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Home My WebLink AboutReso 2014-195 RESOLUTION NO. 201�-19� RESOLUTIOT' OF THE CITI' COUTiCIL OF THE CITY OF CHiiLA VISTA W.AIVi.�'G IRREGULARITIES. ACCEPTI?�'G BIDS .Ai�TD AV�'.4RDII�'G L.A�DSCAPE A4AI?�iTEt�'A\'CE COI�'TRACTS BETN'EE\' THE CI7'Y .A?�TD BRICI:NIAN GROUP FOR LAI�TDSCAPE MAII�'TENANCE SERVICES FOR BID GROliP 1 OPEI�' SPACE DISTR]CTS 1. 17 AND 20 (ZO\'E 7) II�7 THE ,M40UIvT OF �181,728; BID GROUP 7 TELEGRAPH CANYON ROAD I-80� TO LA FITI�iESS AIvD OTAl' RANCH VILLAGE 1 WEST SOUTH SLOPES (CFD 99- 2) IN THE AA40U�'T OF �140;241; APPROPRIATII�'G FUI�DS THEREFOR AS SPECIFIED Ii�' THE BOD1' OF THIS RESOLUTION: AI�'D AUTHORIZII�'G THE CITY �4ANAGER OR HIS DESIGI�TEE TO EXECUTE THE CONTRACT V�'HEREAS, the Cih has 42 Open Space Districts and Maintenance Community Facility Districts (collectivelv the "Districts") and levies an annua] assessment on propert}� o��ners �vithin each district to provide fundine for maintenance of common area spaces; and V�'HEREAS. the Cit}� contracts with landscape firms to provide landscape maintenance services for the Districts: and W'HEREAS, in five Districts, the landscape maintenance contracts have lapsed; and WHEREAS, on Aueust 1�. 2014, Cit}� staff issued a Request for Proposals for landscape maintenance services for common area spaces ti�ithin five Districts; and �T�'HEREAS, in the Request for Proposal, the common area spaces ��ithin the five Districts �vere broken into two �roups ('`Bid Groups") as follo��s: Grouo 1 — OSDs l: 17. and 20 Zone 7; and Grouo 7 — Teleeraph Canyon Road I-80� to LA Fimess and Otay Ranch Villaee 1 V�'est (South Slopes): and WHEREAS, a mandatory pre-bid meetine �vas held on August 20, 2014, to re��ie�� and clarifi� bid requirements and to emphasize that the bids �;�ould be e��aluated and contracts a��azded b}� Bid Group to the lo��est responsible and responsi��e bidder for each Bid Group; and V�'HERE.AS. Cin� staff recei��ed bids from three landscape maintenance companies and held a public bid openina on September 2: 2014: and Resolution No. 2014-19� Page No. 2 VJHEREAS, the followin� bids were received for Groups 1 and 7: Name of Contractor Amount of Bid Bricl:man Grou $321,969.00 Aztec Landsca ine. lac. $346,�09.96 Blue Skies Landsca e. Inc. $358,059.71 VdHEREAS, in re��ie«�ine the bids, staff determined that some of the documents provided bv staff in the bid documents were in conflict with each other. This created an ambiRuity in how costs were to be allocated ��ithin a Bid Group. Staff eapected the costs to be allocated �i-ithin a Bid Group in one manner; however, the way the bid documents were �vritten. a bidder could have allocated these costs differently. Staff expected bidders to allocate costs for 40 hours. weekly; of irrigation s}�stems maintenance within Bid Group 1 by 23% to District l and 77% to District 20 Zone 7. The Brickma� Group, however, allocated the 40 hours of irrigation systems weekly maintenance costs «�ithin Bid Group 1 by dividing the costs equally among Districts 1, 17; and 20 Zone 7. R'hen the costs ��ere reallocated in the manner staff expected, there was no net change in the dollar amount and Bricl:man Group Bid �vas still the lowest bid ($18,399 less than the second lowest bidder) for that Group. As the bid documents stated that the contract would be awarded to the loN�est, responsible bidder by Bid Group, the Bricl:man Group, regazdless of the manner of its allocation of the costs, «�as the lowest bidder by Bid Group. Even with this error; Brickman Group`s corrected bid of $181,728 is $18,339 lower than the second lo��est bidder. Therefore, the staff recommends waiving the bid irregularity and ati�azding the convact for Group 1 to Bricl:man Group in the amount of$181,728. NOW, THEREFORE, BE IT RESOLVED that the Cit}� Council of the City of Chula Vista does find. ha��ing considered the evidence presented in the documents and testimony at the hearin�, that the error in the bid from Brickman Group is immaterial and that it is in the public interest to ti�aive the error and accept the bid. BE IT FURTHER RESOLVED that the City Council of the City of Chula Vista does hereb}� appropriate �1�.000 to the Open Space District 1 Supplies and Services Cateeory from the Open Space District 1 Fund for landscape maintenance services. BE IT FURTHER RESOLVED that the City Council of the City of Chula Vista does hereby accept the bid. waive the error in the low bid from Brickman Group as immaterial, award a landscape maintenance contract to Bricl:man Group for Open Space District Groups 1 and 7 in the amount of$321,969. and authorize the City Manaeer or his designee to e�ecute the contract. Presented by Approved as to form by ichard A. Hop ❑ en R. Goo ins ` Director of Pub c V✓orks Cit ey Resolution ?��o. 2014-19� Paee?�'o. 3 PASSED. APPROVED. and ADOPTED b� the Cit�� Council of the Cin� of Chula Vista. California. this 28th da� of October 2014 b�� the follo«�in� vote: AYES: Councilmembers: .4euilaz. Bensoussan. Ramirez. Salas and Cos \?AYS: Councilmembers: ?�'one ABSENT: Councilmembers: I�'one � Chervl Cox. A ' ��or ATTEST: �� , � � Donna R. I`'oms. Cb4C. Cit��'Clerk STATE OF CALIFORNIA ) COUI�TTY OF SAI�' DIEGO ) CITY OF CHULA VISTA ) I. Donna R. l�ioms. Citv Cierk of Chula Vista Califomia, do herebv certifi� that the foreeoine Resolution I�ro. 201�-19� was dulv passed; approved. and adopted b�� the Cit}� Council at a reeular meetine of the Chula Vista Cit�� Council held on the 28th da�� of October 2014. E�ecuted this 28th dav of October 2014. � Donna R. I�'oms. 9C. Cin�Clerk