HomeMy WebLinkAboutAGENDA REPORT 1996 0619 CC REG ITEM 10NTO:
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CITY OF MOORPARK
AGENDA REPORT
The Honorable City Council
Christine Adams, Director of Community
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ITEM .
Servic
June 17, 1996 (Meeting of June 19, 1996)
Consider Award of Contract for City Wide Landscape
Maintenance Services.
At the May 1, 1996 City Council meeting, the City Council directed staff
to advertise for receipt of bids for city wide contract landscape
maintenance services.
As the landscape maintenance contract had not been revised since 1990,
staff made changes to the bid specifications to reflect the current
scope of work required. This may account for some of the changes
between the amounts that were included in the 1996/97 proposed budget
and the bid prices.
Staff advertised for receipt of bids through the local newspapers, and
received two bid proposals that were opened on June 14.
DISCUSSION ON FINANCIAL OVERVIEW
The draft 1996/97 assessment district budgets (AD 84 -2 and AD 85 -1) have
established the amount for the contracted landscape maintenance
(Contractual Services #642) at $211,160 for AD 84 -2 and $251,033 for AD
85 -1. Staff anticipated that the bids received would be at or below
this amount.
BID SUMMARY
Staff provided four bid options in the bid proposal. Option #1 was to
provide landscaping services for the City parks only. Option #2 was to
provide landscaping services for City streetscapes only. Option #3 was
to provide landscaping services for all parks and streetscapes in the
Campus Park section of the City, and Option #4 was to provide
landscaping services for all parks and streetscapes in the City,
excluding the Campus Park Section of the City. Each of the responsive
bidders included the bid options, and also submitted proposals for the
entire scope of services as advertised.
There were two responsive bidders for City -wide contract landscape
maintenance. The apparent low bid was submitted by Sunridge Landscape
Maintenance, Inc. This is the City's current contractor.
The attached summary spreadsheet provides detail for the landscape bids.
Included in the bid specifications were landscaped areas funded by other
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sources besides the two assessment districts. These areas were the
Community Center, City Hall, and the temporary Maintenance Yard, the
Metrolink station, and two areas owned by the Redevelopment agency (18
High Street, and 661 Moorpark Avenue).
AD 84 - 2
Included in the specifications for landscape maintenance services for
streetscapes were two areas not funded by the assessment district.
These areas were the high school frontage, which is funded by MUSD, and
the planters and trees along High Street, which is funded through the
General Fund. These are shown separately on the attached bid summary
spreadsheet.
In regards to Zone 10, the bid specifications included the landscaping
of the Peach Hill Watercourse, both the north slope maintained by the
Mountain Meadows Master Association and the center portion of the
watercourse which is owned by the City, but did not include costs for
the landscaped parkways along Tierra Rejada. These were inadvertently
left out of the bid specifications. The Tierra Rejada Medians were
included under the Citywide landscape areas. (Staff was verbally
informed that at a meeting of the MMMHOA held on Thursday, June 13, the
Board of Directors unanimously voted to turn over the landscape
maintenance within PC -3 to the City.)
Landscape Development, Inc. (LDI), with a bid of $35,199 for both the
Master Assocation area and the City owned area of the Peach Hill
Watercourse was lower than Sunridge. However, due to economies of
scale, LDI is not interested in contracting with the City for only the
Peach Hill Watercourse landscape maintenance. In any event, the City
may not have been able to remove this from the overall bid award because
it was not a separate option.
In addition, the City owned portion of the Peach Hill Watercourse is to
be maintained for one year after acceptance by the City by the
developer, California Community Builders (CCB) . With previous
landscaped areas that have been improved as part of the developer's
conditions of approval, CCB has requested to pay the City for the one
year of maintenance costs. In this regard, the contract amount for
landscape maintenance will not change, but the assessment for Zone 10
will be reduced by $23,472 for this fiscal year, as the funding for this
area will be provided by the developer for at least the next 12 months.
Staff requested bids by the two bidders for the Tierra Rejada Parkways
on June 18, 1996. The apparent low bidder ( Sunridge) has indicated that
the cost for landscape maintenance for the PC -3 parkways would be
$25,980, which is less than the projected budget costs of $74,239 for
this area by $25,567. The total PC -3 costs for the Tierra Rejada Road
Parkways and the Peach Hill Watercourse would be $74,652. This is
$30,695 less than the proposed budget cost of $105,347. The contractor
indicates that the lower bid is a result of the scope of work and
specifications being clarified in writing.
In most Zones of Benefit, the successful low bid was lower than the
proposed assessment for 1996/97. This can result in a change to the
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zone assessment for each affected homeowner during the next year. The
Citywide amount is unchanged from the proposed budget.
The City Council previously eliminated the Water Transport Study from
the budget for 1996/97 at a savings of $11,800. With that reduction and
the difference between the proposed city -wide assessment and the
apparent low bid, the city -wide assessment will be reduced by $11,085
this year.
In the parks assessment, the bids were based on a monthly rate and the
bidders also provided an annual rate. Country Trail Park will only
require funding from the assessment district for 8 months, since the
maintenance agreement with the developer extends through October. In
this regard, a twelve month maintenance cost for Country Trail Park
would be $19,200, as provided by the apparent low bidder.
Poindexter Park is budgeted for maintenance for twelve months in
1996/97. The City will not assume the maintenance of this park from the
contractor until September. Therefore, the park will only require
funding for 10 months from Ad 85 -1. A twelve month maintenance cost for
Poindexter Park would be $9,000, as provided by the apparent low bidder.
The funds required by the General Fund to keep the individual
assessments at $32.90 per residence (which was the amount assessed in
1995/96) can be reduced from $225,700 to $215,107. This is a savings of
$10,593.
RECOMMENDATION
1) Award contract for citywide landscape maintenance services to
Sunridge Landscape Maintenance, Inc., for the amount of $431,984.00 for
FY 1996/97; and 2) Authorize Mayor to sign the agreement. (Note: This
recommendation is changed from that shown on the agenda because the bid
results were not known at the time the agenda was published.)
Attachment
Bid Summary
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Sunridge Landscape, Inc.
Landscape Development, Inc.
OPTIONS
Sunridge Landscape, Inc.
Landscape Development, Inc
1995 -96 Budget
1996 -97 Proposed Budget
Apparent Low Bid
AD 84 -2 Detail
City Wide
Zone 1
Zone 2
Zone 3
Zone 4
Zone 5
Zone 6
Zone 7
Zone 8
Zone 9
Zone 10 (Peach Hill Wash)*
Zone 10 (T.R. Parkways) **
TOTAL
LANDSCAPE MAINTENANCE
BID SUMMARY
AD 85 -1 (Parksl AD 84
-2 (StreetscaRe ) Community
Center
Metro Link
Redevelopment TOTAL
$240,440
$178,644
$8,220
$3,420
$1,260 $431,984
$344,973
$234,358
$10,220
$6,122
$2,969 $598,642
BID OPTION #1 BID
$240,440
OPTION #2
$165,564
BID OPTION #3 BID
$68,040
OPTION #4
$3459864
$344,973
$213,169
$107,969
$450,173
AD 85 -1 (Parks l AD 84-
2(StrestscaRe )
TOTAL
$235,462
$98,551
$334,013
$251,033
$204,170
$455,203
$240,440
$178,644
$419,084
1995/96 1996/97
Proposed
Sunrldae
LU Difference
from Draft Budget and Sunridge
$38,676
$39,375
$39,660
$65,590
$285
$3,245
$2,218
$960
$2,282
($1,258)
$23,919
$23,400
$20,664
$26,369
($2,854)
$1,557
$1,597
$1,560
$3,183
($37)
$3,090
$3,167
$3,060
$4,435
($107)
$19,094
$19,572
$20,664
$25,591
$916
$270
$576
$564
$1,502
($12)
$4,800
$4,920
$4,800
$1,678
($120)
$3,600
$3,690
$3,600
$4,423
($90)
$300
$308
$600
$1,490
$292
$0
$74,239
$48,672
$35,199
($25,567)
$0
$31,108
$25,980
$40,500
($5,128)
$98,551
4500 Tierra Rejada (H.S. Frontage - Funded by MUSD)
High Street Planters - Funded by General Fund
TOTAL
$204,170
$170,784
$6,840
$1,020
$178,644
$212,242
$9,149
$12,967
$234,358
($33,680)
* Mountain Meadows Master Association portion of Wash will cost $25,200 annually to maintain. Center portion of Wash, which is owned by City will cost $23,472 annually to maintain
Developer is required to maintain this City owned portion for 12 months after acceptance by City, which reduces Zone 10 assessment this year by an additional $23,472.
** Parkways include all areas from Tierra Rejada bridge to Edison right -of -way, with the exception of the High School frontage which is listed separately here.
6/18/96
LANDSCAPE MAINTENANCE
BID SUMMARY
AD 85 -1 Detail
1995/96 1996/97
PrOR089
Sunridae
Lo Difference
from Draft Budget and Sunridge
Arroyo Vista Community Park
$90,764
$73,340
$63,600
$84,791
($9,740)
Campus Park
$9,275
$9,507
$9,180
$20,959
($327)
Campus Canyon Park
$26,759
$29,378
$28,800
$28,231
($578)
Country Trail Park-
$0
$9,600
$12,800
$26,837
$3,200
Virginia Colony Park
$3,598
$3,700
$3,600
$12,377
($100)
Glenwood Park
$11,136
$12,439
$11,640
$21,836
($799)
Griffin Park
$11,781
$14,076
$13,800
$23,541
($276)
Monte Vista Park
$2,825
$3,846
$3,720
$15,156
($126)
Mountain Meadows Park
$26,345
$29,033
$28,200
$29,852
($833)
Peach Hill Park
$28,137
$29,255
$28,800
$36,192
($455)
Poindexter Park * * **
$0
$11,092
$7,500
$14,106
($3,592)
Tierra Rejada Park
$24,842
$25,767
$28,800
$31,095
$3,033
TOTAL
$235,462
$251,033
$240,440
$344,973
($10,593)
Both Country Trail Park and Poindexter Park were not included in 1995/96.
** *Proposed budget for 1996/97 is for 8 months of maintenance for Country Trail Park.
Twelve months of maintenance for Country Trail Park is $19,200.
* * ** Poindexter Park is budgeted for 12 months for 1996/97.
In reality, the City will assume maintenance in September, therefore, the amount above is for 10 months only.
Twelve months of maintenance for Poindexter Park is $9,000.
Ul
6/18/96