HomeMy WebLinkAbout04 CONTRACT AWARD FOR GF/WATER FACILITIES & TLLDAGENDA REPORT
MEETING DATE: JULY 16, 2013
TO: JEFFREY C. PARKER, CITY MANAGER
Agenda Item 4
Reviewed:
City Manager
Finance Director Ai
FROM: DOUGLAS S. STACK, DIRECTOR OF PUBLIC WORKS /CITY ENGINEER
SUBJECT: AWARD OF CONTRACTS FOR ANNUAL LANDSCAPE MAINTENANCE
SERVICES FOR THE GENERAL FUND/WATER FACILITIES AND THE TUSTIN
LANDSCAPE AND LIGHTING DISTRICT
SUMMARY
Award landscape maintenance services contracts for the General Fund City/Water Facilities and
Tustin Landscape and Lighting District, covering an initial term, beginning August 1, 2013 through
June 30, 2015 with an option for three additional one -year extensions at the City's sole discretion.
RECOMMENDATION
It is recommended that the City Council award landscape maintenance services contracts to
Spectrum Care Landscape for the General Fund City/Water Facilities in the amount of $328,676
annually and Merchants Landscape Services for the Tustin Landscape and Lighting District (TLLD)
in the amount of $292,668 annually, authorizing the Mayor and the City Clerk to execute the
contract documents on behalf of the City.
FISCAL IMPACT
Sufficient funds for this fiscal year have been budgeted and appropriated within the Public Works
Operating budgets. Each subsequent year is contingent upon City Council approval of the annual
budget appropriation and satisfactory performance of services provided. Each contract contains a
30 -day Notice of Cancellation provision. 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 expired on June 30, 2013.
Spectrum Care 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
Spectrum Care in January 2007 and through a series of contract amendments, extended their
services through June 30, 2013.
In anticipation of the contract expirations, staff prepared new proposal documents for each
landscape maintenance service area. The proposed specifications call for complete landscape
Award of Landscape Maintenance Contracts
July 16, 2013
Page 2
maintenance services including, but not limited to, mowing, detailed edging, weed abatement, litter
control, fertilization, pruning, planting and irrigation.
Staff recommended soliciting new landscape maintenance services proposals for both landscape
areas, potentially having each area served by two different vendors.
On April 16, 2013, the City Council authorized staff to solicit new proposals based upon the
tentative schedule below:
Authorization to Advertise for Proposals..
First Legal Advertisement ........................
Second Legal Advertisement ...................
Proposal Opening ..... ...............................
Award of Contract (tentative) ...................
Contract Start Date (tentative) .................
............................. 04/16/13
............................. 04/25/13
.... I ........................ 05/02/13
............................. 05/28/13
............................. 06/18/13
............................. 08/01/13
DISCUSSION
On May 28, 2013 three proposals were received out of a total of nine potential vendors. Each
proposal was evaluated on responsiveness to the proposal, experience, staffing, licenses,
references, management approach and financial impact.
The three (3) price proposals are summarized as follows in order of least dollar amount:
General Fund City/Water Facilities
• Spectrum Care Landscape, Inc.— Foothill Ranch....
• Merchants Landscape Services, Inc. — Santa Ana..
• American Heritage Landscape, Inc. — Canoga Park
Tustin Landscape and Lighting District:
• Merchants Landscape Services, Inc. — Santa Ana...
• Spectrum Care Landscape, Inc.— Foothill Ranch....
• American Heritage Landscape, Inc. — Canoga Park
$ 328,676
$ 383,588
$ 628,040
$ 292,668
$ 350,676
$ 401,292
Additionally, an interview of Merchants Landscape Services was also performed by staff as they
are potentially a new service provider to the City in this regard.
As a result of the solicitation, having two service providers is anticipated to 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.
Based upon staff's evaluation, interview, reference checks and past performance, it is
recommended that City Council award the subject contracts.
ack, P.E.
blic Works /City Engineer
S: \City Council Items\2013 Council ItemsWward of Contracts for Landscape Maintenance Service.docx