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Home My WebLink AboutAgenda Statement 1980/09/30 Item 8 COUNCIL AGENDA STATEMENT Item 8 Meeting Date 9/30/80 ITEM TITLE: Resolution /tJ279 Accepting bids and awarding contract for Installation of Orange Avenue Median Landscaping, Chula Vista, california/ SUBMITTED BY: Ci ty Eng ineer ~{1 (4/5ths Vote: Yes_ NO...x..J At 2:00 p.m. on September 3, 1980, in Conference Room 1 in the Public Services Building, the City Engineer received sealed bids for "Installation of Orange Avenue Median Landscaping, City of Chula Vista, California". The scope of the project involves installation of colored concrete with medium salt finish, complete automatic irrigation system, lawn planting, and other miscellaneous work. It is my RECOMMENDATION: That Council: 1. Authorize expenditure of $113,000 from budgeted project Orange Avenue Median Landscaping, Account No. 600-6000-RS23. 2. Accept bid sand awa rd con tr ac t to Rancho Landscape Co., Inc. for the construction of Alternate 2 with a 30 day maintenance period in the amount of $102,610. 3. Authorize the City Engineer to execute a contract change order in the approximate amount of $2,240 to install approximately the 1,425 sq. ft. of colored concrete at the unit cost of $1.57 per sq. ft. in the portion of the median island lying within the County. 4. Authorize City Engineer to proceed with the preparation of an agreement between the City and County for the installation of the landscaping of the median island within the County. BOARD/COMMISSION RECOMMENDATION: Not applicable. DISCUSSION: This project was bid with two alternates. Alternate No.1 involves the landscaping of the median with stolons for the grass and Alternate No.2 uses sod for the grass. In addition, each alternate provided for credits to the City if the length of the maintenance period was reduced. Each alternate included an additive item for the landscaping of the median island which is located within the County. Continued loz- 7/ Form A-113 (Rev. 11/79) EXHIBITS Agreement Resolution~ Ordinance Plat Notification List Letter from Other County ENVIRONMENTAL DOCUMENT: Attached Submitted on 4. ---_._-_.~- --._-- ---------- ~_._----_._- ----- Page 2, Item 8 Meeting Date 9/30/80 Bids were received from five contractors as follows: . . Contractor Landscape Irrigation Specialist, Inc. - El Cajon Rancho Landscape Co., Inc. - San Diego Valley Crest Landscaping Inc. - San Diego T.B. Penick & Sons, Inc. - San Diego C.A. Redden - National City Contractor Rancho Landscape Co., Inc. - San Diego Landscape Irrigation Specialist, Inc. - El Cajon Valley Crest Landscaping Inc. - San Diego T.R. Penick & Sons, Inc. - San Diego C. A. Redde n - National City Alternate 1 (grass planting with stolons) Credit for lawn maintenance Basic reduced to County Portion Bid 90 days 60 days 30 days Additive Item $96,363 $ 850 $1,700 $2,500 $22,873 97 , 110 1,500 3,500 6,000 27,670 128,190 9,974 6,728 4,545 9,409 148,900 2,875 5,750 8,625 10,800 164,800 990 1,980 2,970 15,155 Alternate 2 (grass planting with sod) Basic Bid Credit for lawn maintenance reduced to 90 days 60 days 30 days County Portion Additive Item $106,610 $1,000 $2,400 $4,000 $30,670 116,448 850 1,700 2,500 26,213 147,593 10,858 7,612 5,252 11,716 167,700 3,125 6,250 9,375 13,570 181,646 880 1,760 2,640 16,956 ( Dc_ 7 / -----------~--------------- ------------------------- - y. # Page 3, Item 8 Meeting Date 9/30/80 : The low bid for planting stolons, Alternate No.1, $96,363, was submitted by Landscape Irrigation Specialists, Inc. and was above the Engineer's estimate of $73,600 by $22,763 or 30.9 percent. The low bid for Alternate No.2, $106,610, was submitted by Rancho Landscape Co., Inc. and is above the Engineer's estimate of $90,400 by $16,210 or 17.9 percent. We have reviewed the bids with the City Landscape Architect and it is his recommendation that we accept the low bid for Alternate No.2 (sod) with only a 30 day maintenance period. This recommendation is based on several factors: 1. Because of the timing of construction (winter months), stolons may not be available. Even if available, they would not grow significantly until next spring; 2. Sod requires much less initial maintenance and we can reduce the contract maintenance time from 120 days to 30 days thereby saving money; 3. A better job will result with the use of sod. It is also the Landscape Architect's recommendationn that we not include the additive item (County's portion of project) for Alternate No.2. Based on the prices bid by Rancho Landscape Co., Inc. for the City's portion of the project, the County's share should not have cost more than $16,000. The bid for this work was $30,670. On August 13, 1980, Mayor Hyde, on behalf of the City Council, sent a letter to Roger Hedgecock, chairman of the Board of Supervisors, requesting County participation in the cost of landscaping approximately 650 feet of the median island lying within the County of San Diego westerly of Hilltop Drive. The County Board of Supervisors referred this matter to the staff of the County Department of Transportation for their recommendation. We have received a letter from County staff (see attached copy of letter) whereby County staff will recommend to County Board of Supervisors that: 1. The County will pay a maximum of $10,000 for the installation of the landscaping within the County. 2. The County will pay the annual cost to the City of Chula Vista for the City to maintain the landscaping within the County. (The estimated annual maintenance cost for the total median island is $7,200 per year. The County's portion of annual maintenance cost would be in the range from $600-$1000 per year. ) 3. The City prepare an agreement for approval by the County Board of Supervisors and the Chula Vista City Council for the I Gee ~ --.----- ------_._._--~_. _._---~--- --.-----.- -.--- -- ~. Page 4, Item 8 Meeting Date 9/30/80 .: construction and maintenance of the landscaping improvements within the County. It is Engineering staff's recommendation that the City Council award the contract to Rancho Landscape Co., Inc. of San Diego to install all the landscaping within the City and in addition to install the colored concrete in the nose of the median island at Hilltop Drive lying within the County. Rancho Landscape Co. bid a unit price of $1.57 per sq. ft. for the colored concrete. The cost of installing the colored concrete within the nose of the median island would therefore be approximately $22,040. The reason for installing the colored concrete within the County's portion at this time is to limit the landscaping work to be done within the County at a later date under separate contract to one craft or specialty contractor. We are recommending that City staff be directed to work with County staff to complete the landscaping within the unincorporated area. The current estimate to complete landscaping, by contract, in the County area is $14,000. Since this portion is a relatively small project, we will evaluate doing some or all of the work with City forces which we anticipate could be done for under $10,000. We'll return to Council with a final agreement. Because the contract is being awarded for planting sod and the City's Landscape Architect is recommending that the maintenance period be reduced to 30 days frm 120 days, Rancho Landscape Co.' s basic bid of $106,610.00 may now be reduced $4,000, making the contract amount $102,610. FINANCIAL STATEMENT: Adequate funds are available for construction of this project. A summary of the proposed funding is as follows: Contract Amount - $102,610 Contingencies (approx. 10%) - $10,390 Total funds required to construct the project - $113,000 Funds available to construct the project - $160,000 FISCAL IMPACT: This project will require continuing maintenance by the City. The Landscape Architect has estimated that the yearly cost in today's dollars will be approximately $7,200 per year. This cost includes the expenses for labor and equipment for the lawn watering, tree maintenance, mowing, water, and other minor miscellaneous expenses. SLH: fpw/ AN009 by the City Council of ChuJa Vista, California Dated 9-3o-~o I OZ71 Office of JENNIE M. FULASZ, CITY CLERK City O~ ChuQa C\Jigta CALIFORNIA Date: To: Subject: ( ) Resolution No. ( ) Ordinance No. You will find enclosed a certified copy of the City Council document approved at the meeting of ~~~. JENNIE M. FULASZ, CMC City Clerk Enclosures STAR NEWS: PieMe pu.bwh :th.i.4 doc.u.men:t on and ~end ~ a c.opy 60~ o~ O~nanc.e Book. RECORVER: PieMe ~ec.o~d ~Md doc.u.men:t and ~e:tu.M a :to ~ at yo~ e~~:t c.onvenienc.e. ~o enc.io~ed J...6 :the ORIGINAL c.opy 06 :the ag~eemen:t. PieMe have a exec.u.:ted and ~e:tMn. :to :thJ...6 06 Mc.e. (()7-79 276 Fourth Avenue, Chu1a Vista, CA 92010 (714)575-5041 CC-685(Rev.10/79)