HomeMy WebLinkAbout2012-08-28 - AGENDA REPORTS - LMD ZONES MAINT T8 T17 (2)Agenda Item: 13
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by: Kevin Tonoian
DATE: August 28, 2012
SUBJECT: AWARD CONTRACT FOR BID NUMBER LMD 11-12-44 FOR
LANDSCAPE MAINTENANCE SERVICES IN LMD ZONES T8
AND T17
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council
1. Award a two-year maintenance service contract to Marina Landscape hie. to provide
contractual landscape maintenance for Landscape Maintenance Districts (LMD) Zones T8 in
the annual amount of $180,192, and $99,000 for unforeseen repairs and maintenance that are
not part of scheduled services for a two-year contract in an amount not to exceed $558,384.
2. Award a two-year maintenance service contract to Stay Green Inc. to provide contractual
landscape maintenance for Landscape Maintenance Districts (LMD) Zones T17 in the annual
amount of $10,140, and $5,000 for unforeseen repairs and maintenance that are not part of
scheduled services for a two-year contract in an amount not to exceed $30,280.
3. Authorize the City Manager or designee to execute all contracts and associated documents,
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. The landscape
contracts for the aforementioned zones are concluding their final option year and therefore were
competitively re -bid in anticipation of their scheduled expiration date of September 30, 2012.
Purchasing staff advertised LMD Bid 11-12-44 for the maintenance of LMD Zones T8 and T17
on two occasions, once during June and July. LMD Zone T8 consists of the landscaped common
areas within the Valencia Summit community including the Valencia Summit Park. LMD Zone
T17 consists of landscaped slopes that are part of the Rainbow Glen community.
Bid notifications were also provided to the Santa Clarita Valley Chamber of Commerce, Valley
Industrial Association, and 209 known vendors on file with the Purchasing Division. All bid
documents were also made available on the City's website. As a result, eight sealed bids in
response to LMD 11-12-44 were received and opened by Purchasing staff on July 31, 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. The low bidder for LMD Zone T8 is Marina Landscape Inc. Although they are
not a local company, their bid was more than 10% lower than the next lowest local bidder. A
local company, Stay Green Inc., is the low bidder on the contract for LMD Zone T17.
Based on actual expenditure history during previous years, staff can forecast certain reoccuring
maintenance activities and expenditures which are not a part of the routine monthly maintenance
for these LMD zones. In consideration of these cost centers, an additional $99,000 is
recommended to be added to the bid amount for the LMD Zone T8 contract. Also, an additional
$5,000 is recommended to be added to the bid amount for the LMD Zone T17 contract.
The amounts are not guaranteed compensation under the terms of a proposed contract but
provide the City the ability to use the successful contractor to address unanticipated landscape
activities which may arise but are not a part of routine monthly maintenance services. These
activities include vandalism and accidents, irrigation and/or drainage repairs, and plant
replacement due to damage, inclement weather, or end of plant life cycle.
A thorough evaluation of the bids determined the proposals submitted by Manna Landscape Inc.
and Stay Green Inc. to be the lowest and responsive bids. Special Districts staff conducted a
due -diligence review of Marina's and Stay Green'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.
The presence of numerous and qualified vendors within the landscape industry, coupled with
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
2
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 Fiscal Year 2012-2013 budget in the following accounts:
Zone T8 - 12508-5161.010, 12508-5141.001
Zone T17 - 12511-5161.010,12511-5141.001
ATTACHMENTS
Attachment A
Attachment A
Landscape Maintenance Service Contracts
City Council Meeting
August 28, 2012
LMD Bid 11-12-44 (LMD Zone T8)
Landscape Engineers Estimate - $350,000 annually
COMPANY LOCATION
Marina Landscape Inc.
Anaheim, CA
Venco Western
Oxnard, CA
American Heritage Landscape
Canoga Park, CA
Stay Green Inc.
Santa Clarita, CA
Oak Springs Nursery
Santa Clarita, CA
Oakridge Landscape
North Hills, CA
Clean Cut Landscape, Inc
Clovis, CA
Parkwood Maintenance
Van Nuys, CA
LMD 11-12-44 (LMD Zone T17)
Landscape Engineers Estimate - $15,300 annually
BID AMOUNT
$180,192
$226,877
$233,472
$234,000
$244,896
$259,269
$278,444
$313,272
COMPANY
LOCATION
BID AMOUNT
Stay Green Inc.
Santa Clarita, CA
$10,140
American Heritage Landscape
Canoga Park, CA
$12,288
Venco Western
Oxnard, CA
$12,600
Oakridge Landscape
North Hills, CA
$12,898
Oak Springs Nursery
Santa Clarita, CA
$13,200
Parkwood Maintenance
Van Nuys, CA
$14,568
Marina Landscape Inc.
Anaheim, CA
$14,832
Clean Cut Landscape, Inc
Clovis, CA
$18,947
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