HomeMy WebLinkAbout2012-10-09 - AGENDA REPORTS - LMD CONTR T 23, T 29,17, T 51 (2)CONSENT CALENDAR
DATE:
.SUBJECT:
DEPARTMENT:
Agenda Item: 5
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
October 9, 2012
Kevin Tonoian
AWARD CONTRACTS FOR BID NUMBER LMD 12-13-01 TO
PROVIDE LANDSCAPE MAINTENANCE SERVICES IN LMD
ZONES T-23, T-29, T-51 AND 17
Administrative Services
RECOMMENDED ACTION
City Council:
Award a two-year maintenance service contract to Stay Green Inc., to provide contractual
landscape maintenance for Landscape Maintenance Districts (LMD) Zones T-23, T-29 and
17 in the annual amount of $214,500 and $80,000 for unforeseen repairs and maintenance
that are not part of scheduled services for a two-year contract in an amount not to exceed
$589,000.
2. Award a two-year maintenance service contract to Oakridge Landscape Inc., to provide
contractual landscape maintenance for Landscape Maintenance Districts (LMD) Zone T-51 in
the annual amount of $84,900, and $40,000 for unforeseen repairs and maintenance that are
not part of scheduled services for a two-year contract in an amount not to exceed $249,800.
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.
Continued To: l0/a3/ao1 a
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BACKGROUND
The City currently administers 40 zones within the Landscape Maintenance District (LMD). The
LMD operation is comprised of approximately 1,000 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. During the coming six months, the City will assume responsibility for eleven (11)
additional local LMD zones as a result of the completed Copperstone, Fair Oaks, Jakes Way and
Vista Canyon annexations, and the pending North Copperhill annexation.
Purchasing staff advertised LMD Bid 12-13-01 for the maintenance of LMD Zones T-23
(Mountain View), T-29 (American Beauty), T-51 (Valencia High) and 17 (Railroad Avenue) on
two occasions during the months of August and September 2012. Bid notifications were also
provided to the Santa Clarita Valley Chamber of Commerce, Valley Industrial Association, and
157 known vendors on file with the Purchasing Division. All bid documents were also made
available on the City's website.
As a result, seven sealed bids in response to LMD 12-13-01 were received and opened by
Purchasing staff on September 19, 2012. The results of the bids are shown in Attachment "A."
Santa Clarita Municipal Code (S.C.M.C.) § 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. In this instance the lowest and most responsible bidder for each LMD zone (Stay
Green, Inc., LMD Zones T-23, T-29, and 17; and Oakridge Landscape, Inc., LMD Zone T-51)
are local companies.
Based on actual expenditure history during the previous two fiscal years, staff can forecast
certain reoccurring maintenance activities and expenditures which are not a part of the routine
monthly maintenance for each of these LMD zones including unanticipated maintenance and
repairs activities, irrigation and/or drainage repairs, and plant replacement due to damage,
inclement weather, or end of plant life cycle.
In consideration of these non -routine expenditures staff is requesting the Council increase the
potential total annual value of the Stay Green Inc. contract by $80,000 and the Oakridge
Landscape contract by $40,000 beyond their base bid amount. It is important to note that neither
of these amounts are guaranteed compensation under the terms of a proposed contract but rather
provides the City the ability to use the successful contractor for maintenance activities not
associated with the specified and routine monthly of LMD maintenance services.
A thorough evaluation of the bids determined the proposals submitted by Stay Green Inc., and
Oakridge Landscape Inc., to be the lowest and responsive bids. Special Districts' staff conducted
a due -diligence review of Stay Green's and Oakridge Landscape Inc.'s professional references
and determined their performance record meets the City's high standards. Hourly costs for
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unscheduled services are capped and not guaranteed compensation through this recommended
contract award.
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 few 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
1. Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund. Sufficient LMD funds were appropriated by the City
Council as part of the Fiscal Year 2012-2013 budget in the following accounts:
T-23 - 12512-5161.010, 12512-5141.001
T-29 - 12515-5161.010, 12515-5141.001
T-51 - 12553-5161.010,12553-5141.001
Zone 17 - 12535-5161.010, 12535-5141.001
ATTACHMENTS
Attachment A - Landscape Maintenance Service Contracts
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