HomeMy WebLinkAbout11/16/1999, C15 - CONTRACT FOR LANDSCAPE MAINTENANCE SERVICES council �;1 9
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CITY O F SAN LUIS OB IS PO
FROM: Michael D. McCluskey, Public Works Director
PREPARED BY: Lawrence S. Tolson, Park Supervisor
SUBJECT: CONTRACT FOR LANDSCAPE MAINTENANCE SERVICES
CAO RECOMMENDATIONS:
1) Approve the "Notice Inviting Bids to Furnish Landscape Maintenance Services,
Specification No. 90040"
2) Authorize Public Works to advertise for bids
3) Authorize the City Administrative Officer to award contracts where low bids are within
the amount budgeted
4) Approve extension of the existing contracts until February 29, 2000
DISCUSSION
The City has a long-standinCP
g policy of using contractors where appropriate for ongoing
operations and maintenance services. The Park and Landscape Maintenance Program contracts
for several services,including landscape maintenance services for the following areas:
• Small Landscape Areas
• Traffic Islands and Sound Walls
• Parking Lot Landscape Areas
• Water Reclamation Facility Landscape Areas
The current multi-year contracts for these services will expire on December 31, 1999.
Public Works is recommending a five-year term for these contracts. The length of most Public
Works operations and maintenance contracts has been two to four years. A longer term has the
following advantages:
• It allows contractors to recover startup and capital costs over a longer period.
Consequently, contract prices can be lower.
• It makes budgeting for contract costs more predictable because contract prices remain
stable.
• It eliminates frequent and time-consuming contract solicitations.
• It reduces the inevitable disruption that occurs whenever there is a change in contractor.
The transition period for such a change usually requires temporary but intensive
supervision from Park and Landscape employees which takes them away from their
regular duties.
Public Works is also recommending extension of existing contracts until February 29, 2000.
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Council Agenda Report—Contract for Landscape Maintenance Services
Page.2 -- —-
Such an extension will allow adequate time to evaluate bids; award contracts,receive insurance
documentation,.and execute agreements..
FISCAL IIVIPACT
Estimated
Current New Current
Annual Annual .Annual
Contract Contract Amount
Cost Cost. . Budgeted
A..Small Landscape Areas $15,720 $16,200 $19,200
B. Traffic-islands and.Sound Walls 24,000 38,500 33;600
C: Parking Lot.Landscape Areas 7,020 10,100 109800
D .Water Reclamation Facility Landscape Areas 19,200 25,000 33000
$65,940 $89,800 $96,600
Estimated costs for category B are Higher because the Railroad Recreation Trail has been added..
Estimated costs for category C are higher because maintenancefrequencies at downtown parking
lots have been increased to improve appearance.
Estimated costs for category D are higher because additional landscape areas.will be constructed
at the WRF in the near.future.
Specification.No. 90040 is available for review in the Council office.
90040 Lwdscapc Mahn sem=
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