HomeMy WebLinkAbout2012-07-10 - AGENDA REPORTS - LANDSCAPE MAINT PARKS (2)CONSENT CALENDAR
DATE:
01011X61M
Agenda Item: 7
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
July 10, 2012
t
Kevin Tonoian
AWARD CONTRACT FOR BID NUMBER LMD-11-12-36, FOR
LANDSCAPE MAINTENANCE SERVICES AT NORTHBRIDGE,
CHESEBROUGH, DAVID MARCH, PACIFIC CREST, FAIR
OAKS AND COPPERHILL PARKS
Administrative Services
RECOMMENDED ACTION
City Council:
Award a contract to Venco Western, Inc. for monthly landscape maintenance services at
Northbridge, Chesebrough, David March, Pacific Crest, Fair Oaks, and Copperhill Parks in
the annual amount of $77,376, plus $40,000 for unforeseen repairs and maintenance that are
not a part of scheduled services, for a two-year contract in the amount not to exceed
$234,752.
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.
BACKGROUND
One year ago, the City assumed the administrative and operational responsibility of Chesebrough
and Northbridge Parks from the County of Los Angeles. Landscape maintenance activities were
provided through private contracts administered by the City's Special Districts Division. As the
City prepares for the transfer of four additional parks from the County of Los Angeles to the City
P P 0")�D
as a result of the Fair Oaks Ranch/Vista Canyon and North Copperhill annexations, City staff has
solicited bids for the landscape maintenance of these parks, as well as Chesebrough and
Northbridge. All six parks are to be included in a hybrid maintenance operation between the
Parks and Special Districts Divisions. Under this division of work, the Special Districts Division
will be responsible for all landscaping, and the Parks Division will be responsible for all facilities
and associated infrastructure. As these parks are transferred to the City, the recommended
landscape maintenance services will begin. Landscape maintenance services for these parks and
start schedules are listed below:
Park Name
Northbridge Park
Chesebrough Park
Fair Oaks Park
David March Park
Pacific Crest Park
Copper Hill Park
Associated
Annexation
N/A
N/A
Fair Oaks Ranch
North Copperhill
North Copperhill
North Copperhill
Contract Start
August 1, 2012
August 1, 2012
October 1, 2012
December 1, 2012
December 1, 2012
December 1,2012
To prepare for the transfer of these parks under the Parks/LMD hybrid model, on two occasions
during May and April 2012, staff published bid notices soliciting contractual monthly landscape
maintenance services for select City parks. Bid notifications were also provided to the Santa
Clarita Valley Chamber of Commerce, Valley Industrial Association, College of the Canyons,
and 40 known vendors on file with the Purchasing Division. All bid documents were also made
available on the City's website. As a result, nine sealed bids were received and opened by
Purchasing staff on May 23, 2012. The results of the bids follow:
Company
Vence, Western, Inc.
Tropical Creations, Inc.
Rich Meier's
American Heritage Landscape, Inc.
Valley Crest Landscape Maintenance, Inc.
Oakridge Landscape, Inc.
Stay Green, Inc.
Marina Landscape, Inc.
Parkwood Maintenance, Inc.
Location Bid Amount
Oxnard, CA
$ 77,376
Van Nuys, CA
$ 79,188
Lancaster, CA
$ 84,828
Canoga Park, CA
$ 87,984
San Fernando, CA
$ 91,560
Santa Clarita, CA
$ 99,000
Santa Clarita, CA
$102,866
Anaheim, CA
$108,028
Van Nuys, CA
$136,212
Venco Western, Inc. submitted the lowest bid package for all six parks. The annual maintenace
cost for each park is listed below.
Northbridge Park
$14,088
Chesebrough Park
$13,104
David March Park
$ 7,620
Pacific Crest Park
$11,292
Fair Oaks Park
$1.5,468
Copper Hill Park
15 804
Total $77,376
Santa Clarita Municipal Code § 3.12.205 Support of Santa Clarita Businesses states that the
lowest bid or quote submitted by a Santa Clarita business that is within ten percent (10%) of the
lowest bid or quote, whether or not that bidder is the second lowest bidder, may be deemed to be
the lowest bidder if the bidder agrees to reduce its bid to match the bid or quote of the lowest
bidder. The solicitation did not meet the criteria; therefore, it does not apply.
An additional $40,000 is recommended to be added to the bid amount. This amount is not a
guaranteed compensation under the terms of a proposed contract but provides the City the ability
to use the successful contractor for maintenance activities not associated with the specified and
routine monthly park maintenance services. This includes unanticipated maintenance and repairs
activities, including vandalism and accidents, irrigation and/or drainage repairs, and plant
replacement due to damage, inclement weather, or end of plant life cycle. The requested amount
is higher than normally requested, due to the transfer of the parks from the County of Los
Angeles to the City. This is to help facilitate the transfer and ensure City residents enjoy the
same high level of service in these parks as they do in the City's other parks.
A thorough evaluation of the bids determined the proposal submitted by Venco Western, Inc. to
be the lowest and responsive bid. Special Districts staff conducted a due -diligence review of
Venco Western's professional references and determined their performance record meets the
City's high standards. Hourly costs for unscheduled services are capped and not guaranteed
compensation through this recommended contract award.
Finally, 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, securing lower annual maintenance costs and enabling the •City to minimize future
maintenance cost increases.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Sufficient LMD and General Funds are available in the Fiscal Year 2012-13 budget.
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