HomeMy WebLinkAboutAGENDA REPORT 2011 0601 CC REG ITEM 09D ITEM 9.D.
City Council Mieeting
ACTION:
MOORPARK CITY COUNCIL -
.
AGENDA REPORT
TO: The Honorable City Council
FROM: Allen M. Walter, Parks and Landscape Superintendent
Jeremy Laurentowski, Landscape and Parks Maintenance
Superintendent
DATE: May 20, 2011 (CC Meeting of June 1, 2011)
SUBJECT: Consider Rejection of Lowest Bidder, Allison's New Leaf, Inc.,
DBA Tri Valley Landscape, and Approve Selection and Award
of Agreement to Second Lowest Bidder, Marina Landscape
Inc., for Park Landscape Maintenance Services, and Consider
Award of Agreement to Lowest Bidder Azteca Landscape, for
Miscellaneous City Properties and Landscape Maintenance
Districts for Landscape Maintenance Services
BACKGROUND
On April 6, 2011, the Council approved the Landscape Maintenance Contract
Documents and Specifications Request for Proposals (RFP) and directed staff to
solicit proposals from qualified contractors. The RFP approved by the Council
included an updated Scope of Work and Specifications for the maintenance of all
of the City's landscape. The bid document in the RFP was structured to solicit
separate cost proposals: one for all Landscape Maintenance District (LMD) areas
and miscellaneous City properties, and the other for all parks.
On May 2 and May 3, staff held mandatory pre-bid meetings to review the
requirements of the Parks, Miscellaneous City properties and LMD RFPs. On
May 2, nine (9) contractors attended the Parks pre-bid meeting, and the City
received five (5) proposals by the submittal due date of May 18, 2011, for Park
Maintenance Services. On May 3, thirteen (13) contractors attended the
Miscellaneous City properties and LMD pre-bid meeting, and the City received
seven (7) proposals by the submittal due date of May 18, 2011, for
Miscellaneous City properties and LMD.
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Honorable City Council
June 1, 2011
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The City Council is now being asked to award a 12-month (July 1, 2011, through
June 30, 2012) agreement, with an option for three (3) additional one year period
extensions to the lowest responsive bidders; Marina Landscape for Park
Landscape Maintenance Services and Azteca Landscape for Miscellaneous City
properties and LMD Landscape Maintenance Services. Staff has performed the
necessary background check and both contractors possess the necessary
license requirements.
DISCUSSION
The City's two existing landscape maintenance agreements with Azteca
Landscape and Venco Western, Inc., are set to expire June 30, 2011. As stated
above, the City received five (5) Park proposals and seven (7) proposals for the
LMD's for 12-months of service. The results are as follows:
RANK BIDDER PROPOSAL COSTS
Parks
1 Tri Valley Landscape $301,176.00
2 Marina Landscape $302,816.28
3 Valley Crest Landscape $326,648.77
4 Merchants Landscape $355,044.00
5 Azteca Landscape $397,017.72
RANK BIDDER PROPOSAL COSTS
Miscellaneous City properties and LMD
1 Azteca Landscape $461,182.56
2 Marina Landscape $491,251.08
3 Mariposa Landscape $554,400.00
4 Merchants Landscape $574,484.00
5 Valley Crest Landscape $631,939.09
6 Oakridge Landscape $648,657.14
7 American Heritage Landscape $663,387.60
The lowest recorded bidder for Parks Landscape Maintenance is submitted by
Allison's New Leaf, Inc., DBA Tri Valley Landscape, at an annual cost of
$301,176. The lowest recorded bidder for Miscellaneous City properties and LMD
is Azteca Landscape, with an annual cost of$461,182.56.
After the City Clerk accepted the bid proposals, all submitted bids were reviewed.
Staff performed necessary background checks on the low bid contractors for
qualifications, licenses, and experience to meet performance requirements of the
agreements.
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Honorable City Council
June 1, 2011
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The two lowest bidders were reviewed for responsiveness. One aspect of
responsiveness is "Competency" as set forth in the following guidelines stated in
the "Instructions to Bidders" section of the Bid Documents and Specifications.
COMPETENCY OF BIDDERS
• Capability and qualifications of the contractor to perform the work
including equipment, support miscellaneous City properties, and
qualified personnel;
• Prior experience in performing services of similar size and scope in
a competent and consistent manner including review of references
of previous and current contracts;
• Financial stability and standing of contractor, and proven
competency of the bidder of the performance of the services
covered by the bid; and
• Possession of required licenses outlined within the contract
documents and specifications.
Tri Valley Landscape submitted bid documents lacking references that would
show prior experience in performing services of similar size, price, and scope in a
competent and consistent manner. This lack of references to show a key
component of bidder competency has rendered the Tri Valley Landscape bid
non-responsive in the opinion of City Staff.
Tri Valley Landscape's previous and current contract references provided in the
first section of the Contractor's References of the bid documents were not
specific to tree maintenance or similar services. The second section of the
Contractor's References was not specific to landscape maintenance and
pesticide operations.
In the first section of the Contractor's Reference, Tri Valley Landscape submitted
three (3) Contractor's References. However, each reference was specific to
landscape installation projects completed by the contractor and failed to provide
any information specific to tree maintenance services. The references do not
provide the City with adequate assurance that Tri Valley Landscape can perform
the maintenance services required by the contract and are therefore non-
responsive.
In the second section of the Contractor's Reference, Tri Valley Landscape
submitted three (3) Contractor's References. However, each reference listed
failed to provide information that Tri Valley Landscape has adequate experience
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Honorable City Council
June 1, 2011
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to perform landscape maintenance and pesticide operation services similar in
size, price and scope to the City's park landscape maintenance services outlined
in the Contract Documents and Specifications. In addition, all three references
listed failed to provide any park landscape maintenance experience. Two of the
three references listed were for contracts far below the price and scope of the
City's park landscape maintenance services, and the third reference listed was
the same reference listed under the tree maintenance section and again failed to
identify that Tri Valley Landscape has the required parks landscape maintenance
experience. Again, these references are not responsive to the requirement that
references show the bidder's ability to do the work required under the contract.
For the reasons listed above, staff recommends rejecting the Tri Valley
Landscape Parks Landscape Maintenance bid as non-responsive. Staff
recommends selecting the next-lowest bidder, Marina Landscape for the Parks
Landscape Maintenance Services bid proposal in the amount of $302,816.28,
which is a cost difference of $1,640.28 between the first and second bids.
Marina Landscape's bid is fully responsive and confirms the qualifications of the
bidder to do the proposed work.
The City is currently compensating Azteca Landscape $367,317.96 annually for
Park Landscape Maintenance Services. Marina Landscape bid proposal of
$302,816.28 annually represents an annual cost savings (based on existing
costs) of $64,501.68. However, this cost savings does not include the separation
of the Community Center Park from the Moorpark Civic Center or the additional
turf grass mowing at Arroyo Vista Community Park. These changes to the Park
Landscape Maintenance Services reduce the annual savings to the FY 2011/12
budget to $59,564.
The Parks Landscape Maintenance proposal included separation of the
Community Center Park from the Moorpark Civic Center Landscape, transferring
the Moorpark Civic Center to Miscellaneous City properties and LMD; stricter
water conservation, reduced park turf mowing and edging to 24-times per year
except Arroyo Vista Community Park remained at 48-times per year and park
shrub fertilization was changed from four pounds (4) pounds per shrub to eight
(8) pounds per one thousand (1000) square feet.
Azteca Landscape met all bidder qualifications outlined within the bid documents
and specifications. As a qualified low bidder, staff recommends awarding the
Azteca Landscape bid in the amount of $461,182.56 for Miscellaneous City
properties and LMD Landscape Maintenance Services.
The Miscellaneous City properties and LMD Landscape Maintenance proposal
increased maintenance services as follows: Zones of Benefit 12, 15, 16, 18, 20,
21 and 22, Groundcover, turf and shrub fertilization provided two (2) times
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Honorable City Council
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annually at ten (10) pounds per one thousand (1,000) square feet and four (4)
times annually apply 12-12-12 pelleted type fertilizer at eight (8) pounds per one
thousand (1,000) square feet; Trimming, weeding and the removal of leaves in
the medians, slopes, planters and parkways every week and daily removal of
trash and debris; Ground cover areas shall be cultivated to a depth of (1") and
raked twice each month; Ground cover non-slope shrub planters and median
islands shall be maintained and installed with bark mulch. Bark mulch shall
consist of 100% recycled material and shall be 99% contaminant free, including
litter and weed and/or weed seed. Mulch depth shall be maintained at minimum
2" depth and re-applied twice annually; Ground cover areas of the Community
Center and City Hall area shall be cultivated and raked weekly
The Miscellaneous City properties and LMD proposal also included future costs
for maintaining additional areas and landscape improvements in Toll Brothers
(Zone 15) adding entry medians, William Lyons (Zone 20) development, Pardee
(Zone 22) additional areas, the Police Services Center, and the U.S. Postal
Service Center landscape. While the City is not maintaining these areas now, it is
anticipated that it may decide to do so at some point during the next two years.
Effective at the start of the contract on July 1, 2011, Azteca Landscape will be
compensated $349,970.64 annually (12-months) or until such a time that the City
assumes maintenance responsibilities for landscape improvements in the
aforementioned zones.
The City is currently compensating Venco Western, Inc., $516,099.60 annually
for Miscellaneous City properties and LMD Landscape Maintenance Services.
Azteca Landscape's bid proposal of $349,970.64 annually represents a cost
savings (based on existing costs) of $166,128.96 a year.
FISCAL IMPACT
Based on the bid amounts the City will save about $59,564 in the General Fund
for Park Maintenance for FY 2011/12.
The $111,670 savings for LMD Maintenance in FY 2011/12 will result in less
subsidy from the General Fund and Gas Tax (most likely only the General Fund
since projected Gas Tax funding will not allow use for this purpose). Since the
City budgets for the subsidy in the fiscal year after it occurs, the savings won't be
recognized until FY 2012/13.
STAFF RECOMMENDATION (ROLL CALL VOTE)
1) Reject Parks Landscape Maintenance Bid from Allison's New Leaf, Inc., DBA
Tri Valley Landscape as a non-responsive bid as described in agenda report;
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Honorable City Council
June 1, 2011
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2) Award the agreement for Parks Landscape Maintenance Services to the
second lowest bidder, Marina Landscape Services, in the amount of $302,816.28
for Fiscal Year 2011/12; and authorize City Manager to execute the Agreement,
subject to final language approval by the City Manager and City Attorney;
3) Award the agreement for Miscellaneous City properties and LMDs to the first
lowest bidder Azteca Landscape, in the amount of $461,182.56 for Fiscal Year
2011/12; and authorize City Manager to execute the Agreement, subject to final
language approval by the City Manager and City Attorney.
Attachment A: Tri Valley Landscape Contractor's References
155
ATTACHMENT
CONTRACTOR'S REFERENCES
The following are the names, addresses, and phone numbers for three public agencies for which
bidder has performed tree maintenance similar services within the past two years:
1.
Name and address of owner
Name and telephone number of person familiar with project
Contract amount, type of work, contract period"(date)
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Name and address of owner
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Name and telephone number of person familiar with project
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Contract amount, type of work, contract period (date)
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N ma and -address of owner
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Name and
telephone nI umber of person familiar with project
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Contract amount, type of work, contract period (date)
The following are the names, addresses, and phone numbers for three public agencies for which
bidder has performed landscape maintenance and pesticide operations services, of similar size,
price, and scope, within the past two years: J
1. Cpl.tGoRN)l�
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Name and address of owner or agency
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Name and telephone number of person familiar with project
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Contract amount, type of work, contract period (date)
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Name and address of owner or aggncy
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Name ar id ieicpnone number of person familiar with project
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Contract amount, type of work, contract period (date)
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Name and address of owner or agency
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Name and telephone number of person familiar with project
Contract amount, typ of work, ont ct period (date)
QV3,e# ,�>>�� �APdf v �1 zWe�
Bidder may attach additional sheets to include additional references
157
r5; - 1-1
Moorpark City Council ITEM 9.D. RECEIVED
ror ark 799 Moorpark Ave
Cttarnber of Commerce Moorpark,CA 93021 JUN 0 1 2011
c6 m 6///11 CITY CLERK'S DIVISION
CITY OF MOORPARK
18 High St Mayor Parvin and City Council Members,
Moorpark,CA 93021
Office 805 529-0322
Fax:805-529-5304 I am writing you in regard to Agenda item 9.D.for the June 1st City Council meeting. I wish I could be
+Ww.MoorparkChamber.com there in person to speak to this item,but I have to be in Sacramento for the CalChamber Business Summit. I write
Chairman this letter to you while wearing two hats;one as the President/CEO of the Moorpark Chamber of Commerce and one
Robert Sichmeller, as the Chair of the Moorpark Parks&Rec Commission.
Sichmeller Insurance&Financial As the Chair of the Moorpark Parks&Rec Commission,I know that every aspect of our city budget is
Solutions looked at with a fine-tooth comb and every dime is saved where possible. We have a low bidder for the new Park
Landscape Maintenance Services from Tri Valley Landscape and should award that bid to them. I do understand that
Directors
Doug Ridley, there are a few questions in regard to the experience with Tri Valley Landscape,specifically due to lack of experience
Moorpark Morning Rotary in a job the size and scope of this one. I have talked with Bill Allison,Owner of Tri Valley Landscape,as well as
Eric Arnaud, others,as to his background and experience,and I can say that I have full confidence that Bill and his team will not
Troop Real Estate only be sufficient for this project,but will exceed expectations. Knowing Bill's background from associates,I can
Jeremy Brewer, confidently say that he is the right man for the job. Although Bill does not have a current contract that is similar to
Simi Valley Hospital the current one proposed by the city,he has done work that fits all aspects of scope through other contracts. Also,Tri
David Crockett, Valley Landscape is located in Moorpark,therefore if and when problems arise,distance will not be an issue.
Primerica As the President/CEO of the Moorpark Chamber of Commerce,awarding Tri Valley Landscape the Park
Sue FitzGerald, Landscape Maintenance Service contract is a win/win for the city. Tri Valley Landscape is a Moorpark business with
The Haircut Place 22 employees,most of whom are Moorpark residents—residents that utilize our Parks on a regular basis and know
Linda McCarthy,
the importance of proper maintenance. Awarding Tri Valley Landscape this contract would also create another 8 jobs
BNI,Business Network Intl
in our community as well as keep that revenue in Moorpark to be circulated within our business community.
Clark Neel,
Keeping a contract like this in Moorpark will benefit the community,whether it is in the pride that local employees
Edward Jones
Barbara Orechoff, will take in the upkeep of our local parks or through the added revenue generated for the city when the money spent
Independent Capital Management locally. On average,for every dollar spent locally it will circulate the community 8 times before leaving the
Kim Johnson, community.
Home Video Studio Awarding the contract to Tri Valley Landscape will benefit Moorpark in many ways as I have stated and I
Lewis Herms, strongly recommend doing so. Under the contract there is little to no risk in awarding it to Tri Valley Landscape,
Moorpark Action Center with only a year contract and requiring a performance bond of the company. Please consider awarding the Park
Don Huntting, Landscape Maintenance Service contract to Tri Valley Landscape.
Fluntting Investigative Services
Lynda Rummelhoff, Sincerely,
State Farm Insurance&Financial
Services
Nancy Serritella,
Patrick Ellis •
Independent Capital Management
President/CEO
Staff "OUR MISSION IS YOUR SUCCESS,PROMOTING BUSINESS FOR OVER 96 YEARS"
The Moorpark Chamber of Commerce is committed to:
Patrick Ellis,
President/CEO • Strengthening our Local Economy
Steve Carlson, • Promoting the Community
• Providing Networking Opportunities
Marketing Director • Representing Business to Government
: JPGPriI/a-c41/11Pih5c2i 1)1 le /