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HomeMy WebLinkAboutStaff Report 3.C 05/04/2015Agenda Item #3.0 DATE: May 4, 2015 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Ron DeNicola, Facilities & Grounds Maintenance Manager SUBJECT: Resolutions Authorizing Award of Contracts for Landscape Assessment Districts and City of Petaluma Right -of -Way Landscape Maintenance RECOMMENDATION It is recommended that the City Council adopt the attached Resolutions Authorizing Award of Contracts for Landscape Assessment Districts and City of Petaluma Right of Way Landscape Maintenance. BACKGROUND The City of Petaluma manages the landscape maintenance contracts for the Landscape Assessment Districts and public right-of-way within the City. In order to bring more organization and cost efficiency to the LAD program, zones were developed and let for bid on a four-year cycle. New contracts are scheduled for implementation beginning FY 2015-2016. City Council voting on the item will need to include recusals of councilmembers having ownership or lease interests in real property within 500 feet of one or more of the LADs for which a contract is being awarded. The suggested order of motions and votes will be placed on the dais for each Councilmember's review. DISCUSSION The 40 currently active LADs are geographically grouped into four zones, A, B, C and D. The City also contracts for maintenance of City right of way street frontage landscape and median islands, which are grouped as Zone E. A Notice Inviting Bids for landscape maintenance of these zones was issued on October 9, 2014, and six bids were received on November 5, 2014, as follows (bold number is apparent low bid): Company Zone Annual Cost $26,100 A $ 14,616.00 Sonoma Mountain Landscape B $ 37,416.00 Penngrove C $ 26,556.00 D $ 5,416.00 E $ 45,624.00 A $ 77,286.00 Jensen Landscaping B ( $ 55,492.50 Petaluma C $ 74,253.00 D $ 25,000.00 E $188,559.00 A $ 19,800.00 North Bay Landscape Management B C ( $ 26,100.00 $ 28,800.00 Petaluma D $ 11,000.00 E $ 28,800.00 A $ 39,960.00 New Image Landscape Company B C $ 40,020.00 $ 52,020.00 Fremont D $ 18,600.00 E $ 69,900.00 A $ 30,164.00 Landesign Construction and Maintenance B C $ 30,744.00 $ 32,436.00 Santa Rosa D $ 17,442.00 E $ 39,085.00 A $ 32,784.00 Coast Landscape Management B ( C $ 32,112.00 $ 44,004.00 Napa i D $ 9,180.00 E $ 46,692.00 The apparent low bids are as follow: - Zone A, Sonoma Mountain Landscape $14,616 - Zone B, North Bay Landscape Management $26,100 - Zone C, Sonoma Mountain Landscape $26,556 - Zone D, Sonoma Mountain Landscape $5,416 - Zone E, North Bay Landscape Management $28,800. Staff recommends that the City Council authorize the City Manager to execute contracts with the Sonoma Mountain Landscaping for Zones A, C and D for an annual estimated amount of 2 $46,588, and with North Bay Landscape Management for Zones B and E for an estimated amount of $54,900. The new contracts will be for four years beginning July 1, 2015, and terminating on June 30, 2019. FINANCIAL IMPACTS The Landscape Assessment District Fund is comprised of individual accounts for each of the Landscape Assessment Districts. All maintenance costs for each LAD within Zones A, B, C, and D are funded by their respective accounts, and each generates revenues sufficient to cover these maintenance costs. The total combined annual LAD contract bid amounts are $72,688. The LAD estimated fund balance for FY2015-2016 is $595,430. Zone E is funded through the Street Maintenance Fund 2411. The annual contract cost for Zone E maintenance is $28,800, and this amount has been budgeted. ATTACHMENTS 1. Resolution for Zone A 2. Resolution for Zone B 3. Resolution for Zone C 4. Resolution for Zone D 5. Resolution for Zone E 6. LAD Zone Map Attachment 1 RESOLUTION AUTHORIZING AWARD OF CONTRACT TO SONOMA MOUNTAIN LANDSCAPE FOR MAINTENANCE OF LANDSCAPE ASSESSMENT DISTRICT ZONE A WHEREAS, City staff has prepared landscape maintenance bid documents and advertised for maintenance of the Landscape Zones; and WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, City staff solicited bids for the Landscape Maintenance Zones; and WHEREAS, the Landscape Maintenance Zones were bid on November 5, 2014, and six (6) bids were received and opened in accordance with applicable law; and WHEREAS, the lowest annual bid for Landscape Maintenance Zone A is from Sonoma Mountain Landscape in the amount of $14,616; and WHEREAS, staff has determined that all contractors' bids satisfy the bidding requirements for the Landscape Maintenance Zones; and WHEREAS, staff has verified that contractor possesses a valid California Contractor's License, Class C-27 that qualifies the contractor to perform the landscape maintenance. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. In accordance with the City of Petaluma Charter, the Municipal Code, California Public Contract Code Section 20162 and other applicable law, waives any and all non-conformance in the following bid for the respective landscape maintenance project identified, finds that the bid listed below is the lowest, responsive bid for Landscape Maintenance Zone A. ZONE A: Sonoma Mountain Landscape $14,616 2. Awards the landscape maintenance project for Zone A in the amount listed above to the lowest responsive bidder, conditioned on the identified bidder's timely execution of the project contract and submittal of all required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents M 3. Directs staff to issue a notice of award for the contracts, bidders and amounts identified above. 4. Authorizes and directs the City Manager to execute the landscape maintenance contracts listed above on behalf of the City of Petaluma upon timely submission by each bidder of its respective signed project contract(s) and all other required documents for each such contract, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 9 Attachment 2 RESOLUTION AUTHORIZING AWARD OF CONTRACTS TO NORTH BAY LANDSCAPE MANAGEMENT FOR MAINTENANCE OF LANDSCAPE ASSESSMENT DISTRICT ZONE B WHEREAS, City staff has prepared landscape maintenance bid documents and advertised for maintenance of the Landscape Zones; and WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, City staff solicited bids for the Landscape Maintenance Zones; and WHEREAS, the Landscape Maintenance Zones were bid on November 5, 2014, and six (6) bids were received and opened in accordance with applicable law; and WHEREAS, the lowest annual bid for Landscape Maintenance Zone B is from North Bay Landscape Management in the amount of $26,100; and WHEREAS, staff has determined that all contractors' bids satisfy the bidding requirements for the Landscape Maintenance Zones; and WHEREAS, staff has verified that each contractor possesses a valid California Contractor's License, Class C-27 that qualifies the contractor to perform the landscape maintenance. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City hereby: 1. In accordance with the City of Petaluma Charter, the Municipal Code, California Public Contract Code Section 20162 and other applicable law, waives any and all non-conformance in the following bid for the respective landscape maintenance project identified, finds that the bid listed below is the lowest, responsive bid for Landscape Maintenance Zone B. ZONE B: North Bay Landscape Management $26,100 2. Awards the landscape maintenance project for each Zone B in the amount listed above to the lowest responsive bidder, conditioned on the identified bidder's timely executing of the project contract and submittal o f all required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. on Directs staff to issue a notice of award for the contracts, bidders and amounts identified above. 4. Authorizes and directs the City Manager to execute the landscape maintenance contracts listed above on behalf of the City of Petaluma upon timely submission by each bidder of its respective signed project contract(s) and all other required documents for each such contract, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 7 Attachment 3 RESOLUTION AUTHORIZING AWARD OF CONTRACTS TO SONOMA MOUNTAIN LANDSCAPE FOR MAINTENANCE OF LANDSCAPE ASSESSMENT DISTRICT ZONE C WHEREAS, City staff has prepared landscape maintenance bid documents and advertised for maintenance of the Landscape Zones; and WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, City staff solicited bids for the Landscape Maintenance Zones; and WHEREAS, the Landscape Maintenance Zones were bid on November 5, 2014, and six (6) bids were received and opened in accordance with applicable law; and WHEREAS, the lowest annual bid for Landscape Maintenance Zone C is from Sonoma Mountain Landscape in the amount of $26,556; and WHEREAS, staff has determined that all contractors' bids satisfy the bidding requirements for the Landscape Maintenance Zones; and WHEREAS, staff has verified that each contractor possesses a valid California Contractor's License, Class C-27 that qualifies the contractor to perform the landscape maintenance. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. In accordance with the City of Petaluma Charter, the Municipal Code, California Public Contract Code Section 20162 and other applicable law, waives any and all non-conformance in the following bid for the respective landscape maintenance project identified, finds that the bid listed below is the lowest, responsive bid for Landscape Maintenance Zone C. ZONE C: Sonoma Mountain. Landscape $26.,556 2. Awards the landscape maintenance project for each Zone C in the amounts listed above to the lowest responsive bidder, conditioned on each identified bidder timely executing the project contract and submitting all required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. FV 3. Directs staff to issue a notice of award for the contracts, bidders and amounts identified above. 4. Authorizes and directs the City Manager to execute the landscape maintenance contracts listed above on behalf of the City of Petaluma upon timely submission by each bidder of its respective signed project contract(s) and all other required documents for each such contract, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. Attachment 4 RESOLUTION AUTHORIZING AWARD OF CONTRACTS TO SONOMA MOUNTAIN LANDSCAPE FOR MAINTENANCE OF LANDSCAPE ASSESSMENT DISTRICT ZONE D WHEREAS, City staff has prepared landscape maintenance bid documents and advertised for maintenance of the Landscape Zones; and WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, City staff solicited bids for the Landscape Maintenance Zones; and WHEREAS, the Landscape Maintenance Zones were bid on November 5, 2014, and six (6) bids were received and opened in accordance with applicable law; and WHEREAS, the lowest annual bid for Landscape Maintenance Zone D is from Sonoma Mountain Landscape in the amount of $5,416; and WHEREAS, staff has determined that all contractors' bids satisfy the bidding requirements for the Landscape Maintenance Zones; and WHEREAS, staff has verified that each contractor possesses a valid California Contractor's License, Class C-27 that qualifies the contractor to perform the landscape maintenance. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. In accordance with the City of Petaluma Charter, the Municipal Code, California Public Contract Code Section 20162 and other applicable law, waives any and all non-conformance in the following bid for the respective landscape maintenance project identified, finds that the bid listed below is the lowest, responsive bid for Landscape Maintenance Zone D. ZONE D: Sonoma Mountain Landscape $5,416 2. Awards the landscape maintenance project for Zone D in the amount listed above to the lowest responsive bidder, conditioned on the identified bidder's timely executing the project contract and submittal of all required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 10 3. Directs staff to issue a notice of award for the contracts, bidders and amounts identified above. 4. Authorizes and directs the City Manager to execute the landscape maintenance contracts listed above on behalf of the City of Petaluma upon timely submission by each bidder of its respective signed project contract(s) and all other required documents for each such contract, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 11 Attachment 5 RESOLUTION AUTHORIZING AWARD OF CONTRACTS TO NORTH BAY LANDSCAPE MANAGEMENT FOR LANDSCAPE MAINTENANCE CITY RIGHT OF WAY LANDSCAPE ZONE E WHEREAS, City staff has prepared landscape maintenance bid documents and advertised for maintenance of the Landscape Zones; and . WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, City staff solicited bids for the Landscape Maintenance Zones; and WHEREAS, the Landscape Maintenance Zones were bid on November 5, 2014, and six (6) bids were received and opened in accordance with applicable law; and WHEREAS, the lowest annual bid for Landscape Maintenance Zone E is from North Bay Landscape Management in the amount of $28,800; and WHEREAS, staff has determined that all contractors' bids satisfy the bidding requirements for the Landscape Maintenance Zones; and WHEREAS, staff has verified that each contractor possesses a valid California Contractor's License, Class C-27 that qualifies the contractor to perform the landscape maintenance. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. In accordance with the City of Petaluma Charter, the Municipal Code, California Public Contract Code Section 20162 and other applicable law, waives any and all non-conformance in the following bid for the respective landscape maintenance project identified, finds that the bid listed below is.the lowest, responsive bid for Landscape Maintenance Zone E. ZONE E: North Bay Landscape Management $28,800 2. Awards the landscape maintenance project for Zone in the amounts listed above to the lowest responsive bidder, conditioned on the identified bidder's timely executing the project contract and submitting all required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 12 3. Directs staff to issue a notice of award for the contracts, bidders and amounts identified above. 4. Authorizes and directs the City Manager to execute the landscape maintenance contracts listed above on behalf of the City of Petaluma upon timely submission by each bidder of its respective signed project contract(s) and all other required documents for each such contract, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 13