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HomeMy WebLinkAbout2002-02-19 City Council (3)City of Palo Alto City Manager’s Report TO: FROM: HONORABLE CITY COUNCIL / CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE:FEBRUARY 19, 2002 CMR:142:02 SUBJECT:APPROVAL OF CHANGE ORDER NO. 1 TO CONTRACT NO. C0115210 WITH HASTINGS LANDSCAPE CONSERVATION SERVICES IN THE AMOUNT OF $17,445 TO PROVIDE ADDITIONAL VEGETATION MANAGEMENT SERVICES FOR BYXBEE PARK RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or his designee to negotiate and execute a change order to the contract with Hastings Landscape Conservation Services for related, additional vegetation management services, the total value of which shall not exceed $17,445. This change order amount represents 17 percent of the original contract amount of $102,000. No contingency funds were originally designated for this contract. BACKGROUND In August 1999, Council approved a three-year contract for landscaping and vegetation management services for Byxbee Park Hills (former landfill site at the Baylands) (Attachment A). The scope of the work includes planting native grasses and wildflowers, maintaining recreational trails and art structures, mowing the grass on the hills, pruning shrubs, and providing consultation to staff on the control of nonnative invasive plants. DISCUSSION No contingency funds were provided for this on-going maintenance contract. Now, in the third year of contract, staff has determined that there is need for additional services beyond the original scope of work. This change ~3rder is intended to provide funding for the additional control of non-native mustard along the perimeter of the park; testing and analysis of the soil to determine how to improve the survival of propagated native grasses and wildflowers; and irrigation of wet meadow rye plugs that have been,sown on the hillocks in the park. Staff has negotiated the cost of these services with the contractors and limited the scope of work for additional services to what is essential. CMR:142:02 Page 1 of 2 RESOURCE IMPACT Funds for the change order are available within the FY 2001-2002 Community Services Operating Budget. POLICY IMPLICATIONS Recommendations of this staff report are consistent with existing City policies. ENVIRONMENTAL REVIEW This is a maintenance project and is therefore categorically exempt from CEQA under section 15302 of the CEQA guidelines. ATTACHMENTS Attachment A:CMR: 298:99 PREPARED BY: Superintendent, Open Space & Sciences DEPARTMENT HEAD: PAUL THILTGEN Director of Community Services CITY MANAGER APPROVAL: "-~~. ~_~ EMILY HARRISON Assistant City Manager CMR: 142:02 Page 2 of 2 TO: City of Palo Alt9 City Manager’s Report HONORABLE CITY COUNCIL FROM: DATE: CITY MANAGER AUGUST 2, 1999 DEPARTMENT: COMMUNITY SERVICES CMR: 298:99 SUBJECT:AWARD OF CONTRACT IN THE AMOUNT OF $102,000 TO HASTINGS LANDSCAPE’ CONSERVATION SERVICES FOR BYXBEE PARK VEGETATION MANAGEMENT RECOMMENDATION Staff recommends that Council: 1. Approve and authorize the Mayor to execute the attached contract with Hastings Landscape Conservation Services in the amount of $102,000 for vegetation management of Byxbee Park. The contract is a one-year agreement with options for two additional years through June 30, 2002. Authorize the City Manager or her designee, to exercise the option to renew the contract for the (second and!or third year), provided the contractor is responsive to the City’s needs, and the quality of the contractor’s work/product is acceptable during the first year of the contract (and/or other conditions which will determine the City’s willingness to renew the contract). DISCUSSION Pro_iect Description The work to be performed under the contract is for general site landscape maintenance and specialized native_plant cultivation at Byxbee Park (former landfill site). Park rangers provide some park maintenance for the control of fennel and weeds along baylands hiking trails. However, there is not adequate stalTmg to mow the pastoral park and hillocks during the critical growing season. Hastings Landscape Conservation Services initially planted the park and has efficiently provided maintenance of this area ’since 1994. Contract maintenance responsibilities include general, grounds’ maintenance, the mowing of field grasses, propagation of selected native grasses and wild flowers, debris pickup, pruning of coyote bushes, and consultation to staff on the control of nonnative invasive plants. CMR:298:9.9 Page 1 of 3 Bid Process A notice inviting formal bids for general site and landscape maint.enance at Byxbee Park was sent April 26, 1999, to three contractors. The three contractors are the only known contractors in the Bay Area who have the necessary expertise in the propagation of grasses and wildflowers that are indigenous to the Palo Alto baylands. These contractors are also known to have experience in working in sensitive wildlife habitat areas, which was another important consideration. Staff solicited the names of qualified contractors from neighboring park and open space agencies, but only these three were recommended. The bidding period was 29 days. A pre-bid meeting was held on May 13, 1999; one bidder attended the meeting. Bids were received from only one qualified contractor on May 24, 1999, as listed on the attached bid summary (Attachment A). The other two contractors did not attend the mandatory pre-bid meeting and did not submit bids. One contractor did not respond because he felt his firm could not be competitive. Staffhas reviewed the bid submitted and recommends that the bid of $102,000 ($42,000 for Fiscal Year 1999-2000), submitted by Hastings Landscape Conservation Services be accepted and that Hastings Landscape Conservation Services be declared the lowest responsible bidder. Staff checked references supplied by the contractor for previous work performed and found no s!gnificant complaints. Staff also checked with the Contractor’s State License Board and found that the contractor has an active license on file. ..RESOURCE IMPACT Funding for the first year of the contract is currently available within the FY 1999-2000 Community Services Operating Budget. See Attachment B for the complete contract cost breakdown. POLICY IMPLICATIONS This recommendation does not represent any change to existing City policies ENVIRONMENTAL REVIEW This project is categorically exempt from the California Environmental Quality Act (CEQA) under Section 15302 of the CEQA Guidelines. CMR:298:99 Page 2 of 3 ATTACHMENTS Attachment A: Attachment B: Attachment C: Bid Summary Contract Cost Breakdown Contract, including Exhibit A, Scope of Services PREPARED BY: Gregory Betts, Superintendent, Open Space & Science DEPARTMENT HEAD: PAUL THILTGEN Community Services Director CITY MANAGER APPROVAL: EMI~LY ~~ON Assistant City Manager CMR:298:99 Page 3 of 3 Attachment A TABULATION OF BID RESULTS Project Title: Byxbee Park Vegetation Management Bid Opening: May 24, 1999 at 3:00 p.m. Contractor Mr. Ward Hastings Hastings Landscape Conservation Services Santa Cruz, CA Mr. Paul Kephart Rana Creek Ranch Carmel Valley, CA Mr. John Shooter John J. Shooter, Inc. Menlo Park, CA Attended Mandatory Pre-Bid Meeting Yes No No Bid Received $102,000 No Bid No Bid