HomeMy WebLinkAbout2010-10-26 - AGENDA REPORTS - LMD T 46 T 47 CONTR (2)Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by:
DATE: October 26, 2010
SUBJECT: AWARD CONTRACTS FOR BID NUMBER LMD-10-11-04, FOR
LANDSCAPE MAINTENANCE SERVICES IN LANDSCAPE
MAINTENANCE ZONES T-46 AND T-47
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council:
1. Waive bid minor irregularities, based on the fact they are immaterial to the outcome of
the bid.
2. Reject protest submitted by Marina Landscape, Inc.
3. Award a contract to Stay Green, Inc. for landscape maintenance services to LMD Zone
T-46 (Northbridge) in the annual amount of $233,112, plus a 20 percent contingency of
$46,622, for a two-year contract in the amount not to exceed $559,468.
4. Award a contract to Stay Green, Inc. for landscape maintenance services to LMD Zone
T-47 (Northpark) in the annual amount of $151,872, plus a 20 percent contingency of
$30,374, for a two-year contract in the amount of $364,492.
5. 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.
A"R�VED�
BACKGROUND
The City administers and operates 40 zones within the Landscape Maintenance Districts (LMD).
LMD is comprised of approximately 705 landscaped acres, including medians, parkways, three
parks, over 20 miles of paseos, bridges, and 38,000 trees. Landscape maintenance services for
the City's LMD operation are provided through contracts with private companies.
On two occasions during the. month of August 2010, staff published Notices to Bid on
contractual landscape maintenance services for LMD Zones T-46 and T-47. Bid notifications
were also sent to the College of the Canyons, the Valley Industrial Association, the Santa Clarita
Valley Chamber of Commerce, and 52 known vendors on file with the Purchasing Division. All
bid packages were. made available on the City's website and collectively downloaded 42 times.
Thirteen sealed bids were received and opened by Purchasing staff on September 22, 2010,
identifying Stay Green Landscape as the apparent lowest responsive bidder. The full results of
the bid opening are .presented in Attachment "A."
Award of new contracts for these two LMD zones will result in lower annual maintenance costs
for both landscape zones and enable the City to keep future maintenance cost increases to a
minimum. The presence of numerous and qualified vendors within the landscape industry,
coupled with existing economic conditions, has created an environment where aggressively
priced bids have become the norm during the past two years. As a'result, the City continues to
achieve significant cost reductions for landscape maintenance services through the competitive
bid process.
On October 4, 2010, Marina Landscape submitted a letter of protest stating the apparent low
bidder, Stay Green, Inc., did not properly cross out a correction or include copies of professional
certificates in their bid proposal. Following an encompassing review by Special Districts,
Purchasing, and the City Attorney, Stay Green was found to possess all required licenses and
certificates, and the discrepancies were determined to be minor irregularities that could be
waived without materially affecting their bid.
As background for the City Council, a minor irregularity is defined by staff as a discrepancy that
does not make the bid materially different than intended by the bidder or give the bidder an
advantage or benefit not allowed to other bidders. An example of where a discrepancy would
create an material impact to a bid process is if the discrepancy allowed a bidder to attain lower
costs and therefore bid a lower amount.
A thorough evaluation of Stay Green's proposal has found their bid to be complete, and a due
diligence review of their professional references has found their performance record to
satisfactorily meet the City's high standards. Therefore, staff has determined Stay Green's bid to
be the lowest and responsive and recommends award of contract by the City Council. Approval
of the recommended action completes efforts initiated in 2006 by staff to competitively re -bid
landscape maintenance services for each of the City's 40 LMD zones.
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ALTERNATIVE ACTIONS
1. Do not award contract to Stay Green Landscape.
2. 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
during the Fiscal Year 2010-11 Budget Process. 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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Attachment A
LMD Zone T-46 Landscape Maintenance Service Contract
City Council Meeting October 26, 2010
COMPANY
LOCATION
AMOUNT
Stay Green, Inc.
Santa Clarita, CA
$ 233,112
Marina Landscape
Santa Clarita, CA
$ 257,628
Oakridge Landscape
North Hills, CA
$ 291,282
ISS Grounds Control
Santa Clarita, CA
$ 301,860
Midori Gardens
Santa Ana, CA
$ 397,457
Venco Western
Oxnard, CA
$ 416,400
Parkwood Maintenance
Van Nuys, CA
$ 449,976
Valley Crest
San Fernando, CA
$ 452,820
American Heritage
Canoga Park, CA
$ 454,800
Wurzel Landscape
Studio City, CA
$ 455,136
Mariposa Landscapes
Irwindale, CA
$ 466,872
Oak Springs Nursery
Santa Clarita, CA
$ 468,000
TruGreen Landcare
Santa Clarita, CA
$ 654,000
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Attachment A
LMD Zone T47 Landscape Maintenance Service Contract
City Council Meeting October 26, 2010
COMPANY
LOCATION
AMOUNT
Stay Green, Inc.
Santa Clarita, CA
$ 151,872
Marina Landscape
Santa Clarita, CA
$ 185,868
ISS Grounds Control
Santa Clarita, CA
$ 201,240
Oakridge Landscape
North Hills, CA
$ 211,536
American Heritage
Canoga Park, CA
$ 255,600
Parkwood Maintenance
Van Nuys, CA
$ 278,736
Midori Gardens
Santa Ana, CA
$ 285,923
Valley Crest
San Fernando, CA
$ 304,500
Venco Western
Oxnard, CA
$ 310,404
Oak Springs Nursery
Santa Clarita, CA
$ 312,000
Wurzel Landscape
Studio City, CA
$ 327,348
TruGreen Landcare
Santa Clarita, CA
$ 330,000
Mariposa Landscapes
Irwindale, CA
$ 334,440
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