducted a review of its landscaping contracts and found most were over
ten years old. They required" improved standards to address new laws, innovations, or the
inclusion of best management practices for landscaping care. To this end, staff set a course to
competitively bid landscaping services for all LMD zones to implement an improved set of
landscape specifications. Council awarded the first bid in 2006, followed by an equally
successful round of bids awarded in 2007. By July 2009, staff anticipates new specifications and
contracts for all LMD zones will be in place.
On July 2, 3, and 7, 2008, the City's Purchasing Section received 40 bids from 9 different
landscape companies for 5 contracts. Due to the high number of bids, this process was highly
competitive, resulting in lower maintenance costs for each zone and effective toward keeping
future cost increases to a minimum. These, companies, their respective bid amounts, and
company locations are listed on Attachment "A" of this report.
Staff reviewed the bid submissions and determined the bidders identified in the recommendation
represent the lowest responsive, responsible bidders for their respective contracts. A proposal
submitted by Grace Building Maintenance was the apparent lowest bid for Zone 7 Creekside. As
part of the bid evaluation process, staff found Grace Building Maintenance non responsive and
not responsible. Grace Building Maintenance did not submit some requested information
required of all bidders, and information provided by references failed to give staff the confidence
that Grace Building Maintenance would be able to perform the contract work as specified and to
the level expected.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund. All bid amounts are proposed for City Council approval
in the FY 08-09 Budget.
ATTACHMENTS
Attachment A
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