HomeMy WebLinkAbout2012-06-26 - AGENDA REPORTS - LMD CONTR ZONE 28 NEWHALL (2)Agenda Item: 9
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by: Kevin Tonoian
DATE: June 26, 2012
SUBJECT: AWARD CONTRACT FOR BID NUMBER LMD 11-12-32, FOR
LANDSCAPE MAINTENANCE SERVICES IN LANDSCAPE
MAINTENANCE DISTRICT ZONE 28 NEWHALL
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council:
Award a contract to Marina Landscape, Inc. for landscape maintenance services to LMD
Zone 28 Newhall in the annual amount of $30,160, plus a 15 percent contingency of $4,524
for a two-year contract in the amount.not to exceed $69,368.
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.
BACKGROUND
The City administers and operates 40 zones within the Landscape Maintenance Districts (LMD).
LMD 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.
On two occasions during March 2012, staff published Notices to Bid on contractual landscape
maintenance services for the Newhall LMD, Zone 28. 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 packages were
made available on the City's website.
APPROWED --
Bid specifications were reviewed and developed in conjunction with the Old Town Newhall
Association to ensure that the scope of the contract will continue to provide a high level of
responsive landscape maintenance for Main Street, Railroad Avenue, the future Old Town
Newhall Library, and other areas within LMD, Zone 28.
Seven sealed bids were received and opened by Purchasing staff on April 25, 2012, identifying
Marina Landscape, Inc. as the apparent lowest responsive bidder. The full results of the bid
opening are presented in Attachment "A."
Two local vendors submitted bids for this contract; however, the City's "In Support of Santa
Clarita Businesses" ordinance requires that if a local vendor is not the lowest bid response, but is
within 10% of the lowest bid and is deemed responsible and responsive in their bid, they may
match the lowest bid and be awarded. In the responses for LMD-11-12-32 (Zone 28), no local
vendor was within 10% of the lowest bid and therefore did not qualify for local business
preference.
A thorough evaluation of the bids determined the proposal submitted by Marina Landscape to be
the lowest and responsive bid. Special Districts staff conducted a due -diligence review of
Marina Landscape's professional references and determined their performance record meets the
City's high standards. Staff is therefore recommending the City Council award a contract to
Marina Landscape, Inc. for maintenance of LMD Zone 28, subject to the City Attorney's
approval, in the amount of $69,368, which includes a 15 percent contingency.
A fifteen percent contingency is recommended to address unanticipated landscape activities
which may arise but is not a part of routine maintenance. These activities include irrigation
repair, vandalism and accidents, drainage repairs, and plant replacement due to damage,
inclement weather, or end of plant life cycle.
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
There is no impact to the General Fund. Sufficient LMD funds were appropriated by the City
Council as part of the proposed Fiscal Year 2012-2013 budget in account 12551-5161.010.
ATTACHMENTS
Attachment A
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Attachment A
LMD Zone 28 Landscape Maintenance Service Contract
City Council Meeting June 26, 2012
COMPANY
LOCATION
AMOUNT
Marina Landscape, Inc.
Anaheim, CA
$ 30,160
Oak Springs Nursery
Santa Clarita, CA
$ 36,000
Stay Green, Inc.
Santa Clarita, CA
$ 36,120
American Heritage
Canoga Park, CA
$ 41,280
Tropical Creations
Van Nuys, CA
$ 42,480
Oakridge Landscape
North Hills, CA
$ 49,440
Parkwood Maintenance
Van Nuys, CA
$ 59,868
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