HomeMy WebLinkAbout2009-05-26 - AGENDA REPORTS - LMD SERVICE CONTR (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item:
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by: Dennis Luppens
May 26, 2009
AWARD LANDSCAPE MAINTENANCE SERVICE CONTRACTS
FOR LMD ZONE 1, 15, 16, 18, AND 2008-1
Administrative Services
RECOMMENDED ACTION
City Council:
1. Award two-year landscape maintenance service contracts for the following landscape
maintenance zones to the companies and amounts listed below. Authorize the two-year
amounts, plus a 20 percent contingency for maintenance and repairs to the awarded
contractors for unanticipated repairs, vandalism, disease control, and emergencies.
2. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the awards in the event issues of impossibility of performance arise, and execute up to
three (3) annual renewal options not to exceed the annual bid amounts plus Consumer Price
Index (CPI) adjustments, 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.
'P'OVED
Two -Year
Company
Zone
Description
Contract Amount
Oak Springs Nursery, Inc.
Zone 1
Golden Valley/Center Pointe
$110,880
Oakridge Landscape
Zone 15
River Village
$ 64,684
Stay Green, Inc.
Zone 16
Valencia Industrial Center
$ 65,644
Oakridge Landscape
Zone 18
Town Center Tourney
$ 60,480
Stay Green, Inc.
Zone 2008-1
Major Thoroughfare Medians
$543,600
2. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the awards in the event issues of impossibility of performance arise, and execute up to
three (3) annual renewal options not to exceed the annual bid amounts plus Consumer Price
Index (CPI) adjustments, 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.
'P'OVED
BACKGROUND
The City administers and operates 36 zones within the Landscape Maintenance Districts (LMD).
LMD is comprised of approximately 705 landscaped acres, including medians, parkways, 3
parks, 20 miles of paseos, and 38,000 trees. Maintenance services for the LMD is provided
through private landscape companies.
Purchasing, in partnership with Special Districts, issued multiple Invitations to Bid to provide
contractual landscape maintenance services for LMD Zones 1, 15, 16, 18, and 2008-1. Notices
for each bid were published on two occasions during the month of March 2009. City staff sent
bid notifications to the Santa Clarita Chamber of Commerce, the Valley Industrial Association,
and 51 known suppliers on file. All bid packages were made available on the City's website and
collectively downloaded 186 times by 41 firms.
A total of 16 unique suppliers submitted one or more bids that were opened by Purchasing on
various dates in April and May of 2009. Each bid process was highly competitive, resulting in
lower maintenance costs for each zone and effective toward keeping future maintenance cost
increases to a minimum. All supplier -related information, including their respective bid amounts
and the location of their company, are provided in Attachment "A."
Staff reviewed the submissions and determined the bidders identified in the recommendation
represent the lowest responsive, responsible bidders for each respective zone. Additionally, an
analysis of the bids found that under Municipal Code 3.12.205 — Support of Santa Clarita
.Businesses, staff is able to recommend contract award to a local company (Stay Green, Inc.)
totaling $543,600 for maintenance of the City's Major Median Area (Zone 2008-1).
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund. Sufficient funds were appropriated by the City Council
as part of the Fiscal Year 09-10 Budget. Two-year contract costs for each LMD Zone include a
20 percent contingency amount. The contingency amount represents a standard LMD approach
to ensure that adequate funds are available to address minor, non -bid items such as unanticipated
repairs, vandalism, disease control, and emergencies that may arise during the contract period.
ATTACHMENTS
Attachment A
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