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HomeMy WebLinkAbout1996-06-24 City Council (30)"’’2 City of Palo Alto City Manager’s Report 2 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: Community Services AGENDA DATE: June 24, 1996 CMR: 317:96 SUBJECT:Award of Contract for Landscape Maintenance Services to Four Seasons Landscape and Maintenance; and Gachina Landscape Management. This report requests that Council approve and authorize the Mayor to amend contracts with Gachina Landscape Management and Four Seasons Landscape and Maintenance, .Inc. for landscape maintenance services at City facilities. RECOMMENDATIONS Staff recommends that Council: Authorize the Mayor to amend the existing twenty-one month contracts with Gachina Landscape Management for $45,181; and Four Seasons Landscape Maintenance in the amount of $22,860 for landscape services commencing on July 1, 1996 and ending on June 30, 1997. Authorize the City Manager or her designee, to negotiate and execute one or more change orders to the existing contracts to cover unforeseen work that may develop. The value of these change orders shall not exceed $4,518 for Gachina Landscape Management and $2,286 for Four Seasons Landscape and Maintenance. POLICY IMPLICATIONS If Council approves staff’s recommendations for funding of these agreements, there are no policy implications. If Council chooses not to fund the additional costs for these services, a policy decision regarding reducing the level of services will be required. CMR:317:96 Page 1 of 3 EXECUTIVE SUMM ~ R~ The Parks and Golf L .sion contracts for specific landsca~ aaintenance services at City facilities, such as small neighborhood parks, libraries, utility and well sites, medians and road strips, and other miscellaneous sites. This request for additional contract landscape maintenance services is due to the implementation of the Organizational Review recommendation. Staffwill be reducing the equivalent of two FTE positions through attrition. This necessitates the contracting for the maintenance of a total of 19.6 acres, of the type of facilities cited above and listed in detail on Attachment B. BID PROCESS A competitive bid process was initiated on February 29, 1996. Bids were solicited from seven qualified contractors. A four-week bidding period to examine sites and develop bids was allotted to the contractors. A mandatory pre-bid meeting was held on March 13 with six contractors attending. Bids were received from six qualified contractors on March 26, 1996, as listed on the attached bid summary (Attachment A). Bids ranged from a high of$119,868 to a low bid of $58,535. The contractors not responding indicated that they did not submit a bid because they are not interested in providing services to municipalities. BID EVALUATION Staff reviewed all bids and recommends contracting with the lowest responsible bidder, whose record of satisfactory performance and hourly commitment are adequate for maintaining acceptable service levels. On this basis, staff offered five sites to Pacheco Brothers Gardening (Sara Wallis Park, Forest Lawn Parkway, Quarry Islands, N. California Ave/Jordan, and 101 Soundwalls). Pacheco Brothers refused the sites based on the assessment that sending a crew for those few acres would not be feasible. Upon their refusal, those sites were assigned to the next lowest responsible bidder with adequate service level commitment and proven satisfactory performance. Staff recommends that the highlighted areas on the bid summary spreadsheet be awarded accordingly to the lowest responsible bidders on a line-item-by-line-item basis° In four cases staff recommends awarding an area with the next~ lowest bid, because the service level commitment of the lowest bid would not provide adequate service (Animal Shelter, Arboretum Islands, Alma Electric Station, and Matadero Well Site). Thus, staff recommends awarding nineteen sites to Gachina Landscape Management for $49,699, including a 10 percent contingency amount, as an amendment to their existing contract which expires on June 30, 1997. Staff also recommends awarding eleven sites to Four Seasons Landscape and Maintenance, Inc. for $25,146, including a 10 percent contingency amount, as an amendment to their existing contract which expires on June 30, 1997. Four Seasons Landscape and Maintenance, Inc., and Gachina Landscape Management have proven to be excellent contractors with which to work. They have performed well, have been responsive, capable, and cooperative. Staff has checked with the State Contractors’ Licensing Board and found their licenses to be current, active, and free of claims. CMR:317:96 Page 2 of 3 While the bid from Diablo Landscape Management, Inc. was the low monetary bid, it was rejected for the following ,sons: Diablo did not commit enough hours to fulfill the specifications of the contract. Most of the hours estimated per site were drastically less than known service level requirements, based on in-house hours and previous contractors’ experience. See Attachment A: Bid Summary. Upon checking references, staff found that the City of San Jose was not satisfied with the performance of Diablo Landscaping, and this is relevant to Diablo’s ability to perform. The City has received a letter of protest from Diablo. Diablo’s bid was non-responsive, so they attempted to submit additional information. This constitutes an irregularity. The City Attorney advises that the City cannot waive an irregularity that will have a material effect on the award process. The City Attorney believes that acceptance of Diablo’s revised bid would confer an unfair advantage on Diablo. FISCAL IMPACT Annually, contractual services will increase ~ (including a !0 percent contingency). These funds have been included in the 1996/97 budget process. The reduction of two FTE’s will reduce regular salaries and benefits by $102,100. This will result in a $27,255 savings to the City. However, contract administrative responsibilities will increase and be absorbed by existing staff. ~NTAL ASSESSMENT This project is categorically exempt from the California Environmental Quality Act (CEQA) under Section 15302 of the CEQA Guidelines. ATTACHMENTS Attachment "A": Bid Summary Attachment "B": Amendment PREPARED BY: Kate Rooney, Parks Supervisor DEPARTMENT HEAD REVIEW: CITY MANAGER APPROVAL: PAUL THILTGEN Director Manager Services CMR:317:96 Page 3 of 3 0 WI- © < -ri oo 0 0 0 0 0 0 0 0 0 0 0 0 0 0(0OD oon~ o 0 D TO ATTACHMENT B AMENDMENT CONTRACT NO. 74107 Landscape Maintenance Services Four Seasons Landscape and Maintenance, Inc. Gachina Landscape Management 1) Sites: Bol Park Cameron Park Kellogg Park Mayfield Park Monroe Park Weisshaar Park Werry Park Gachina Landscape Management Embarcadero Fire Station Junior Museum Alma Fire Station Hanover Fire Station Mitchell Fire Station Arastradero Fire Station MSC $45,181 Quarry Islands Miranda Islands 101 Sound Walls Alma Electric Station Maybell Substation 2) Sara Wallis Park Timothy Hopkins Park Forest Lawn Parkway Animal Shelter Four Seasons Landscape and Maintenance, Inc. N. Calif/Jordan Red Cross Building Arboretum Islands Evergreen Park Closures $22,860 Arastradero Islands Flood Basin Matadero Well Site