HomeMy WebLinkAbout2012-05-08 - AGENDA REPORTS - LMD ZONE 18 CONTR AWARD (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
City Council:
Agenda Item: 11
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
May 8, 2012
Kevin Tonoian
AWARD CONTRACT FOR BID NUMBER LMD-11-12-30, FOR
LANDSCAPE MAINTENANCE SERVICES IN LANDSCAPE
MAINTENANCE DISTRICT ZONE 18 TOWN
CENTER/TOURNEY AND ZONE T-1 CITYSCAPES
Administrative Services
1. Award a contract to Oakridge Landscape, Inc. for landscape maintenance services to
Landscape Maintenance District (LMD) Zones 18 (Town Center/Tourney) and T-1
(Cityscapes) in the annual amount of $122,880, plus a 20 percent contingency of $24,576, for
a two-year contract in the amount not to exceed $294,912.
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 LMD Zones 18 and T -l. Bid notifications were also sent to College of
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the Canyons, Valley Industrial Association, Santa Clarita Valley Chamber of Commerce, and 40
known vendors on file with the Purchasing Division. All bid packages were made available on
the City's website.
Nine sealed bids were received and opened by Purchasing staff on April 10, 2012, identifying
Oakridge Landscape, Inc. as the apparent lowest responsive bidder. The full results of the bid
opening are presented in Attachment "A."
Award of new contracts for the 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.
A thorough evaluation of the Oakridge 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 Oakridge'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.
ALTERNATIVE ACTIONS
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 2011/12 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
—2—
Attachment A
LMD Zones 18 and T-1
Landscape Maintenance Service Contract
City Council Meeting - May 8, 2012
COMPANY
Oakridge Landscape, Inc
American Heritage
Far East
Venco Western
Marina Landscape
Stay Green Inc.
TruGreen Landcare
Parkwood Maintenance
BMC Landscape Management
LOCATION AMOUNT
Santa'Clarita, CA
$122,880
Canoga Park, CA
$172,740
Santa Clarita, CA
$189,000
Oxnard, CA
$216,036
Anaheim, CA
$218,220
Santa Clarita, CA
$223,944
Santa Clarita, CA
$271,524
Van Nuys, CA
$289,992
Westlake, CA
$362,908