HomeMy WebLinkAboutAgenda Statement 1978/06/20 Item 14CITY OF CHl1LA VISTA
COUNCIL AGENDA STATEMENT Iter~ No. •~
For meeting of 6-20-78
ITEM TITLE Resolution y ~-`~ Accepting Bids, Awarding Contract, Adjusting Budgets and
Setting Assessments for Open Space Districts No.l through 7
SUBMITTED BY Director of Parks and Recreation
ITEM EXPLANATION (4/5TH'S VOTE REQUIRED YES X NO )
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On August 7, 1973, the City Council authorized Open Space District No. 1 in E1 Rancho del
Rey. Since that time, the following Open Space Districts have been authorized by Council.
District No. Location
2 Slopes on Orange Avenue
3 Rancho Robinhood
4 Bonita Ridge
5 South Bay Villas
6 Hilltop Vista
7 Zenith II, III and IV
8 Rancho Robinhood No. 3
9 El Rancho del Rey No. 5
All of the present open space districts have been created as part of subdivision development.
The subdivision developer installs the landscaping for the district in accordance with guide-
lines prepared by the City's Landscape Architect. The developer is then responsible for the
maintenance of the district during a one-year period after landscape installation. Following
the one-year maintenance period, and a final inspection and approval by a representative of
the City, the City asswmes maintenance responsibility for the districts.
Maintenance
Open Space District maintenance is performed by private landscape contractors who are selected
and approved by Council each year through the City's contract bidding process. Prior to fis-
cal year 1978-79, Open Space Districts No. 1, 2 and 3 were the only districts for which the
City had asstumed maintenance responsibility. Open Space Districts No. 4, 5, 6 and 7 are
aaaea to the c:ity~s maintenance res nsiaility auring ziscal year l~ru-ry.
EXN~BITS n inu on pp mental Page No.
Agreement Resolution X Ordinance Plat Notification List,
Other ENVIRONMENTAL DOCUMENT: Attached Submitted on
FINANCIAL IMPACT
Increase in open space district assessments and budget adjustments in open space district
funds are recommended.
STAFF RECOMMENDATION
See supplemental page 3
BOARD/COMMISSION RECOMMENDATION
COUNCIL ACTION
AGENDA ITEM NO. 14
Assessments
Supplemental Page No. 2
6-20-78
The maintenance, utilities and material costs for the open space districts are borne by
the homeowners in the respective districts through asses~a_nents set by Council each year
to meet these costs.
MAINTENANCE CONTRACTS FOR FISCAL YEAR 1978-79
Sealed bids were received by the City Engineer on May 30, 1978 to provide landscape mainten-
ance for Open Space Districts No. 1, 2, 3, 4, 5, 6 and 7; only one bid was received. The
lone bidder is Environmental Care, Inc., the current contractor for Open Space Districts
No. 1, 2 and 3. The following amounts were bid for each open space district.
District No. Name *Amount Bid Amount Budgeted Difference
1 El Rancho del Rey $ 9,370 $10,660 +$ 1,290
2 Orange Avenue 5,050 5,720 + 670
3 Rancho Robinhood 16,490 15,150 - 1,340
4 Bonita Ridge 7,390 ** 20,000 + 12,610
5 South Bay Villas 11,415 4,930 - 6,485
6 Hilltop Vista 8,760 4,050 - 4,710
7 Zenith 4,380 2,490 - 1,890
Total $62,855 $63,000
*The amount shown is the bid amount less 6% discount allowed by the bidder for awarding all
districts to the same contractor.
**The amount budgeted is for Units 1, 2, 3 and 4 in Bonita Ridge Estates during a full year.
Units 2, 3 and 4 will not be accepted from the developer until after the start of the year,
and thus will not require maintenance for the full year.
There is a wide variation between the amount bid and the amount budgeted in sane districts.
This variation is attributed to the difficulty experienced in estimating maintenance costs
from conceptual plans as long as three years before actual maintenance responsibility starts
and sharply increasing maintenance costs between the original estimate and the award of the
contract. To overcome this difficulty in the future, staff will make periodic adjustments
in the original estimates for all new open space districts. The adjustments will be made
each year before budget preparation, to reflect inflation and unusual maintenance problans
discovered during landscape installation.
Staff recommends that Council accept the bid and award the contract in an amount not to
exceed $62,855 to Environmental Care, Inc. for landscape maintenance of Open Space Districts
No. 1, 2, 3, 4, 5, 6 and 7 during the period of July 1, 1978 through June 30, 1979.
BUDGET ADJUSIIVIIIVTS
Budget adjustments in the following accounts are recommended to reflect the true maintenance
cost for each open space district:
District No. Account No.
Increase/Decrease Amount
1 551-5510-5298 Decrease $ 1,290
2 552-5520-5298 Decrease $ 670
3 553-5530-5298 Increase $ 1,340
4 554-5540-5298 Decrease $12
610
5 555-5550-5298 Increase $ ,
6,485
6 556-5560-5298 Increase $ 4,710
7 557-5570-5298 Increase $ 1,890
ASSESSMENTS
The following table shows the assessments required for each open space district for the
caning year.
AGENDA ITEM N0. 14
Supplemental Page No. 3
6-20-78
*Amount Required Estimated Yearly
for Fiscal Year Assessment per Unit Present Assessment
District No. 1978-79 or Equivalent Unit or Estimate Increase
1 $19,635 $ 25.52 $25.52 -0-
2 7,400 28.00 28,00 -0-
3 ** 32,350 254.00 76.89 + $177.11
4 21,550 103.00 45.56 + 57.40
5 17,550 147.00 74.16 + 72.84
6 12,570 78.00 57.04 + 25.96
7 8,540 82.00 12.82 + 69.18
*Includes 10°fo contingency funds.
**Includes $6,190 repayment of funds advanced to cover maintenance costs prior to initial
receipt of funds.
Special note is made of the required assessment for District No. 3. This district is an
unusual case in that it is a very large district with a small nLUnber of units. The initial
assessment for this district was estimated low; moveover, Council had to authorize a
$12,038 loan to cover cash outflow during the time between the City's assuming maintenance
responsibility and the first payments being made into the district fund.
STAFF RECO11~Il1~IIIVDATION
1. Accept bid and award contract to Environmental Care, Inc. for landscape maintenance
of Open Space Districts No. 1 through 7 in an amount not to exceed $62,855.
2. Authorize budget adjustments in the following accounts:
Account No . Amount
551-5510-5298 Decrease $ 1,290
552-5520-5298 Decrease $ 670
553-5530-5298 Increase $ 1,340
554-5540-5298 Decrease $12,610
555-5550-5298 Increase $ 6,485
556-5565-5298 Increase $ 4,710
557-5570-5298 Increase $ 1,819
3. Authorize the followiu~;~ assessments for each open space district and direct the City
Engineer to spread these amounts in accordance with the assessment rolls:
District No. Amount
1 $19,635
2 $ 7,400
3 $32,350
4 $21,550
5 $17,550
6 $12,570
7 $ 8,540