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Home My WebLink About06/16/2009, C3 - AWARD CONTRACT AGREEMENTS FOR LANDSCAPE MAINTENANCE SERVICES, SPECIFICATION NO. 90897 council Junne 16,2009 acEnba PepoM CITY OF SAN LUIS OBISPO FROM: Jay Walter, Public Works Director 9DW Prepared By: Keith Pellemeier, Public Works Supervisor, Urban Forest SUBJECT: AWARD CONTRACT AGREEMENTS FOR LANDSCAPE MAINTENANCE SERVICES, SPECIFICATION NO. 90897 RECOMMENDATION 1. Award and execute a contract with Tennis Landscape Corporation in the amount of$167,232 for landscape maintenance services for Categories A and E. 2. Award and execute a contract with Earthscapes in the amount of $91,658 for landscape maintenance services for Categories B, C and D. 3. Award and execute a contract with Estate Landscapes in the amount of$24,700 for landscape maintenance services for Category F. 4. Approve the use and transfer of $4,000 from the Unallocated Parking Fund Balance for Landscape Maintenance Contract Services. DISCUSSION Background On February 17, 2009 the City Council 1) approved a Request for Proposals (RFP) to furnish landscape maintenance services for various city facilities and landscaped areas; 2) authorized staff to advertise for proposals; and 3) directed staff to bring the award of contracts back to the City Council for final approval. Staff recommended returning to the City Council because at the time of advertising of the RFP, it was unknown if changes would be made to the budget for the landscape maintenance contract services or if prices would be higher than anticipated and adjustments would be needed to the service levels. Request for Proposals The current contract for landscape services will expire on June 30, 2009. The Parks and Landscape maintenance and Parking Services sections of Public Works are currently anticipating contracting for landscape maintenance services for the following areas, as detailed in Attachment 1: A. Landscaped areas, parks, and facilities with turf B. Landscaped areas, parks, and facilities without turf C. Traffic median islands, roadside, and sound walls D. Sound walls, circles, islands and frontages with minimal vegetation E. Parking lots F. Railroad Right-of-Way (ROW) (per City agreement with railroad to obtain the lease for the railroad bike trail) C3-1 Award Contracts for Landscape Maintenance Services Page 2 The contractor is responsible for providing all maintenance services, including labor, supplies and equipment, in accordance with the tasks and service levels detailed in the RFP. Utility services, such as water, sewer and electricity, are paid directly by the City, and are not included in the contract. The expiring contracts have provided staff with some insight into the challenges of managing the landscape maintenance contracts. The City currently has two contracts running. The contracts were set up to specify the frequency a contractor would visit each site. In several cases this has not provided satisfactory service and management of the contracts has been difficult. The new contract will rely on a described level of service to a larger degree, and along with additional contract management language, should increase the ability of staff to achieve expected levels of service. Staff has grouped the contract landscape maintenance locations into similar areas and used Levels of Service as a guideline to manage the landscape work. Levels of Service groupings are used to afford the best maintenance service within the budget constraints, with high visibility areas receiving high service, and low visibility areas receiving less attention. Review Process The City received proposals for landscape services from five companies. The RFP called for the proposing firms to submit both a qualifications proposal, including general information, proposed work schedule, references, and insurance information, and secondly, a cost proposal. Proposers were not required to provide costs for all areas. The proposals were evaluated, references checked and resumes considered. The emphasis was on companies with a history of experience in larger landscape maintenance contracts, high quality of work, and responsiveness to their clients concerns and changing needs. Based on the review, the final rankings for the proposals were as follows. 1. Tennis Landscape 2. Earthscapes 3. Estate Landscape 4. Van Nortwick 5. Little John's Landscape Tennis Landscape was one of the City's landscape maintenance contractors in prior years and provided excellent service, doing small extras without charge, taking care of problems right away, often before City staff realized a situation existed. Earthscapes has been in business for a considerable time and has a strong history of large area maintenance. The proposal from Estate Landscape was well prepared, but the company lacks a track record for large area maintenance, although they received a good recommendation for landscape work they had completed. Van Nortwick currently performs the service on along the railroad, which was the only area they proposed on, but submitted no company information. Little John's Landscape was not considered after the initial review because they did not provide company information for consideration nor complete cost proposals for the various areas. Based on the proposal review, staff selected Tennis Landscape and Earthscapes as the recommended primary contractors; however, staff contends it is reasonable to consider providing a smaller portion of the work, along the Railroad ROW, to Estate Landscape in effort to develop some work history with the company. Award Contracts for Landscape Maintenance Services Page 3 Selection Process One key component of the selection process for staff was a decision to recommend award to more than one contractor. This was determined to be important in the event one contractor is not performing well or experiences a business failure. The volume of work is significant and cannot be taken on by existing maintenance staff. With the availability of a second firm, already under contract, the City will have more flexibility to respond to unexpected situations until a more permanent solution can be put into place. The RFP allows the City the flexibility to award one, or more, agreements to selected firms, whatever is in the best interest of the City. After reviewing the written proposals, staff reviewed the cost proposals. (See Attachment 2) Tennis Landscape was selected for the high service level areas and the parking lots, being the highest ranked company. The remainder of the work is recommended to go to Earthscapes, with the exception of the railroad work, which is recommended to go to Estate Landscapes. Estate had the only proposal for this area of the top three companies. This recommendation puts the two high visibility areas with the highest ranked company, but balances the workload between several companies. FISCAL IMPACT Since 2005 when the last RFP was issued, the City staff/contract maintenance mix has remained largely unchanged, although several new areas have been added to the contract as medians, parks, and other landscaped areas have been constructed. Cost estimates were based on current costs for contracts. Staff has modified service levels from the current levels based on experiences to date as to site needs, being cognizant of budget constraints. In addition to minor adjustments for new landscape areas, the current budget represents the reduction of funding by half, or about $40,000, made in budget years 2005-07 along with the expansion of contract services in the same time frame of$126,000 to account for the addition of Damon Garcia Sports Fields to the parks maintenance inventory. Staff also added to the RFP via an addendum, the maintenance for the railroad corridor which was approved by the City Council as part of the lease agreement for the railroad bike path. Award Contracts for Landscape Maintenance Services Page 4 Landscape Maintenance Areas Contract Proposed Budget* Estimate Amount 2009-10 2010-11 Landscape Areas A -D(General Fund) A. Landscaped Areas,Parks,Facilities with turf $126,000 $119,064 $222,000 $226,400 B. Landscaped Areas,Parks,Facilities without turf $41,000 $25.524 C. Traffic median islands,frontages and sound walls $30,000. $61,668 D. Sound walls,circles, islands and frontages $30,000 $4,466 F. Railroad Right-of-Way(Added via Addendum) $30,000 $24,700 $30,000 $30,000 Total General Fund $257,000 $235,422 $252,000 $256,400 Landscape Area E(Parking Fund) E. Parking Lots $45,000 $48,168 Total Parldng Fund $45,000 $48,168 $44,400 $45,300 Total Contract Landscape Maintenance Areas $302,000 $2839590 $296,400 $301,700 Year 2(Estimated 2% annual CPI adjustment) $289,262 * Proposed budget is a combination of operating program line item proposals and the Significant Operating Program Change to cover the costs of the maintenance on the Railroad property currently included in the proposed 2009-11 Financial Plan. The contract includes a provision for annual cost increases based on changes in the Consumer Price Index (CPI). The City can terminate the contract at any time or make service level adjustments based on the City's satisfaction with the contractor or its fiscal situation. Staff is recommending that additional funding in the amount of $4,000 for the parking fund portion of the work come from the unallocated parking fund balance. Staff is not recommending any adjustment to the General Fund budget so as to allow for a small contingency fund for unanticipated work resulting from vandalism or severe weather. ALTERNATIVES 1. Award all work based solely on low bid. Staff is not recommending a "low bid" award because it does not take into account the benefit of having skilled and experienced contractors at work. With a low bid award, both high visibility sites, which includes City Hall and the parking lots, would go to a contractor that does not have a history of maintenance work. With the inclusion of the railroad work, this company would account for over 70% of the work. Less than 20% of the work would go to the highest ranked contractor and the remaining 10% to the second ranked company. Currently the high visibility sites are recommended to go to the middle cost proposer which equates to approximately 60% of the contract total. The railroad maintenance work is being recommended for award to the lowest cost proposer. The remainder of the areas staff proposes awarding the second ranked proposer to balance the contract. The total annual cost savings by awarding to the lowest cost proposer is $7,152 for the Parking Fund and $22,438 for the General Fund for a total cost of$29,590. e�� Award Contracts for Landscape Maintenance Services Page 5 2. Modify the reconunendation to add Category C to the award to Tennis Landscape. Adding Category C to Tennis Landscapes contract, C being the category which accounts for the largest difference between the first and second ranked proposers, would increase the Tennis Landscape contract to about 80% of the total contract. The annual cost savings would be $16,920. Staff did not recommend this option because of a desire to a more evenly balance the workload across the two top ranked companies. Balancing the workload is complimentary to having multiple contractors in that it limits the problems should a contractor prove unsatisfactory or is unable to perform. ATTACHMENTS 1. Group Site Lists 2. Cost Summary AVAILABLE IN THE COUNCIL READING FILE Request for Proposals and Agreements G:\Sta}i-Reports-Agendas-Minutes_CAR\20091ParksUa dMaint Contract RFP\90897 LandMaint Award.dcc C3 s ATTACHMENT I - 1 Cate o A—Service Level.2 Location Al Vista La o Park 1200 block of Vista Lago A2 Priolio Martin Park 800 block of Vista Collados, from the street to back of the lot as defined by adjacent fences A3 Anholm Park 870 Mission Street between Lincoln and Chorro A4 Buena Vista Circle Buena Vista at McCollum A5 Margarita Islands, *2 Eight islands on Margarita east of Hi uera A6 Osos Triangles Two At Osos and Santa Barbara between Leff & Railroad A7 Stoneridge Park, *1 Park on Bluerock A8 Poinsettia Creek Walk, *3 South of Rosemary, east side from Poinsettia to RR tracks, west side from Poinsettia 350 feet to asphalt path A9 Poinsettia Mini Park Next to 4654 Poinsettia extending to RR tracks west of service road & behind homes to Poinsettia? A10 De Vaul Ranch Park Madonna Road at Spooner A11 Fire Station 1 Intersection of Broad, South and Santa Barbara Streets Al2 Fire Station 4 Corner of Madonna & LOVR Roads A13 Ci Hall- Little Theater* 990 Palm & 880 Morro A14 Police Facility 1016, 1020 & 1042 Walnut Streets A15 Ludwick Center Corner of Santa Rosa & Mill Streets A16 Emerson Park- Recreation 1341 Nipomo Offices A17 Mitchell Park- Senior Center 1400 Osos and 1445 Santa Rosa A18 Mission Plaza Extension Creek walk between Broad & Ni omo A19 City County Library 955 Palm, corner Osos & Palm • City Hall- Little Theater needs high level litter control (suggest 5 days per week) • *1, Weed abatement each year at end of May • *2, Maintain non-landscaped areas free of weeds and rodents • *3, Remove litter from creek and empty and reline trash cans # Cate o B—Service Level 3 Location 131 Madonna Road Islands, *7 Madonna Road at EI Mercado 3 islands B2 MurrayIslands Murraybetween Santa Rosa and Broad 4 islands B3 Elsford Park San Luis Drive at California to the property line at 1680 San Luis Drive from street to the creek B4 I ETO Park End of Brook Street B5 Monterey Street Triangle(Jan. Monterey to Garfield (Buena Vista-Garfield) 2010 B6 Chenq Park Comer of Marsh & Santa Rosa B7 Railroad Recreation Trail Orcutt Road to Jennifer Street bridge B8 Bill Roalman Bicycle Boulevard End of Morro at Santa Barbara B9 South Street Soundwall Bus stop on South Street, near Hi uera, ends at Beebe St. B10 Tank Farm Road Soundwall Both sides of Tank Farm from Broad to RR tracks B 11 Tank Farm Road Extension South side of tank Farm from RR tracks to Orcutt *2, maintain non-landscaped areas free of weeds and rodents *7, maintain all stamped concrete areas on traffic islands C3� Landscape Contract Maintenance—Specification 90897- Category List Page 1 of 3 ATTACHMENT 1 -2 # Category C—Service Location Level 4 C1 Los Osos Valley Road Street median islands at Los Verdes (2), Froom Ranch (2), DeVaul (1), Islands, '5 Descanso (1) and Diablo (1) C2 Los Osos Valley Road North side of Los Osos Valley Road-from Royal Way to Oceanaire,& Soundwall,"9 from Laguna School to Let It Be Open Space C3 Madonna Road Both sides of Madonna Road from Oceanaire to Pereira Fronta a Roads, '6 C4 Madonna/Higuera Madonna at Higuera Triangles C5 Johnson Avenue South of Buchon to the east side of underpass, both sides of Johnson Railroad Underpass including the planted area around the pump station and the drainage basin to the east C6 Grand Avenue Grand from Monterey to Slack Islands C7 Broad Street Islands, Broad from Orcutt to Capitolio (3 islands) r7 C8 Orcutt Islands & Islands on Orcutt and frontages at Laurel Lane intersection Fronta es (Spring 09 C9 Santa Rosa Street Santa Rosa from Oak to Westmont Median Islands, '7,8 C10 CvPress Island South Higuera east side of Granada C11 Portola Fountain Higuera at Marsh including triangle south westside of intersection next Triangle to 390 Higuera C12 Prado Road Soundwall on north side of Prado Road, east of Higuera Soundwall C13 Calle Joaquin Calle Joaquin from_LOVR to C14 Las Praderas West side of lower Higuera at Las Praderas, 300 feet in both Soundwall &Tank directions, small traffic signal island at Tank Farm and island on Tank Farm Islands Farm at Long St. C15 Las Praderas Park Area at end of Las Praderas between 18 and 28 Mariposa C16 San Luis Drive North end of San Luis Drive landscape between the road and creek Frontage C17 Bishop Street West of Augusta to the water tank drive Frontage C18 Edna/Islay Creek Wavertree at Iron Bark to Spanish Oaks includes entrance between Walk 4542 and 4546 C19 Goldenrod Frontage Street landscaping at the end of Goldenrod & portions of Northeast corner of Goldenrod at Larkspur and at bridge C20 Brizzolara Soundwall West side of Brizzolara C21 Monterey Street Between Pepper and RR right of way, from Palm to Higuera and both Railroad Underpass sides under the underpass to the east side of the property lines C22 Elsford Park San Luis Drive from the property at 1424 San Luis Drive to the end of Extension the cul de sac '5,Weed abatement,frontage road from Fire Station#4 south to Froom Ranch Rd every May/June. '6, Maintain the lower bottlebrush near Oceanaire & Pereira at 36 inches. Trim bottlebrush to maintain visibility of all road signs. City will prune all other bottlebrush once a year. '7, Maintain all stamped concrete areas on traffic islands. `8, Cut back all omamental grasses in March '9, Empty and reline trash can at bus stop CIZ__9 Landscape Contract Maintenance—Specification 90897- Category List Page 2 of 3 ATTACHMENT 1 -3 # Category D—Service Level Location 5 D1 Auto Park Way Circle East end of Auto Park Way at Los Osos Valley road D2 Upper Buena Vista Circle End of Buena Vista D3 Los Cerros Drive Walkway North end of Los Cerros to footbridge at Highland Dr. _D4 Ferrini Open Space *1 Patricia south of Anaca a D5 Highway 101 Entrance Northbound 101 between LOVR and Prado Rd Si ns *1,4 Southbound 101 north of Reservoir Canyon Rd. D6 Let It Be Open Space *1 East side of Los Osos Valley Road from Diablo to City Limits and to fence D7 Vista Lago-Collados Lake Natural area between the end of Vista Collados, including the south Access *1 edge of the road and all of the area north of the road to the lake D8 Vista Lago Lake Overlook Vacant lot between 1168 &1174 Vista Lago *2 D9 Anaca a Circle Anaca a off Patricia including the parking area *1, weed abatement each year at end of May *2, Maintain non-landscape areas free of weeds and rodents *4, Northbound Hwy 101 weed control in front of sign and along fence line # Category E—Service Location Level 2 Parking Lot Landscape Areas E1 Amtrak/Railroad Square, Train Station off Osos Street from Roundhouse to Santa Rosa Streets *11 E2 Museum Lot 9 Off Monterey next to Museum E3 630 Monterey Lot 14 Corner Monterey, Ni omo& Palm _ E4 Art Center Lot 15 Comer Montery& Broad E5 736 Marsh Lot 2 Between Broad, Marsh &Garden E6 Ni omo Lot 10 Corner of Hi uea& Ni omo E7 Muzio's Lots 3 and 11 Parking Lot Enter on Palm, Exit on Monterey E8 Public Works Offices Lot Off Morro between Monterey& Palm 18 E9 Palm Street Parking Palm and Morro Garage E10 Marsh Street Parking Block bordered by Marsh, Morro, Pacific and Chorro Garage E11 919 Parking Garage Corner Morro and Palm Streets E12 Pedestrian Bulbouts, *10 Monterey, Hi uera& Marsh Streets *10, Two bulbouts at mid-block Monterey between Morro and Chorro: One bulbout at mid-block Higuera between Morro and Chorro (Ross) One bulbout at mid-block Marsh between Morro and Chorro (Parable) *11, Annual weed abatement, end of Church St. and between RR tracks and parking lot from Jennifer St. bridge to High St. and RR Museum site. # Category F Location F1 Railroad Right of W 10' or more from the railroad tracks and within the City limits `d Landscape Contract Maintenance—Specification 90897- Category List Page 3 of 3 ATTACHMENT 2 c 0 0 M w Y •� 9 9 9 C O 0 0 0 0 D o v z z z z z z C a O h 7 O O N O O M OG M h O_ h h O h N V1Vi 7 N N 00 N ' 69 69 b9 Nf 69 Vi 69 69 u a a R 6�9 6'f 6r�9 69 iA N U R (r7 c v, rn F �6 vi a v� rn N N fO 49 Q\ N N V3 h 69 M P en M 7 'O •• O U � V1 � � N � D •R• H O � O W 0 � H h 6H N N N t 69 Vf Vi L a i e N P G Q N 00 00 00 O w q. fV mo 7 d' f/1 fA 69 = (A 69 V1 u Y E o p, 9L. c Q• R u e a h m o � v o• ,n v o. 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