HomeMy WebLinkAbout11 ANN'L LDSCPE MAINT 06-07-04
AGENDA REPORT
Agenda Item
Reviewed: ~
City Manager
Finance Director
11
MEETING DATE:
JUNE 7, 2004
TO:
WILLIAM A. HUSTON, CITY MANAGER
FROM:
PUBLIC WORKS DEPARTMENT/FIELD SERVICES
SUBJECT:
AWARD OF CONTRACT FOR ANNUAL LANDSCAPE MAINTENANCE
SERVICES FOR GENERAL FUND AREAS FROM JULY 1, 2004
THROUGH JUNE 30, 2005 WITH THE OPTION OF THREE ONE-YEAR
EXTENSIONS
SUMMARY
Award of contract for annual landscape maintenance services to TruGreen Land Care to provide
landscape maintenance services in the City of Tustin's General Fund Areas. The contract will provide
for all daily and periodic landscape maintenance service needs for the Fiscal Year 2004/2005 with the
option of three one-year extensions through June 30, 2008.
RECOMMENDATION
It is recommended that the City Council award the subject contract to TruGreen Land Care in the
amount of $185,850.00 and authorize the Mayor and the City Clerk to execute the contract
documents on behalf of the City.
FISCAL IMPACT
Sufficient funds for this contract will be appropriated in the City of Tustin's Field Services and Water
Services Operating Budgets for the Fiscal Year 2004/2005. It is anticipated that the Operating Budgets
for the following three years will contain similar amounts for the optional three one-year extensions.
BACKGROUND
The current Landscape Maintenance Services Contract for General Fund Areas will expire on June
30, 2004. The City Council authorized advertisement for two new proposals, one for Assessment
District Areas and another for General Fund Areas on March 15, 2004. Two mandatory walkthrough
meetings were held on March 30, 2004, with six prospective bidders attending the Assessment
District meeting and seven attending the General Fund Areas meeting. Only one proposal packet for
each area was received from TruGreen Land Care on April 8, 2004. City staff investigated the reason
for receiving only one proposal by contacting the prospective bidders that attended the mandatory
meetings and found that one could not meet the City's bonding requirements, another could not
provide the bond in a timely manner, and two did not think they could be competitive in their price with
the required level of service as compared to the current contracts. In addition, Lanco Landscape, the
current contractor for the General Fund areas, decided to eliminate the landscape maintenance
division of their business and devote their resources to general contracting.
Award of Contract for Annual Landscape Maintenance Services for General Fund Areas from
July 1,2004 through June 30,2005 with the Option of Three One-Year Extensions
June 7, 2004
Page 2
DISCUSSION
The specifications for the new contracts stated that the intent of the City was to have two separate
contractors (one for each area) to provide the required landscape services similar to the current
contracts. Separate contracts for each area provide additional resources and flexibility in case of
unsatisfactory performance in one area.
TruGreen Land Care, the current provider for the Assessment District areas, was the only contractor
who submitted proposal packets for both areas. As a result, City staff waived the requirement for two
separate landscape contractors and initiated negotiation with TruGreen Land Care for possible award
of both contracts to them. The negotiations resulted in a proposal of $185,850 for landscape
maintenance services for the General Fund Areas.
Therefore, staff is recommending award of the General Fund Areas and the Assessment District
Areas contracts to TruGreen Land Care. Trugreen Land Care will be monitored closely during the
year for performance and adherence to the contract requirements.
The City Council is hereby requested to award the annual contract for Landscape Maintenance
Services for the General Fund Areas to TruGreen Land Care. The negotiated contract amount is
$185,850.00 per year, or $15,487.50 per month, for the period of July 1, 2004 through June 30, 2005
with the option of three one-year extensions through June 30, 2008. The extension will be at the sole
discretion of the City, subject to the contractor's overall satisfactory performance, and based upon
future consumer price index (CPI) adjustments. If the contractor's performance proves to be
unsatisfactory, the City will not renew the contract and solicit proposals for the 2005/06 Fiscal Year.
C~Ð~
Tim D. Serlet
Director of Public Works/City Engineer
Q.)j~ ~
Wisam Altowaiji l)
Field Services Manager
TDSWAccg:Award of contract General Fund Areas.doc