resolution awarding a contract to green valley landscaping 06-04-13

7/28/2019 Resolution Awarding a Contract to Green Valley Landscaping 06-04-13

1/529

Agenda Item Summary

Meeting Date: June 4, 20 13Prepared by: Sharon Friedrichsen

Narne: Consideration of a resolution awarding a contract to Green Valley Landscaping, thelowest responsible bidder, in the amount of$53,940 for landscape maintenance services.Description: The Public Services Department uses a private contractor to perform generallandscape maintenance services at several locations within the City. Examples of servicesinclude weed removal; pruning for pedestrian passage; litter pickup in and adjacent to the workareas and raking, sweeping and/or blowing ofwalkways, driveways, patios and courts to keepthe area free of sand, litter and debris. Currently, the majority of these locations are maintainedone day a week. The Department currently spends approximately $71,000 a fiscal year on thisservice.The City completed a formal bid process that included sending a notice to bid to all City licensedlandscape and gardening companies, to the Central Coast Builder Exchange, and publicationwithin the Monterey County Herald. Bids were opened on 23 May 2013. Eight bids werereceived and Green Valley Landscaping submitted the lowest responsive and responsible bid for$53,940 ($39,660 for base service and $14,280 for enhanced service).

The awarding of the contract will result in the following changes: Consolidation of three contracts into one contract Enhanced level of service- waterfront locations will be serviced twice a week,including one weekend day Overall cost of service of $53,940, a savings of $17,190

Overall Cost: $53,940Staff Recommendation: The City Council adopts the attached resolution and awards thecontract, contingent on approval of the Fiscal Year 2013-14 budget.Important Considerations: Staffrecommends award ofthe new landscape services contract toGreen Valley Landscape. Staff further recommends that the City Council authorize the CityAdministrator to extend the contract annually for a total of three additional years, upon therecommendation of the Public Services Director. Any extension is subject to funding availabilityand will not exceed the first year contract price plus an inflation adjustment applicable to theCity of Carmel-by-the-Sea area, unless there is a change in service levels. Funding for thiscontract comes from the Forest, Parks, and Beach Division's contractual services account No.78054.Decision Record: None.Reviewed by:

J a s o ~ t y Administrator Date


2/530

TO:THROUGH:FROM:DATE:

CITY OF CARMEL-BY-THE-SEAPUBLIC SERVICES DEPARTMENT

STAFF REPORT

MAYOR BURNETT AND COUNCIL MEMBERSJASON STILWELL, CITY ADMINISTRATORSHARON FRIEDRICHSEN, PUBLIC SERVICES DIRECTOR4 JUNE 2013

SUBJECT: CONSIDERATION OF A RESOLUTION AWARDING ACONTRACT TO GREENVALLEY LANDSCAPING IN THEAMOUNT OF $53,940 FOR LANDSCAPE MAINTENANCESERVICES

RECOMMENDED ACTIONAdopt the resolution.BACKGROUNDThe Public Services Department uses a private contractor to perform general cleanup andlandscape maintenance services at several locations within the City (see the list at the endof this report). The majority of these locations are serviced one day a week.STAFF REVIEWThe City completed a formal bid process that included sending a notice to bid to all Citylicensed landscape and gardening companies, to the Central Coast Builder Exchange, andpublication within the Monterey County Herald. Bids were opened on 23 May 2013.Eight bids were received and Green Valley Landscaping submitted the lowest responsiveand responsible bid for $39,660 for the base level of service as noted in the chart below:Company Bid Amount (Monthly)A.E .S Landscaping $7,451.20Commercial Environment Landscape $5,575.00Greens cape $3,770.00Green Valley Landscaping $3,305.00New Image Landscape Company $3,570.00Smith and Enright Landscaping $5,338.00Town and Country Gardening $5,815.00Velasquez Landscaping $4,900.00

Accordingly, staff recommends award of the new landscape services contract to GreenValley Landscaping Company in the amount of $53,940. Given the base cost of services($39,660), the City will also be able to enhance the level of service and provide servicesat the waterfront locations twice a week, including one weekend day, for an additional1


3/531

$14,280. Staff further recommends that the City Council authorize theCity Administratorto extend the contract annually to a total of three additional years, upon therecommendation of the Public Services Director. Any extension is subject to fundingavailability and will not exceed the first year contract price plus an inflation adjustmentapplicable to the City ofCarmel-by-the-Sea area.FISCAL IMPACTFunding for this contract comes from the Forest, Parks, and Beach Division's contractualservices account No. 78054. Sufficient funds will be available with the adoption of theFY 2013-14 budget. The overall cost of this service is $53,940. The Departmentcurrently has budgeted $71,100 for this service.SUMMARYStaff recommends awarding a contract to Green Valley Landscaping.

2


4/532

LANDSCAPE MAINENTANCE LOCATIONSWaterfront areasa. Scenic Road Steps (8th, 9th, lOth (2), 11 th , 12, 13 1\ Santa Lucia Avenue, Martin

Road)b. Scenic Road Stone Patios (8th, 11 1\ between 11 th & 12th, 13th, & Santa LuciaAve.)

c. San Antonio Walkways (between San Antonio Avenue and Scenic Road at 9th,lOth , 11th and 121h Avenues.)

d. Boardwalk and viewing platform located at Del Mar and Ocean AvenueFacilities, Pathways and Parkse. Park Branch Library - 6th Avenue and Mission Streetf. Vista Lobes - Torres Street and 3rd Avenueg. Lester Rowntree Native Plant Garden - 25800 Hatton Roadh. First Murphy Park - Lincoln Street and 61h A venue1. Tennis Courts in Forest Hill Park - on Lorca LaneJ. Lower Ocean Avenue Pathways (north and south sides of Ocean Avenue between

Monte Verde Street and San Antonio Avenue)k. Lincoln Street pathway between 3rd and 4th Avenues1. Pathway from the dead-end of Santa Fe Street south of 81h Avenue to Vizcaino

Avenuem. Jane Power's Walkway from Palou to San Antonio (mid-block between 2nd and

4th Avenues)n. Pathway at San Carlos Street and 2nd AvenueLandscape Maintenance Areaso. Upper Ocean Avenue landscape and path (Junipero Avenue to City limits)p. First Murphy House Garden - w Lincoln St. between 5th & 6th Aves.q. Ocean Avenue medians between Junipero Avenue and Monte Verde Streetr. Fourth Avenue between Monte Verde Street and San Antonio Ave.s. Forest Hill Park - lower sectiont. Flanders Mansion grounds- 25800 Hatton Road

3


5/533

CITY OF CARMEL-BY-THE-SEACITY COUNCILRESOLUTION NO.__A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEAAWARDING A CONTRACT TO GREEN VALLEY LANDSCAPING IN THE AMOUNT

OF $53,940 FOR LANDSCAPE MAINTENANCE SERVICESWHEREAS, a landscape maintenance services contract assists staff in maintaining theappearance and cleanliness ofthe City and the safety of residents and visitors, andWHEREAS, notices inviting bids were delivered to the Central Coast Builders Exchange,to City licensed landscape and gardening companies and advertised in the Monterey Herald, andWHEREAS, eight bids were submitted and lowest responsible bidder was Green ValleyLandscaping in the amount of$53,940.NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY

OF CARMEL-BY-THE-SEA DOES:1. Award a Landscape Maintenance Service Contract with Green ValleyLandscaping, the lowest responsive bidder, for a maintenance and landscapeservices within the City ofCarmel-by-the-Sea for the amount of $53,940, subjectto the provisions of the documents and certifications set forth in the specificationsapplicable to the services rendered and as required by California law.2. Authorize the City Administrator to execute the contract upon the return of thecontractor 's executed contract documents and upon the review and approval ofthe City Attorney and the City Administrative Services Director.3. Authorize the City Administrator to extend the contract annually to a total of threeadditional years, upon the recommendation of the Public Services Director.Extension is subject to funding availability and will not exceed the first yearcontract price plus an inflation adjustment applicable to the City of Carmel-bythe-Sea area.

PASSED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF CARMEL-BYTHE SEA this 41h day of June 2013, by the following roll call vote:AYES: COUNCIL MEMBERS:NOES: COUNCIL MEMBERS:ABSENT: COUNCIL MEMBERS: SIGNED,

ATTEST: Jason Burnett, Mayor

Heidi Burch, City Clerk

resolution awarding a contract to green valley landscaping 06-04-13

Documents