HomeMy WebLinkAboutAgenda Statement 1987/06/23 Item 12 COUNCIL AGENDA STATEMENT
Item 12
Meeting Date 6/23/87
ITEM TITLE: Resolution 0()(//k Ste' Accepting bids and awarding landscape
maintenance contracts for Open Space Districts
SUBMITTED BY: Director of Parks and Recreation
Director of Public Works/City Engineer mir
REVIEWED BY: City Manager , it (4/5ths Vote: Yes No X )
Request for bids to provide landscape maintenance services for the Open Space
Districts No. 3, 6, 8, 10, 11 , 15 were let out on June 2, 1987 and received on
June 16, 1987.
RECOMMENDATION: That Council adopt resolution and accept bids and award
contracts to the following low bidders:
BOARDS/COMMISSIONS RECOMMENDATION: Not applicable.
DISCUSSION:
Sealed bids were received by the City Engineer on June 16, 1987, to provide
landscape maintenance for Open Space District Nos. 3, 6, 8, 10, 11 , 14, and 15
for FY 1987-88. The following chart lists the bids submitted from the various
contractors:
Aztec Sensational OK
District Landscaping Creation Landscaping
3 - 19,416 22,605
6 - 9,480 -
8 - 18,954 24,500
10 30,367 23,491 -
11 - 32,134 -
14 14,900 9,206 -
15 7,300 5,156 -
A total of seven RFP packages were picked up during the advertising period.
An additional ten landscape contractors were notified by staff by telephone.
At the pre-bid tour on June 11 , 1987, there were four interested contractors.
Open Space Districts 1 , 2, 4, 5, 7, and 9 were not let out to bid. The City
elected to exercise its option to renew the contracts for an additional year
with the existing contractors.
Page 2, Item
Meeting Date
successful bidders were:
District Contractor Amount
3 Sensational Creation $19,416
6 Sensational Creation 9,480
8 Sensational Creation 18,954
10 Sensational Creation 23,491
11 Sensational Creation 32,134
14 Sensational Creation 9,206
15 Sensational Creation 5,156
A comparison of contract cost for the past two years is as follows:
1986-87 1987-88 Percentage
District Contract Bids Difference Increase
3 11 ,045 19,416 +8,371 76%
6 7,220 9,480 +2,260 31%
8 10,840 18,954 +8,114 75%
*10 5,200 23,491 -- --
11 26,000 32,134 +6,134 24%
14 N/A 9,206 -- N/A
15 N/A 5,156 -- N/A
* District 10 was combined with District 13 increasing maintenance acreage
from 16.31 acres to 57.13 acres.
It is staff's opinion that contractors submitting low bids in the recent years
were not bidding to comply fully with the specifications in the contract.
Since the incorporation of a full-time Open Space Coordinator in 85/86,
contractors have been held more accountable for failure to fulfill contract
speci fications.
In District #3 and #8, the bids accepted in fiscal 86-87 were lower than
fiscal 83-84 bids. Staff contends that if the "low-ball " bidding had not
taken place the past three years, the increase in 87-88 bid would not have
been as dramatic. The average increase for District #3 the past four years is
12.5% and 14.1% for District #8. For the past three contract years, the
department has had a considerable amount of difficulty in enforcing
contractors to fully comply with the required maintenance. The level of
maintenance in these districts is considerably higher due to the high
visibility of open space areas; i .e. , major roadways adjacent to open space,
litter control , weed control , and irrigation repair requirements in these
districts. Because of the "low ball " contracts, contractors were not
assigning sufficient manhours to accomplish all of the required tasks.
Page 3, Item 12
Meeting Date 6/23/87
In preparation of assessments, the department will recommend the reserve
requirement of 50% be reduced to 20% in District #3 and #8 to offset the
impact of the increased maintenance contracts for FY 87-88.
50% Reserve 20% Reserve
Assessment Assessment Recommend
District 86-87 87/88 Assessment
#3 $ 145 $ 245 $ 210
#8 209 282 234
FISCAL IMPACT: Total cost for maintaining these districts is borne by
respective homeowners in each district.
WPC 0789R
15y the City Council of
Chula Vista, California
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