HomeMy WebLinkAbout2012-07-10 - AGENDA REPORTS - TRANSIT LANDSCAPE MAINT (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
July 10, 2012
Kevin Tonoian
AWARD CONTRACT FOR BID NUMBER LMD 11-12-38, FOR
LANDSCAPE MAINTENANCE SERVICES AT TRANSIT
FACILITIES
Administrative Services
RECOMMENDED ACTION
City Council:
Award a contract to Oakridge Landscape, Inc. for monthly landscape maintenance services to
City Transit Facilities in the annual amount of $42,000, plus $20,000 for unforeseen repairs
and maintenance, and not a part of scheduled services for a two-year contract in the amount
not to exceed $124,000.
2. Appropriate $26,600 from Transit Fund balance (Fund 700) to 15207-5161.010.
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 is responsible for the landscape maintenance of five transit facilities within the City.
Landscape maintenance services for these facilities are provided through contracts with private
companies. These facilities include:
Transit Maintenance Facility
McBean Transfer Station
3. Jan Heidt Newhall Metrolink Station
4. Santa Clarita Metrolink Station
5. Princessa Metrolink Station
On two occasions during May 2012, staff published bid notices soliciting contractual monthly
landscape maintenance services for the City's Transit Facilities. 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, seven sealed bids were
received and opened by Purchasing staff on June 13, 2012. The results of the bids follow:
Company
American Heritage Landscape, Inc.
Oakridge Landscape, Inc.
Marina Landscape, Inc.
Stay Green, Inc.
Far East Landscape Inc.
Parkwood Maintenance, Inc.
Venco Western, Inc.
Location Bid Amount
Canoga Park, CA
$42,000
Santa Clarita, CA
$42,900
Anaheim, CA
$44,901
Santa Clarita, CA
$48,168
Santa Clarita, CA
$48,420
Van Nuys, CA
$56,892
Oxnard, CA
$66,348
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.
Oakridge Landscape, Inc. has agreed to reduce their bid to match the lowest bid. Therefore, in
accordance with S.C.M.0 § 3.12.205, staff recommends Oakridge Landscape, Inc. be awarded
the contract to perform landscape maintenance services at the City's Transit Facilities. This
contract is for two years, with three successive one-year options to be instituted at the City's
discretion.
An additional $20,000 is recommended to be added to the bid amount. This amount is not
guaranteed compensation under the terms of a proposed contract but provides 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 proposal submitted by Oakridge Landscape to
be the lowest and responsive bid. Special Districts staff conducted a due -diligence review of
Oakridge Landscape'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.
-z-
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. With the additional appropriation, sufficient Transit
funds are available in account 15207-5161.010.
-3-