HomeMy WebLinkAbout07/19/2005, C5 - LANDSCAPE MAINTENANCE SERVICES REQUEST FOR PROPOSALS l I
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council 7-19-05
acenba aepont cs
CITY OF SAN LUIS O B I S P O
FROM: Jay Walter, Public Works Director
Prepared by Lawrence S. Tolson, Program and Project Coordinator
SUBJECT: LANDSCAPE MAINTENANCE SERVICES REQUEST FOR PROPOSALS
CAO RECOMMENDATION
1. Reject proposals received for Landscape Maintenance Services Specification#90528.
2. Authorize staff to re-advertise for proposals.
3. Authorize the CAO to execute a contract with the selected firm or firms if the cost is within
the budget of$229,100.
DISCUSSION
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 Lots
D. Water Reclamation Facility
On May 3, 2005, Council approved a request for proposals (RFP) for landscape services and
authorized staff to advertise for proposals. Only two proposals were received and reviewed. With
one proposing firm having licensing conflicts and the other proposal far beyond the available
budget(in excess of 200% greater), staff recommends rejection of the two proposals. As part of the
re-advertising for proposals, staff intends to extend the proposal period from 4 weeks to 8 weeks
with the anticipation of greater contractor participation. Conversations with a few of the contractors
who had not submitted a previous proposal indicated a longer proposal period would be desired for
them to consider the proposal again.
The existing landscape services contracts expired on June 30, 2005. These agreements included 2.
local contractors: Tennis Landscape for work in categories A and B above; and SLOSCAPE for
work categories C and D. Staff was able to amend the agreement with SLOSCAPE to continue
work in categories C and D on.a month to month basis until a new RFP process is complete. We
Were not able to amend the agreement with Tennis Landscape due to licensing conflicts; leaving
categories A and B without landscape maintenance. Staff determined the turf areas to be tate
highest maintenance priority of categories A and B, and requested SLOSCAPE provide only the
turf maintenance work in various areas of category A. SLOSCAPE, a smaller business, was able to
include the turf maintenance along with their work in categories C and D. With this contract
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extension, various locations in category A will be maintainedata reduced service level, focusing
only on the turf maintenance. Until the RFP process is completed category B locations (traffic
islands, medians and sound walls) will not receive any landscape maintenance, leaving less than
desirable appearances. Any required emergency maintenance work during this RFP period would
be done by Parks Maintenance staff.
Review Process Schedule
issue RFP for landscape services 7-20-05
Proposal closing date 9-16-05
Complete proposal evaluation 9-23-05
Conduct finalist interviews 9-30-05
Award contract by the CAO 10-14-05
Execute contract and begin services 11-1-05
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 landscape areas and street median islands in areas A and B is provided by the
City's General Fund. Funding for the Parking Lot and Water Reclamation Facility areas C and D
is provided by the Parking Fund and the Sewer Fund, respectively.
Available
Category Funding Source Budget
Areas A&B General Fund 172,600
Areas Area C Parking Fund 32,500
Area D Utitily Fund 24,000
Total _ . _ _ 229,1001
ATTACHMENT
A copy of the Requesttor Proposals is available in the Council Reading File.
J:\USERS\EvERYONEI_Council Agenda Reports\2005 agenda reports\Engineeiing and Maintenance Services (Walter)\Parks and Trees
Maintenance(Beights)U.andscape Maintenance Seh ice#90258k.doc
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