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Home My WebLink About11/01/2005, C6 - LANDSCAPE MAINTENANCE SERVICES SPEC. NO. 90528 council MwbnNo November 1,2005 acEnaa Report '�" C CITY OF SAN LUIS O B I S P O FROM: Jay D.Walter, Public Works Direct* Prepared By: Lawrence S. Tolson L. i. SUBJECT; LANDSCAPE MAINTENANCE SERVICES SPEC. NO. 90528 CAO RECOMN ENDATION 1. Award and execute a contract to SLOSCAPE in the amount of $188,965 for landscape maintenance services categories A and B. 2. Award and execute a contract with Rainscape in the amount of $40,975 for landscape maintenance services category C and $26,578 for landscape maintenance services category D. 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 Lot D. Water Reclamation Facility On May 3, 2005 the Council 1) approved a request for proposals (RFP) to furnish landscape maintenance services for various city facilities, and landscaped areas; 2) authorized distribution of the RFP; and 3) authorized the City Administrative Officer to award contracts if costs were within the proposed budget of $229,100 as follows: $172,600 from the General Fund; $32,500 from the Parking Fund,and$ 24,000 from the Sewer Fund. On July 19, 2005 the Council 1) rejected proposals received to furnish landscape maintenance services; 2) re-authorized advertisement of the RFP; and 3) authorized the City Administrative Officer to award contracts if costs were within the proposed budget of $229,100. Because the bids received came in over the budgeted amounts, Council approval is required to award.the contracts. As explained in the fiscal impact section, no additional budget appropriations are necessary to award these contracts at this time. Staff will request full contract term funding as part of the 2006-07 mid-year budget review process. On September 15, 2005, two proposals were received: Rainscape, A Landscape Service Company and SLOSCAPE Landscape Construction and Maintenance. To evaluate proposals, Public Works reconvened the original review committee consisting of five city employees representing Administration, Parking Services, Utilities and Public Works Administration. After interviewing the proposing firms and checking their references, the review committee scored the firms on reliability, responsibility, quality and suitability; based on a scale from zero i I Landscape Maintenance Services Page 2 to four, with zero being unsatisfactory and four being excellent. Averaging the scores led to the following ranking- l) Rainscape 3.74 2) SLOSCAPE 3.07 Upon establishing this ranking, the review committee opened the separate price proposals as called for in the RFP. Both proposals came in higher than the contract budget. The committee then selected and recommended the best qualified firm available, within the amount budgeted, for landscape maintenance services in the various program budgets. After reviewing proposals with the selected firms, negotiations were conducted resulting in the final contract proposals. Both firms indicated during negotiations that the recent increase and instability of fuel and insurance costs resulted in higher proposals. CONCURRENCES The Utilities Department supports the use of contract services for this purpose and has funding available to support this work. The Parking Fund has adequate funding available to support this work as well. FISCAL IMPACT As shown in this table, the proposed annual contract amounts for categories A and B in the General Fund, category" C in the Parking Fund and Category D in the Sewer Fund are not within the proposed budget. The General Fund,Parks and Landscape Program, landscape services budget has funding available to cover the difference for the remainder of the 2005-06 fiscal year. The Sewer Fund, Water Reclamation Facility Program, landscape contract services budget has funding available to cover the difference for the remainder of the 2005-06 fiscal year. Additional funding for category C is available in the unreserved Parking Fund Balance. As part of the 2006-07 mid- year budget review process, staff will submit a request for an adjustment to the current funding level in order to provide adequate funds for succeeding years. __ -- - - - - Proposed Work Recommended Contract Available Amount Category Contractor Amount Budget Difference General Fund: A. and B. SLOSCAPE $188,965 $172,600 $16;365 . Landscape Areas,Median Islands and Sound Walls- Pdrkhn Fund: C. Parking Lots R_ainsca a $40,975 $32,500 $8,475 Sewer.Fund D. Water Rains-cape $26,578 $24,000 $2,578 Reclamation Facility i Landscape Maintenance Services _Page 4 ALTERNATIVES Service level reductions in Category A can lower the contract cost by $4,058, which still leaves the contract underfunded. Work frequencies for City Hall and the City/County Library locations would be reduced from 5 days per week to.3 days per week. Work frequencies for the Police Facility, Ludwig Center, Emerson/Recreation Office, Mitchell Park and the Mission Plaza extension would be reduced from 3 days per week: to 2 days per week. This level of reduction would leave City Hall and the City/County Library without daily trash pick-up and sidewalk cleaning. The Police Facility, Ludwig Center, Emerson/Recreation office, Mitchell Park and the Mission Plaza extension would receive only Monday and Friday trash pick-up and sidewalk cleaning. These reductions would most likely result in public facilities having an unkempt appearance..Service level reductions for Category B areas have already been reduced as part of the 2005-07 Operating Cost Reduction approved by Council. ATTACHMENTS Contracts I:LCoancil Agenda Reports\2005 Council Agenda Reports\Parks-Trees\LandscapeMaint\90528 CAR Award.DOC AGREEMENT ATTACHMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this by and between the CITY OF SAN LUIS OBISPO,a municipal corporation, hereinafter referred to as the City,and SLOSCAPE,hereinafter referred to as the Contractor. WITNESSETH: WHEREAS,on July 19,2005,the City requested proposals to furnish Landscape Maintenance Services, per Specification No. 90528; and WHEREAS,pursuant to said request,the Contractor submitted a proposal that was accepted by the City for said Landscape Maintenance Services; NOW THEREFORE, in consideration of their mutual promises,obligations, and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from November 1,2005 to June,30, 2009. 2. INCORPORATION BY REFERENCE. City Specification No. 90528 and the Contractor's proposal dated September 15,2005,are hereby incorporated in and made a part of this Agreement. 3. THE CITY'S OBLIGATIONS. For providing Landscape Maintenance Services as specified in this Agreement,City will pay and Contractor shall receive annual compensation for Categories A and B in a total sum not to exceed$188,965.00. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and the said specification. 5. AMENDMENTS. Any amendment,modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City. 1 �� } 774CYM C;�Av7 )-A 6. COMPLET GREEMENT. This written Agreement Iuding all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement,understanding,or representation not reduced to writing and specifically incorporated herein shall be of any force or effect,nor shall any such oral agreement,understanding,or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows-. City Finance Department City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor SLOSCAPE. Jon Ofstead P.O.Box 13310 San Luis Obispo;CA 93.406 8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute agreements for such party. IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO By: City Clerk Mayor APPROVED AS TO FORM: CONTRACTOR - - By: — i orney SLOSCAPE Jon Ofstead 2 C -S AGREEMENT ATTACHMENT 1' THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of .. ,by and between the CITY OF SAN LUIS OBISPO,a municipal corporation,hereinafter referred to as the City;and RAINSCAPE, A LANDSCAPE SERVICE COMPANY,hereinafter referred to as the Contractor. WITNESSETH: WHEREAS,on July 19,2005,the City requested proposals to furnish Landscape Maintenance Services per Specification No.90528;and WHEREAS,pursuant to said request,the Contractor submitted a proposal that was accepted by the.City for said Landscape Maintenance Services; NOW THEREFORE, in consideration of their mutual promises, obligations,and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from November 1,2005 to June 30, 2009. 2. INCORPORATION BY REFERENCE. City Specification No. 90528 and the . Contractor's proposal dated September 15,2005, are hereby incorporated in and made a part of this Agreement. 3., THE CITY'S OBLIGATIONS. For providing Landscape Maintenance Services as specified in this Agreement,City will pay and Contractor shall receive annual compensationin a total sum not to exceed for Category C $40,975.00, and for Category D$26,578.00. 4. CONTRACTOR'S OBLIGATIONS. 'For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City,Contractor agrees with City to do everything required by this Agreement and the said specification. 5. AMENDMENTS. Any amendment,modification,or variation from the terms of this Agreement shall be in.writing and shall be effective only upon approval by the City Administrative Officer of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference,shall constitute the complete agreement between the parties hereto. No oral agreement,understanding, or representation not reduced to writing and specifically A�reNM incorporated herein shall be'' ,y force or effect,nor shall any such oral cement,understanding,or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Finance Department City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor RAINSCAPE,A LANDSCAPE SERVICE COMPANY Albert Hummel P.O. Box 4132 San Luis.Obispo,CA 93403 8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Contractor do covenant-that each individual executing this agreement on.behalf of each party is a person duly authorized and empowered to execute agreements for such party. IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO By: City Clerk Mayor APPROVED AS TO FORM: CONTRACTOR - — By: _. omey RAINSCAPE,A LANDSCAPE SERVICE CONPANY Albert Hummel 2 C� —