HomeMy WebLinkAbout2011-10-25 - AGENDA REPORTS - LMD ZONE T 23 A B (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT
Agenda Item: 7
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval
Item to be presented by:
October 25, 2011
Kevin Tonoian
AWARD CONTRACTS FOR BID NUMBER LMD-11-12-05, FOR
LANDSCAPE MAINTENANCE SERVICES IN LANDSCAPE
MAINTENANCE DISTRICT ZONES T -23A AND T -23B
Administrative Services
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to American Heritage to provide base landscape maintenance
services in LMD Zones T -23A (Mountainview Courtyards) and T -23B (Seco Villas) in the
amount of $464,400, plus contingency in the amount of $69,660, for a total two-year contract
amount not to exceed $534,060.
2: Appropriate additional Landscape Maintenance District (LMD) monies from Fund Balance
j57 m the amount of $49,918 to account 12513-5161.010, and $38,476 to account
12514-5161.010 to provide adequate funds to' support this contract for the remainder of FY
2011/12.
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 amount 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.
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BACKGROUND
Through various contracts, the City administers and operates 40 LMD zones, inclusive of the two
zones identified above. The contracts provide a variety of maintenance services for landscaped
slopes, medians, parkways, paseos, and parks.
On two occasions during the month of August 2011, staff published Notices to Bid for
contractual landscape maintenance services in two zones, T -23A and T -23B, identified as Bid
Number 11-12-05. In addition, bid notifications were sent to College of the Canyons, Valley
Industrial Association, and the Santa Clarita Chamber of Commerce, as well as 41 known
vendors on file with the Purchasing Division. The bid package was downloaded a total of
forty-three (43) times from the City's web site.
On September 14, 2011, nine sealed bids were opened. American Heritage Landscape was the
lowest, responsive bid. The results of the bid opening are as follows:
Company
Location
Bid Amount
American Heritage Landscape
Canoga Park
$232,200
Oakridge Landscape
Santa Clarita
$274,500
Wurzel Landscape
Studio City
$290,196
TruGreen Landscape
Santa Clarita
$307,800
Stay Green Landscape
Santa Clarita
$313,080
Oak Springs Nursery
Santa Clarita
$328,800
Parkwood Landscape
Van Nuys
$360,336
MSG Landscape
Santa Clarita
$391,656
Mariposa Landscape
Irwindale
$396,288
The recommended award is for a two-year base contract in the amount of $464,400, with a
contingency amount of $69,660 for a total award of contract not to exceed $534,060. The
recommended contingency constitutes funding to support unanticipated needs above and beyond
the base scope of re -occurring maintenance services, including broken irrigation mainlines,
vandalism, or unscheduled plant replacement due to abnormal weather conditions.
While the lowest responsive bid received from American Heritage Landscape reflects bid
instruction to single -year pricing and totals $232,200, consistent with LMD operational practices,
staff is recommending award of a two-year contract. Therefore the recommended base contract
award of $464,400 represents the two-year total base cost, prior to the inclusion of contingency.
Finally, while five of the nine bids received were from companies identifying themselves as local
businesses, each of these five bids exceeded the amount of the lowest bid by more than 10% and
therefore did not meet the requirements of the City's Local Preference Ordinance.
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ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund. Appropriate additional Landscape Maintenance District
(LMD) monies from Fund Balance 357 in the amount of $49,918 to account 12513-5161.010,
and $38,476 to account 12514-5161.010 to provide adequate funds to support this contract for
the remainder of FY 2011/12.
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