HomeMy WebLinkAboutAGENDA REPORT 2008 0305 CC REG ITEM 09CO
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City Council Meeting
MOORPARK CITY COUNCIL ACTION:
AGENDA REPORT
To: The Honorable City Council
From: Roger O. Blais, Parks and Landscape Manager
Date: February 22, 2008 (Meeting of March 5, 2008)
SUBECT: Consider Award of Contract for Landscape Maintenance Services
BACKGROUND
On January 16, 2008, the Council approved the Landscape Maintenance Request for
Proposal (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
(LIVID) areas and miscellaneous City properties and the other for all parks.
On February 4, staff held a mandatory pre -bid meeting to review the requirements of the
RFP, with seven contractors in attendance. The City received six proposals by the
submittal due date of February 13. The City Council is being asked to award a 26 -month
(May 1, 2008 through June 30, 2010) contract to lowest qualified bidders: Azteca
Landscape for park landscape maintenance and Venco Western for parkway, slope,
and median (cityscape) landscape maintenance. 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 Sunridge and Venco
Western are set to expire April 30, 2008. As stated above, the City received six
proposals for 26- months of service. The results are as follows:
Bidder Proposal Costs
Parks
Cityscape
Azteca Landscape
$
773,392.96
$
2,238,070.86
Rich Meier's Landscape
$
859,261.00
$
1,989,911.04
Mariposa Horticultural Enterprises, Inc.
$
1,068,860.00
$
1,408,290.00
Sunridge Landscape
$
1,071,476.00
$
1,883,412.00
SACommunity Services\ADMINISTRATIVE \CC Reports\2008 \3 -5 -08 (Landscape Contract with ZONE 18
REVISION)).doc ? OO US3
Honorable City Council
February 22, 2008
Page 2
Midori Gardens $ 1,130.326.00 $ 1,989,911.04
Venco Western, Inc. $ 1,167,797.29 $ 1,261,077.34
Park Landscape Maintenance
The low bidder for park maintenance is Acteca Landscape. The following illustrates their
cost breakdown.
Year 1: $412,636.96 (14 months - May 1, 2008 through June 30, 2009) or
$29,474. /monthly
Year 2: $360,756 (12 months - July 1, 2009 through June 30, 2010) or
$30,063. /monthly
Combined Total Over Two Years: $773,392.96
The City is currently paying Sunridge Landscape Maintenance $31,112 monthly for park
maintenance. Acteca's $29,474 monthly bid proposal for Year 1 represents a cost
savings (based on existing costs) of $1,638 per month and $19,656 annually. This does
not factor any cost of living increase that may have been incurred beginning July 1,
2008, under our existing contract.
Cityscape Landscape Maintenance
The low bidder for cityscape maintenance is Venco Western. The following illustrates
the cost breakdown of Venco's proposal.
Year 1: $669,767.98 (14 months - May 1, 2008 through June 30, 2009) or
$47,840.57 /monthly
Year 2: $591,309.36 (12 months - July 1, 2009 through June 30, 2010) or
$49,275.78 /monthly
Combined Total Over Two Years: $1,261,077.34
The cityscape landscape maintenance proposals included future costs for maintaining
the landscape improvements in the Toll Brothers (Zone 15), William Lyons (Zone 20),
and Pardee (Zone 22) development projects. While the City is not maintaining these
areas now, it is anticipated that it will within the next two years. Effective at the start of
the contact on May 1, 2008, Venco Western Inc. will be compensated $361,697.84
annually (14 months) or $25,835.56 monthly, until such a time that the City assumes
maintenance responsibilities for landscape improvements in the aforementioned Zones.
To compare Venco's maintenance cost proposal with the City's costs under its existing
contracts, we need to pull out the costs for the aforementioned developments. Venco
Western's cost proposal for year 1 (14 months - May 1, 2008 through June 30, 2009) to
maintain existing landscape improvements is $361,697.84 annually or $25,835.56
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Honorable City Council
February 22, 2008
Page 3
monthly. The City's existing monthly cost is $31,122. Venco's proposal represents a
savings of $5,286.44 monthly or $63,437.28 annually (12 months). Again, this does not
factor any cost of living increase that may have been incurred beginning July 1, 2008,
under our existing contract.
FISCAL IMPACT
The City Council previously allocated $834,900.00 from several revenue sources
including General Fund, Park Maintenance (park assessment), various LMD
assessment districts, Local Transportation Development Act, and Moorpark
Redevelopment Agency to fund landscape maintenance activities in the FY 2007/08
budget for landscape maintenance service. As stated above, there will be some cost
savings.
STAFF RECOMMENDATION ROLL CALL VOTE
1) Award a contract not to exceed $773,392.96 to Azteca Landscape over a two (2)
year period for park maintenance and authorize the City Manager to execute said
contract, and
2) Award a contact not to exceed $1,261,077.34 to Venco Western Inc. over a two (2)
year period for cityscape maintenance and authorize the City Manager to execute said
contract.
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