HomeMy WebLinkAboutAgenda Bill 4.C 03/21/2011I N
M 71,01 =10 � � � �
DATE: March'21, 2011
TO:. Honorable Mayor and Members of the City Council through City Manager
FROM: Ron DeNicola, Parks Manager, Department of Public Works
SUBJECT: Resolution 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 resolution 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 - within city boundaries. In order to bring more organization and cost
efficiency to the LAD program, zones were developed and let for bid in 2008. The net result of
the bidding process in 2008 was an annual savin_ gs of approximately $22,411 over the previous
contract. At that time, it was recommended that LAD contracts be bid every four years, and
accordingly, new contracts are scheduled for implementation beginning FY 2011 -2012.
Voting will account for recusals of council members 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 is on thel dais for each council member's review
DISC TSSION
The 40 currently active LADS are geographically grouped; Tito four zones, A, B, C and D. The
City also 'contracts for maintenance of City right, ofway street frontage landscape and median
islands, which are grouped as Zone E.
A.Notice Inviting Bids for these contracts was'issued on November 11, 2010, and six bids were
received. on December .1`5, 2010, as follows:
Agenda.Review:
City Attorney ( A '
Finance Director
/ l
City Manager`
ZONE A
ZONE B:
ZONE C:
ZONE D:
New Image Landscape -
Coast Landscape -
Sonoma Mt. Landscape -
Landesign-
N. Bay Landscape -
Trugreen Landcare-
Trugreen Landcare -
Coast Landscape -
Landesign
Sonoma Mt. Landscape -
New Image Landscape -
Bay Landscape-
Trugreen. Landeare-
Coast Landscape -
Landesign-
Sonoma Mt. Landscape -:
N. Bay Landscape.
New Image Landscape-
Sonoma Mt. Landscape -
Coast Landscape-
Trugreen Landcare-
Landesign
N. Bay Landscape-
New Image Landscape-
ZONE 'E:
Sonoma Mt. Land 'scape -
N"ew Image Landscape-
Coast Landscape-
Landesign -
N: Bay Landscape -
Trugreen Landcare-
Bid Amount
$20,100
$21,022
$22,452
$28,220
$28,500
$30,996
Bid Amount
$20,304
$22,296
$27,480
$33,324.
$36,300N.
$39,900
Bid Amount
$20,568
$24,816
$25,620
$26,832
$39,900
$40,320
Bid Amount
$2,304
$'6,164
;$9,732
$45,720,
$23,600:
$26,220
Bid Amount
$22,824
$24,925
$29,328
$34;000
$34,200
$68,004
(Current Amount: $24,060)
(Current Amount: $35,868)
(Current Amount: $19,520)
(Current Amount: $2,445)
(Current Amount: $20,040)
The low bid for Zone A is' New Image Landscape at $20,100; for Zone B, Trugreen Landcare at
$20,304; for Zone C, Trugreen Landcare at $20, 568; and for Zone D, Sonoma Mt. Landscape at
$2,304.. The low bid for Zone E is Sonoma Mt. Landscape at $22,824.
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Staff recommends City Council authorize the City Manager to enter into a contract with the low
bidder for each zone. The new contract period begins July 1, 204:1, and terminates on June 30
2015. Awarding the bids as "recommended creates an estimated net annual savings of $15,833.
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 amount is $63,276. The
LAD estimated fund balance for 2010 -2011 is $406,434.
Zone E is funded through the Street Maintenance Fund (FF) 2413. The annual contract cost for
Zone E maintenance is $22,824.
ATTACHMENTS
1. Resolution
ATTACHMENT I
RESOLUTIONAUTHORIZING AWARD OF CONTRACTS FOR
LANDSCAPE ASSESSMENT .DISTRICTS AND CITY OF PETALUMA RIGHT -OF-
WAY LANDSCAPE MAINTENANCE
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 December 15, 2010, and six
(6) bids were received and opened in accordance with applicable law; and
WHEREAS, the lowest annual bids for the Landscape Maintenance Zones were from
New Image Landscape for Zone A in the amount of $20,100; Trugreen Landcare for Zone B in
the amount of $20,304 Trugreen Landcare for Zone C in the amount of $20,568; Sonoma Mt.
Landscape for Zone 'D in the amount of'$2,304; and Sonoma Mt. Landscape for Zone E in the
amount of $22,824; 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, numbers 840474, 77454:8; 719106, respectively, that qualifies
the contractors to perform the landscape; maintenance.
NOW, THEREFORE, DE 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 bids for the respective landscape maintenance projects
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identified, finds that each bid listed below is the lowest responsive bid for each
respective landscape maintenance zone and further finds that the bidder identified below
for each landscape maintenance zone is the lowest responsible bidder for that zone:
ZONE A:
New Image Landscape
$20,100
ZONE B:
Trugreen Landcare
$20,304
ZONE` C:
Trugreen Landcare-
$20,568
ZONE D
Sonoma Mt. Landscape
$2304
ZONE E:
Sonoma Mt. Landscape
$22,824
2. Awards the landscape maintenance projects for each zone in the amounts listed above to
the lowest responsive bidder for each zone, 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.
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.
1604454.1
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