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Home My WebLink About2014-07-08 Item 11 City of Chula Vista Staff Report File#:, Item#: 11. 14-0383 RESOLUTIONNO.2014-127OFTHECITYCOUNCILOFTHECITYOFCHULAVISTA ACCEPTINGBIDSANDAWARDINGLANDSCAPEMAINTENANCECONTRACTSBETWEENTHE CITYANDBLUESKIESLANDSCAPE,INC.,PINNACLELANDSCAPE,ANDRC’SLANDSCAPE FORLANDSCAPEMAINTENANCESERVICESINFIVECOMMUNITYFACILITIESDISTRICTS AND AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE THE CONTRACTS RECOMMENDED ACTION Council adopt the resolution. SUMMARY OnMay5,2014,theCityreceivedeightbidsforlandscapemaintenanceservicesinfiveCommunity FacilitiesDistricts(“CFDs”).FundingforthecontractsisincludedwithinthebudgetforeachCFD. Today’sactionistoacceptthebids,awardthecontractstoBlueSkiesLandscape,Inc.,Pinnacle Landscape,andRC’sLandscape;andauthorizeenteringintolandscapemaintenancecontractswith each contractor. ENVIRONMENTAL REVIEW TheDevelopmentServicesDirectorhasreviewedtheproposedactivity,consistingofacceptingbids andawardinglandscapemaintenancecontracts,forcompliancewiththeCaliforniaEnvironmental QualityAct(CEQA)andhasdeterminedthattheactivityisnota"Project"asdefinedunderSection 15378oftheStateCEQAGuidelinesbecausetheproposalconsistsofcontinuingcity administrative/maintenanceactivities,whichwillnotresultinanyadversephysicalchangeorimpact totheenvironment.Therefore,pursuanttoSection15060(c)(3)oftheStateCEQAGuidelines,the activity is not subject to CEQA. Thus, no environmental review is required. BOARD/COMMISSION RECOMMENDATION Not Applicable. DISCUSSION TheCityofChulaVistahas42OpenSpaceDistrictsandMaintenanceCommunityFacilitiesDistricts (collectivelythe“Districts”).TheCityleviesanannualassessmentonpropertyownerswithineach Districttoprovidefundingformaintenanceofcommonareaspaces.TheCitycontractswith landscape firms to provide landscape maintenance services in the Districts. Infive(5)CommunityFacilitiesDistricts(“CFDs”)thelandscapemaintenancecontractsareinthelast optionyear.The5CFDsweredividedintofour(4)groupsforthepurposeofbidding(“BidGroups”), astwooftheCFDs(Village1West,NorthernSlopes&OtayRanchAB)aresmallerthantheother3 andareadjacenttoeachother.Bycombiningtheareas,economiesofscalecouldbeobtained.The City of Chula VistaPage 1 of 3Printed on 7/17/2014 powered by Legistar™ File#:, Item#: 11. 14-0383 four (4) Bid Groups are as follows: •Group 1 - Sunbow II •Group 2 - Otay Ranch Sta-B •Group 3 - Village 1 West, Northern Slopes & Otay Ranch AB •Group 4 - Village 11, Phase 3 PublicWorksstaffpreparedspecificationsandadvertisedtheservicesbyBidGrouponApril10, 2014.Amandatorypre-bidmeetingwasheldonMondayApril14,2014.Thepurposeofthemeeting wastoreviewandclarifythebidrequirements.Staffexplainedthatbidswouldbeevaluatedand contractsawardedbyBidGrouptothelowestmostcompetentandqualifiedbidderforeachBid Group. OnMay5,2014,theDirectorofPublicWorksreceivedandopenedeight(8)bidsfromthefollowing companies: •Acacia Landscape •Aztec Landscape •Blue Skies Landscape, Inc. •Brickman Group •ParkWest Landscape •Pinnacle Landscape •RC’s Landscape •TruGreen Lawn Care The lowest qualified bidders recommended for award are as follows: GroupContractorAnnual Amount 1 - Sunbow IIBlue Skies Landscape, Inc.$355,000 2 - Otay Ranch Sta-BPinnacle Landscape$335,916 3 - Village 1 WestBlue Skies Landscape, Inc.$223,571 3 - Otay Ranch ABBlue Skies Landscape, Inc$222,551 4 - Village 11, Phase 3RC’s Landscape$184,000 Thebidssubmittedbythecontractorsareconsistentwithstaff’sestimates.Staffcheckedtheir referencesandreceivedfavorablecommentsandreviewedtheirbidsanddeterminedthatthebid packagesarecomplete,withnoerrorsoromissions.Therefore,staffrecommendsacceptingthebids andawardingthelandscapemaintenancecontractstoBlueSkiesLandscape,Inc.,Pinnacle Landscape,andRC’sLandscape.ThecontractsarepresentedforyourapprovalontheCity’s standard form, customized for this particular scope of work. Key provisions include: Thecontractsareforoneyearwithfiveone-yearoptionsbymutualagreementofthecontractorand Cityifworkperformanceissatisfactory.Pricesshallbefirmforthefirstcontractyear.Fortheoption years,priceincreasesarebasedonchangeintheannualSanDiegoAreaConsumerPriceIndex,for City of Chula VistaPage 2 of 3Printed on 7/17/2014 powered by Legistar™ File#:, Item#: 11. 14-0383 anamountnottoexceed5%.TheCityreservestherighttoacceptoptionyearpriceincreasesor terminate the contracts without penalty. Thecontractorswhobidonthisprojectarenotrequiredtopayprevailingwagestopersonsemployed bythemfortheworkperformedunderthisproject.However,recentstatelegislationmayimpose prevailingwagerequirementsontheworktobeperformedduringthetermofthecontract.IftheCity determinesthatitisrequiredbylawtopayprevailingwages,theCityandContractorshallamendthe termsofthecontract,asnecessary,toensurecompliancewithallapplicablestateandlocallaws governing the payment of prevailing wages. Disclosure Statement Attachment 2 is a copy of the Contractor’s Disclosure Statements. DECISION-MAKER CONFLICT StaffhasreviewedthepropertyholdingsoftheCityCouncilandhasfoundnopropertyholdings within500feetoftheboundariesofthepropertywhichisthesubjectofthisaction.Staffisnot independentlyaware,andhasnotbeeninformedbyanycouncilmember,ofanyotherfactthatmay constitute a basis for a decision maker conflict of interest in this matter. LINK TO STRATEGIC GOALS TheCity’sStrategicPlanhasfivemajorgoals:OperationalExcellence,EconomicVitality,Healthy Community,Strong&SecureNeighborhoodsandaConnectedCommunity.Thisactionsupportsthe goalofaHealthyCommunity,whichincludesmaintainingcommunityopenspaceforpublic enjoyment. CURRENT YEAR FISCAL IMPACT ThereisnoimpacttotheGeneralFundfromthisaction.Alllandscapemaintenancecostswillbe borne by the respective property owners in each Community Facilities District. ONGOING FISCAL IMPACT The annual contract cost will be included in the annual budget for each Community Facilities District ATTACHMENTS 1.Landscape Maintenance Contracts 2.Contractor’s Disclosure Statements Staff Contact: Silvia Cosio City of Chula VistaPage 3 of 3Printed on 7/17/2014 powered by Legistar™ RESOLUTION NO. 2014-_____ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING BIDS AND AWARDING LANDSCAPE MAINTENANCE CONTRACTS BETWEEN THE CITY AND BLUE SKIES LANDSCAPE, INC., PINNACLE MAINTENANCE SERVICES IN FIVE COMMUNITY FACILITY DISTRICTS AND AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE THE CONTRACTS WHEREAS, the City has 42 Open Space Districts and Maintenance Community Facility Districts and levies an annual assessment on property owners within each district to provide funding for maintenance of common area spaces; and WHEREAS, the City contracts with landscape firms to provide landscape maintenance services for the Districts; and WHEREAS, in five Districts, the landscape maintenance contracts are in the last option year and expire on June 30, 2014; and WHEREAS, on April 10, 2014, City staff issued a Request for Proposals for landscape maintenance services for common area spaces within the five Districts; and WHEREAS, in the Request for Proposal, the common area spaces within the five Districts were broken into four (4) groups as follows: Group 1 - Sunbow II, Group 2 - Otay Ranch StaB, Group 3 - Village 1 West Northern Slopes & Otay Ranch AB, and Group 4 - Village II Phase 3; and WHEREAS, a mandatory pre-bid meeting was held on April 14, 2014, to review and clarify bid requirements and to emphasize that the bids would be evaluated and contracts awarded by Bid Group to the lowest most competent and qualified bidder for each Bid Group; and WHEREAS, City staff received bids from eight landscape maintenance companies and held a public bid opening on May 5, 2014; and WHEREAS, the following are the selected lowest qualified bidders for each Bid Group: Group Contractor Annual Amount 1 - Sunbow II Blue Skies Landscape, Inc. $355,000 2 - Otay Ranch Sta-B Pinnacle Landscape $335,916 3 - Village 1 West Blue Skies Landscape, Inc. $223,571 3 - Otay Ranch AB Blue Skies Landscape, Inc. $222,551 4 - Village 11, Phase 3 $184,000 Resolution No. 2013-_____ Page 2 NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby award landscape maintenance contracts to Blue Skies Landscape, Inc. for Community Facility District Group 1 (Sunbow 11) and Group 3 (Village 1 West and Otay Ranch AB), to Pinnacle Landscape for Community Facility District Group 2 (Otay Ranch Sta-B) and Landscape for Community Facility District Group 4 (Village 11, Phase 3) and does authorize the City Manager or his designee to execute the contracts. Presented by Approved as to form by ___________________________ ___________________________ Richard A. Hopkins Glen R. Googins Director of Public Works City Attorney