The URL can be used to link to this page

Home My WebLink About12 RES 13-26 & 13-27 FOR ANNUAL LANDSCAPE MAINTENANCE SERVICESAGENDA REPORT Agenda Item Reviewed: City Manager Finance Director 12 MEETING DATE: APRIL 16, 2013 TO: JEFFREY C. PARKER, CITY MANAGER FROM: DOUGLAS S. STACK, DIRECTOR OF PUBLIC WORKS /CITY ENGINEER SUBJECT: ADOPT RESOLUTIONS 13 -26 AND 13 -27 APPROVING OF PLANS AND SPECIFICATIONS AND AUTHORIZATION TO ADVERTISE FOR BIDS FOR ANNUAL LANDSCAPE MAINTENANCE SERVICES SUMMARY On June 30, 2013 the City's existing contracts for annual landscape services for the General Fund City/Water Facilities and the Tustin Landscape and Lighting District are due to expire. In anticipation, staff has prepared a new bid packages that covers a new initial contract for two years, with the option of providing three additional one -year extensions at the City's sole discretion. RECOMMENDATION It is recommended that the City Council adopt Resolution No. 13 -26 & 13 -27 approving the plans and specifications and authorizing advertisement for proposals for the annual landscape maintenance for the General Fund City/Water Facilities and Tustin Landscape and Lighting District Areas. FISCAL IMPACT Current contract maintenance is $513,000 for the General Fund City/Water Facilities and $352,000 for the Tustin Landscape and Lighting District (TLLD). The General Fund City /Facilties includes citywide landscape within the public right -of -way, public facilities, water facilities, miscellaneous irrigations repairs and plant replacement. This amount includes approximately $71,000 for onsite MCAS Tustin Legacy maintenance formerly paid for by the Tustin Community Redevelopment Agency and $35,000 for Water Service Facilities. Upon bid results, staff will return to City Council for award. The cost of the contract is anticipated to be provided for in the Public Works Operating budget for fiscal year 2013 -14 and 2014 -15, respectively. General Fund revenues cover all expenditures except for those itemized for water services and those specifically covered through the TLLD. Water services are covered by the Water Enterprise Fund and TLLD is covered through annual assessment levied through the District. BACKGROUND The General Fund area contract covers all citywide landscape, planting and irrigation within the public right -of -way, including public facilities; Metrolink Station, City Hall, Senior Center, Corporate Yard, Family Youth Center and Water Facilities. The TLLD contract covers the annual landscape maintenance services for the Assessment District, including irrigation repair and plant material replacement. Both contracts are due to expire on June 30, 2013. Annual Landscape Maintenance Services April 16, 2013 Page 2 SpectrumCare Landscape & Irrigation Management, Inc. has provided consistent service of acceptable quality over the last six and a half years and staff has been satisfied with their professionalism, customer service and responsiveness to the City's concerns. Originally, following a request for annual landscape maintenance services, the City awarded two contracts with SpectrumCare in January 2007 and through a series of contract amendments, extended their services through June 30, 2013. In anticipation of the contract expirations, staff has prepared new proposal documents for each landscape maintenance service area. The proposed specifications call for complete landscape maintenance services including, but not limited to, mowing, detailed edging, weed abatement, litter control, fertilization, pruning, planting and irrigation. Staff recommends soliciting new landscape maintenance services proposals for both landscape areas. Potentially, each area could be serviced by two different providers. Each proposal will be evaluated on experience, staffing, licenses, management approach and financial impact. Interviews are anticipated with a short list of prospective service providers. Having two service providers may be advantageous in terms of quality care, performance, responsiveness, competitiveness and flexibility. With the expected completion of Tustin Ranch Roadway improvements in Tustin Legacy, Newport Avenue Bicycle Trail Enhancement, and Enderle CenterNandenberg Intersection Enhancement next fiscal year, additional areas of landscape maintenance will need to be added accordingly. The proposed schedule for the solicitation of new proposals is as follows: Authorization to Advertise for Proposals 04/16/13 First Legal Advertisement 04/25/13 Second Legal Advertisement 05/02/13 Proposal Opening 05/28/13 Award of Contract (tentative) 06/18/13 Contract Start Date (tentative) 08/01/13 •41 0 • • la �• Stack, P.E. tor •f Public Works /City Engineer Attachment(s): 1. Resolution 13 -26 2. Resolution 13 -27 S: \City Council Items\2013 Council Items\Approval of PS I'or Annual Landscape Maintenance Services.docx ATTACHMENT 1 RESOLUTION NO. 13 -26 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA APPROVING PLANS AND SPECIFICATIONS FOR THE ANNUAL LANDSCAPE MAINTENANCE SERVICES FOR THE GENERAL FUND CITY/WATER FACILITIES AND AUTHORIZING ADVERTISEMENT FOR BIDS WHEREAS, it is the intention of the City Council of the City of Tustin, California to contract for the Annual Landscape Maintenance Services for General Fund City/Water Facilities Areas; and WHEREAS, the City Engineer has presented plans and specifications for the performance of said work; and WHEREAS, this project is exempt from the requirements of the California Environmental Quality Act; NOW, THEREFORE, BE IT RESOLVED that the plans and specifications presented by the City Engineer are hereby approved as the plans and specifications for: Annual Landscape Maintenance Services for General Fund City/Water Facilities AND BE IT FURTHER RESOLVED that the City Clerk is hereby authorized and directed to advertise as required by law for the receipt of sealed bids or proposals for the performance of the work specified in the aforesaid plans and specifications; PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the 16th day of April 2013. Elwyn A. Murray, Mayor ATTEST: Jeffrey C. Parker City Clerk STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF TUSTIN I, Jeffrey C. Parker, City Clerk and ex- officio Clerk of the City Council of the City of Tustin, California, do hereby certify that the whole number of the members of the City Council is five; that the above and foregoing Resolution No. 13 -26 was duly and regularly passed and adopted at a regular meeting of the City Council held on the 16th day of April, 2013 by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES; COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT JEFFREY C. PARKER, City Clerk ATTACHMENT 2 RESOLUTION NO. 13 -27 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA APPROVING PLANS AND SPECIFICATIONS FOR THE ANNUAL LANDSCAPE MAINTENANCE SERVICES FOR THE TUSTIN LANDSCAPE AND LIGHTING DISTRICT AND AUTHORIZING ADVERTISEMENT FOR BIDS WHEREAS, it is the intention of the City Council of the City of Tustin, California to contract for the Annual Landscape Maintenance Services for the Tustin Landscape and Lighting District; and WHEREAS, the City Engineer has presented plans and specifications for the performance of said work; and WHEREAS, this project is exempt from the requirements of the California Environmental Quality Act; NOW, THEREFORE, BE IT RESOLVED that the plans and specifications presented by the City Engineer are hereby approved as the plans and specifications for: Annual Landscape Maintenance Services for the Tustin Landscape and Lighting District AND BE IT FURTHER RESOLVED that the City Clerk is hereby authorized and directed to advertise as required by law for the receipt of sealed bids or proposals for the performance of the work specified in the aforesaid plans and specifications; PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the 16th day of April 2013. Elwyn A. Murray, Mayor ATTEST: Jeffrey C. Parker City Clerk STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF TUSTIN I, Jeffrey C. Parker, City Clerk and ex- officio Clerk of the City Council of the City of Tustin, California, do hereby certify that the whole number of the members of the City Council is five; that the above and foregoing Resolution No. 13 -27 was duly and regularly passed and adopted at a regular meeting of the City Council held on the 16th day of April, 2013 by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES; COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT JEFFREY C. PARKER, City Clerk