HomeMy WebLinkAbout05/03/2005, C4 - LANDSCAPE MAINTENANCE SERVICES REQUEST FOR PROPOSALS council 5-3-05
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CITY OFSAN LUIS O B I S P O
FROM: Jay Walter, Public Works Direc
Prepared by Lawrence S. Tolson, Vgram.and Project Coordinator L
SUBJECT: LANDSCAPE MAINTENANCE SERVICES REQUEST FOR PROPOSALS
CAO RECOMMENDATION .
1. Approve the request for proposals for landscape maintenance services.
2. Authorize staff to advertise for proposals.
3. Authorize the CAO to execute a contract with the selected firm or firms if the cost is within
the proposed budget of$229,100 as follows: $172,600 in the General Fund; $32,500 in the
Parking.Fund; and$ 24,000 in the Sewer Fund.
DISCUSSION
The City has a long-standing policy of using contractors where appropriate for ongoing
operations and maintenance services. The current contracts for landscape services will expire on
June 30, 2005. The Park and Landscape Maintenance, Parking Services and the Utilities Water
Reclamation Programs contract out landscape maintenance services for the following areas:
A. Landscape Areas
B. Traffic Median Islands and Sound Walls
C. Parking Lot
D. Water Reclamation Facility
Workscope. The contractor is responsible for providing all maintenance services, including
labor, supplies and equipment, in accordance with the tasks and frequencies detailed in the
request for proposals (RFP). Utility services, such as water, sewer and electricity, are paid
directly by the City, and are not included in the contract.
Contract Terms. Public Works is proposing a four-year agreement with an option to renew for
another two,with annual cost increases based on changes in the consumer price index.
Review Process. The RFP calls for the proposing firms to submit two sealed envelopes: the first
with a qualifications proposal (including general information, references, and insurance
information) and the second with a price proposal. The RFP then lays out the following three-
phase selection process:
1. The review team opens the qualifications proposal and selects three to five firms for follow-
up interviews.
2. The review team interviews the selected firms and ranks them.
i
Landscape Maintenance Services Request for Proposals Page 2
3. The review team then o pens t he s ubmitted p rice p roposals from t he t op-ranked f irms a nd
recommends contract award based on best pricing, either on a per area basis or in total.
The review team will be composed of the Public Works Program and Project Coordinator,
Parking Division Manager, Administrative Services Manager, Utility Water Reclamation
Supervisor and Principal Administrative Analyst from Administration.
As noted above, the RFP allows the City to award one agreement to one selected firm for all of
the specified areas or award separate agreements to different firms for the individual areas or any
combination of areas,which ever is in the best interest to the City.
Under the three-step process outlined above, the proposals will be rated based on experience and
expertise, approach to completing the work, their understanding of the workscope and proposed
compensation. In short, contract award will not be based solely on price,but on a combination of
factors in determining the best overall proposal.
Review Process Schedule.
Issue RFP for landscape services 5-4-05
Proposal closing date 6-2-05
Complete proposal evaluation 6-11-05
Conduct finalist interviews 6-18-05
Award contract by the CAO 6-21-05
Execute contract and begin services 7-1-05
CONCURRENCES
The Utilities Department supports the use of contract services for this purpose and has adequate
funding available to support this work. The Parking Fund has adequate funding available to
support this work as well.
FISCAL IMPACT
Funding for the Parking Lot and Water Reclamation Facility areas C and D is provided by the
Parking Fund and the Sewer Fund, respectively. Funding for the landscape areas and street
median islands in areas A and B is provided by the City's General Fund.
This r equest i ncludes t he C ouncil a ction o f February 15, 2005, which authorized the CAO to
approve requests for proposals for landscape maintenance services at other park areas that were
displaced by the transferring of two existing staff to the Damon-Garcia Sport Fields, including
funding of$126,000. City staff has identified new contract work locations that will be included
in this contract. Contracting out maintenance services at the new sites will offset the shift of two
regular maintenance staff to the Damon-Garcia fields.
The proposed 2005-07 Financial Plan includes a request of $6,000 for additional landscape
maintenance of four new street median islands on Los Osos Valley Road. In addition, included
cy-Z
Landscape Maintenance Services Request for Proposals Page 3
with 2005-07 operating cost reductions options is a $42,400 annual reduction in landscape
maintenance services, which is achieved by reducing maintenance frequencies in Areas A and B
from weekly to monthly and from monthly to quarterly. This will result in less maintenance of
traffic islands, sound walls and other small landscaped areas.
In summary, the $126,000 Damon Garcia funding, $6,000 street median island addition and the
remaining $40,600 budgeted for areas A and B, bring the total funding available from the
General Fund to $172,600.
The following summarizes current and proposed contract landscape maintenance costs:
Current Proposed
Locations _. _ __- _ Costs Budget
Landscape Areas,Traffic Islands&Sound Walls(Areas A&B)
Current Areas Maintained by Contract 80,800 40,600
Added Median Islands on Los Osos Valley Road 6,000
Contract Services to Backfill for Damon-Garcia Fields 126,000
Total General Fund:Areas &B 80,800 172,600
Parking Lot Landscape Areas(Area C) 22,896 32,500
Water Reclamation Facility Landscape(Area D) 17,796 24,000
Total _ $121,492 $229,100
*Pending City Council approval of the proposed 2005-07 Financial Plan
Estimated costs for both categories C and D are higher due to expected increases in prices from
the previous contract.
ALTERNATIVES
There are no feasible alternatives based on the Council's actions of February 15, 2005.
ATTACHMENT
Excerpt from RFP: Contract Landscape Maintenance Areas and Frequency of Work
ON FILE IN THE COUNCIL OFFICE
The RFP is available for review in the Council reading file.
.J:\USERS\EVERYONE\ Council Agenda Reports\2005 agenda reports\Engineering and Maintenance Services (Walter)V'arks and Trees
Maintenance(Beights)Uandscape Maintenance Ssrvice#90258.doc
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Section B
LOCATIONS AND FREQUENCIES OF WORK
The following pages list the locations and frequencies of work for the four work categories:
CATEGORY A-LANDSCAPED AREAS
CATEGORY B -TRAFFIC MEDIAN ISLANDS AND SOUNDWALLS
CATEGORY C -PARKING LOTS
CATEGORY D-WATER RECLAMATION FACILITY
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