HomeMy WebLinkAboutAgenda Bill 2.F 03/03/2003MAR RMA11-1 94=
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CITY OF PETALUMA, CALIFORNIA
AGENDA BILL
Agenda Title:
Meeting Date:
Resolution awarding contracts for landscape maintenance for
March 3, 2003
Landscape Assessment Districts Areas 1 & 5 to TruGreen
LandCare, Areas 2 & 3 to North Bay Landscape Management and
Area 4 to Landesign Construction and Maintenance.
Department:
Li r e ct o - 1
Person:
Phone Number:
Parks & Recreation
.
Jim CC>
0
Ed Anch rdoguy
707-778-4321
Cost of Proposa $10;3 p�fponth
Account `Number: 205
$124,344 akivally
Amount Budgeted: $222,000
Name of Fund: Landscape
Assessment Districts
Attachments to Agenda Packet Item:
1. Agenda Bill
2. Agenda Report
3. Bid Report
4. Attachment A: List of Bids Received
5. Attachment B: List of contractors at mandatory pre-bid meeting
6. Attachment C: List of Landscape Assessment District Areas
7. Map of LAD'S
8. Resolution
Summary Statement:
On January 6, 2003 the landscape maintenance services for the Landscape Assessment Districts Areas I
through 5, was put out to public bid. The bid packages were sent out to twelve landscape contractors and
to both Marin County and Sonoma County builders exchanges. In addition, four contractors were notified
by phone and declined. Ten contractors were present at the-mandatory bid meeting January 17, 2003 and
five contractors bid on the areas. The bid opening was February 3, 2003. Staff recommends -awarding
contracts for Areas I through 5.
Council Priori THIS AGENDA ITEM IS CONSIDERED To BE PART OF, OR NECESSARY To, ONE OR
MORE OF THE 2001 PRIORITIES ESTABLISHED By THE CITY COUNCIL ON JULY 21, 2001.
Priority(s):
N/A
Recommended City Council Action:
The Parks and Recreation Department recommends that the City Council award the landscape
maintenance contracts for Landscape Assessment Areas 1 through 5.
Reviewed by FinancwlMrector: Revi e rnev: Avvro AlWtv.Mann er:
t Date:
ffaz�:- ate:
F7
IL
To Date:
Revision # and Date Revised:
File Code:
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CITY OF PETALIJNIA, CALIFORNIA
MARCH 3, 2003
AGENDA REPORT
FOR
AWARDING LANDSCAPE MAINTENANCE CONTRACTS FOR LANDSCAPE
ASSESSMENT DISTRICTS
1. EXECUTIVE SUMMARY
The Landscape Assessment Districts have been divided into 5 areas containing a total of
33 Landscape Assessment Districts. No contractor was allowed to maintain more than 2
areas. Contractors could bid on all areas. The landscape maintenance contracts for the
Landscape Assessment Districts has gone out to public bid and the lowest responsible bids
have been received. The bids accommodate the Landscape Assessment Districts budgets
for FY02 -03. TruGreen LandCare has the lowest responsible bids for Areas 1
($1550 /month) and 5 ($1867 /month). North Bay Landscape Management has the lowest
responsible bids for Areas 2 ($3200 /month) and 3 ($2545 /month). Landesign
Construction & Maintenance has the lowest responsible bid for Area 4 ($1200 /month).
All of the proposed contractors to be awarded contracts will be posting a $10,000
performance bond for each area they are working in.
2. BACKGROUND
On January 6, 2003 the landscape maintenance for the Landscape Assessment Districts
Areas 1 through 5 was put out to public bid. The bid packages were sent out to twelve
landscape contractors and to both Marin County and Sonoma. County builders exchanges.
In addition, four contractors were notified by phone and declined. Ten contractors were
present at the mandatory, bid meeting January 17, 2003 and five contractors bid on the
areas. The bid opening was February 3, 2003. Staff recommends awarding contracts for
Areas I through 5.
3. ALTERNATIVES
Do not award contracts. This alternative is not recommended since the Landscape
Assessment Districts need to be maintained.
4. FINANCIAL, IMPACTS
• The amounts budgeted in each Landscape Assessment District will be able to accommodate
the acceptable bids. Proposed contract awards are as follows:
Area l $1550 per month, Area 2 $3200 per month, Area 3 $2545 per month, Area 4 $1200
per month, and Area 5 $1867 per month. Total of $10,362 per month.
This is an annual expenditure of $124,344. The FY 02 -03 annual budget for the Landscape
Assessment Districts is $222,000.
The major areas of expense in the Landscape Assessment Districts are maintenance services,
repairs, Supervision, "and water. As of December 31, 2002 total Revenues and Expenditures
were as follows.
Revenues Expenditures
Assessments $150,640.25 Services- Maintenance $56;542.19
Interest - Postage & Ads -
ABAG Refund - Utilities $1,042.88
Other Revenue - Water $56,719.10
Transfer from GF $6,500.00 Repairs $17,486.91
Total Revenues $157,140.25 Audit, County, Admin. -
Transfers to GF -
Total Expenditures $131,791.08
Fund Balance 12/31/02 $256,733.24 FY 02 -03 Budget Remaining ' ' 190,208.92
5. CONCLUSION
Upon awarding of the contracts by the City Council the contractors will assume maintenance
responsibilities for their specific areas.
6. RECOMMENDATION
The Parks and Recreation Department recommends that the City Council award the landscape
maintenance contracts for Landscape Assessment Areas 1 through 5 to TruGreen LandCare
(Areas 1 & 5) North Bay Landscape Management Inc. (Areas 2 & 3) and Landesign
Construction & Maintenance (Area 4).
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BID REPORT
® ITEM DESCRIPTION:
Agenda Item #
Key Word: Resolution awarding contracts for
landscape maintenance in Landscape Assessment Districts
Date: May 1, 2000
Landscape maintenance contracts for Landscape Assessment Districts.
AWARDED TO:
TruGreen LandCare (Areas 1 & 5)
930 Shiloh Road
Building 44, Suite B
Windsor, CA 95492
707 - 836 -1460
North Bay Landscape Management (Area 2 & 3)
315 Petaluma Blvd.
Petaluma, CA 94952
707 - 762 -3850
Landesign Construction & Maintenance (Area 4)
P.O. Box 2326
Santa Rosa, CA 95405
707 -578 -2657
BUDGET:
Budget Amount: $222,000
Recommended Bid: $1550 (Area 1) $3200 (Area 2) $2545 (Area 3) $1200 (Area 4)$1867 (Area 5)
Balance* ( + / -)
LIST OF BIDDERS SOLICITED:
AGI Landscape, Windsor
Golden Gate Landscape Management, Santa Rosa
Pacific Landscapes, Rohnert Park
Cagwin & Dorward Landscape Contractors, Novato
Nessco, Petaluma
Forster & Kroeger Landscape Maintenance, San Anselmo
Landesign Construction & Maintenance, Santa Rosa
Landco, Petaluma
Gardener's Guild, San Rafael
Marie Builders Exchange, San Rafael
Natural Images, Geyserville
North Coast Builders Exchange, Santa Rosa
Marrezco -Huppy Landscaping, Santa Rosa
TruGreen LandCare, Windsor
Dusty Resneck, Petaluma
Creative Edge Landscape, Windsor
LIST OF BIDS RECEIVED: See Attachment A
RECOMMENDATION:
Award contract to TruGreen LandCare (Areas 1 &5), North Bay Landscape Management (Areas 2 &3), Landesign
Construction & Maintenance (Area 4)
APPROVED:
Department Head
*Identify source of funds if over Budget. Includes Sales Tax and installation unless otherwise noted.
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ATTACHMENT A
Opening 2/03/03
Gardeners Guild
$2064
$5160
$5160
$1677
$2128.50
Landesign
$1625
$4100
$3895
$1200
$1895
TruGreen LandCare
$1550
$3769
$3954
$1459
$1867
North Bay Landscape
Management
$1500
$3200
$2545
$1459
$2000
Pacific Landscapes
$2345
1 $6548
$7486
$1966
$2792
Company Name Area 1 Area 2 Area 3 Area 4 Area 5
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ATTACHMENT B
Contractors at Mandatory Bid Meeting 1/17/03
1. North Bay Landscape Management, Inc.
707 - 762 -3850
707 - 762 -6118 fax
2. Forster & Kroeger
415- 456 -6684
415 -457 -6614 fax
3. Golden Gate Landscape Management
707 -546 -6660
707 -526 -2301 fax
4. Landco
707 - 769 -1158
707 - 769 -1279 fax
5. Cagwin & Dorward
415- 897 -7710
415- 897 -7860 fax
6. Pacific Landscapes
707 - 792 -6900
707 - 792 -6922 fax
7. Landesign Construction & Maintenance
707 -578 -2657
707 -578 -2658 fax
8. Gardeners Guild
415- 458 -5701
415 - 457 -2373 fax
9. TruGreen LandCare
707 - 836 -1460
707 - 836 -1470 fax
10. Creative Edge Landscaping
707 - 838 -9152
707 - 838 -9157 fax
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ATTAC'HME'NT C
• LAD LIST BY AREA
AREA 4
32
LAD
AREA
AREA 1
7
MEADOW PARK 4
8
ANNA'S MEADOWS
1
35
CROSS CREEK
1
13
FAIRWAY MEADOWS
1
5
SPRING MEADOWS
1
4
VILLAGE EAST
1
AREA 2
22
WESTRIDGE KNOLLS 5
19
CADAR HIGHLANDS
2
18
CADER FARMS
2
21
CRANE GLENN
2
17
KINGSMILL
2
16
MOUNTAIN VALLEY
2
11
PARK PLACE
2
3
VILLAGE MEADOWS
2
37
WILLOW GLENN
2
AREA 3
27
AMERICANA
3
20
CORONA RANCH
3
26
GRAYSTONE CREEK
3
39
LANDSDOWNE
3
29
LIBERTY FARMS
3
15
SONOMA GLEN
3
31
WISTERIA
3
AREA 4
32
CORONA CREEK II 4
12
GLENBROOK 4
7
MEADOW PARK 4
33
WOODSIDE VILLAGE 4
AREA 5
14
COUNTRY CLUB 5
24 *.JUDITH
COURT 5
28
KINGSFIELD 5
38
STONERIDGE 5
23
TATUM 5
40
TWIN CREEKS 5
22
WESTRIDGE KNOLLS 5
36
WESTVIEW 5
41
MCNEAR LANDING 5
%
- ,AIR . � F' �3; Div`, ii ��'i4- p'''�y5`�� r, ..
/
C � .
7
22
WESTRIDGE KNOLLS
3
VILLAGE MEADOWS
23
TATUM
4
VILLAGE EAST
24
JUDITH COURT
SPRING MEADOWS
26
GRAYSTONE CREEK
MEADOW PARK
27
AMERICANA
ANNA'S MEADOW
29
KINGSFIELD
VILLAGE EAST
29
LIBERTY FARMS
12
GLENBROOK
31
WISTERIA
13
FAIRWAY MEADOWS
32
CORONA CREEK 11
14
COUNTRY CLUB ESTATES
33
WOODSIDE VILLAGE
15
SONOMA GLEN
35
CROSS CREEK
16
MOUNTAIN VALLEY
39
WESTVIEW ESTATES
17
KINGSMILL
37
WILLOW:GLEN
ig
CADER FARMS .
'38
STONERIDGE
19
CADER FARMS HIGHLAND
39
LANDSDOWNE
20
CORONA RANCH
40
TWIN CREEKS
21
CRANE GLEN
41
MCNEARLANPING
LANDSCAPE ASSESSMENT
DISTRICTS
OVERALL MAP
a 1
2,
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5 RESOLUTION ACCEPTING BIDS OF TRUGREEN LANDCARE, NORTH BAS'
6 LANDSCAPE MANAGEMENT, LANDESIGN CONSTRUCTION & MAINTENANCE
7 FOR THE MAINTENANCE OF THE LANDSCAPE ASSESSMENT DISTRICTS
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9 WHEREAS, bids have heretofore been invited in accordance with the law for the
10 performance of certain work for the City of Petaluma generally described. as landscape
11 maintenance for'the Landscape Assessment Districts; and
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13 WHEREAS, bids were,received, opened, and read in accordance with law and the
14 Director of.Parks and Recreation has made his report thereon, a copy of which is attached hereto
15 and by reference incorporated herein; and
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17 WHEREAS, the Council has thoroughly considered said report of the Director of Parks
18 and Recreation and as a result has concluded that the bids, of TruGreen LandCare, 930 Shiloh
19 Road, Building 44, Suite B, Windsor, CA 95492, North Bay Landscape Management, 315
20 Petaluma Blvd, Petaluma, CA 94952 and Landesign Construction & Maintenance, P.O. Box
21 2326, Santa Rosa, CA 95405 were the lowest responsible bids received; and
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® 23 WHEREAS, the Council has thoroughly considered said report of the Director of Parks
24 and Recreation and as.a result has.concluded that the bid of TruGreen LandCare, North Bay
25 Landscape Management and Landesign Construction& Maintenance on the basis of the
26 solicitation for performance in accordance with the aforesaid solicitation and bid submitted, be
27 and the same is hereby approved and accepted; and
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29 NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of
30 Petaluma all prerequisite findings and determinations having been made in accordance with law,
31 that the bids of'said TruGreen LandCare at $1550 per month for Area 1 and $1867 per month for
32 Area 5, North Bay Landscape Management at $3200 per month for Area 2 and $2545 for Area 3
33 and Land_esign Construction & Maintenance at $1200 per month for Area 4 on the basis of
34 solicitation for performance in accordance With the aforesaid solicitation and bid submitted, 'be
35 and the. same is hereby approved and accepted; and
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37 IT IS FURTHER, RESOLVED, that the City of Petaluma enter into ,a contract with the
38 said successful bidder =for performance as herein indicated for the amount.of'said bid. and for
39 performance, in accordance With plans and.speci&ations - heretofore prepared; approved, and on
40 file in the office of tle`Director of Parks and Recreation, and. the City Manager be and is hereby
41 authorized and directed .to execute such contract, and the City Director of Finance, is hereby
42 authorized to pay all proper claims for performance of said contract out of the appropriate
43 - Landscape Assessment `District accounts.
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