HomeMy WebLinkAbout06/05/2001, C9 - CONTRACTS FOR LANDSCAPE MAINTENANCE SERVICES SPECIFICATION NO. 90040 1
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C I T Y OF SAN LUIS OBISPO Y
FROM: Michael D. McCluskey,Public Works DirectorItr`v
Prepared By: Lawrence Tolson, Project Coordinator
SUBJECT: Contracts for Landscape Maintenance Services
Specification No. 90040
CAO RECOMMENDATIONS:
1. Award a landscape maintenance services contract to Camacho and Tennis Landscape
Corporation effective July 1, 2001 (Annual cost $53,100)
2. Award a landscape maintenance services contract to Sloscape Landscape Management
effective July 1, 2001 (Annual cost: $31,000)
3. Authorize Mayor to execute the contracts
DISCUSSION
Public Works acknowledges that the timing of this report is extraordinarily awkward because it
requests additional money after the Council has reviewed the preliminary 2001-03 Financial Plan
and made several adjustments. Unfortunately, the termination of the existing landscape
maintenance services contract so shortly after its commencement came as a complete surprise
and on extremely short notice.
The City has a long-standing 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:
1. Small Landscape Areas (Work Category A)
2. Traffic Islands and Sound Walls (Work Category B)
3. Parking Lot Landscape Areas (Work Category C)
4. Water Reclamation Facility Landscape Areas(Work Category D)
West Coast Landscape holds the current contract for all work categories, and the contract term runs
from March 1,2000 to June 30,2005. The owner of West Coast Landscape has sold the business,
and the new owner does not want to continue its City contracts past June 30,2001.
When this contract was awarded in early 2000, the second low bidders were Camacho and Tennis
Landscape Corporation for work categories A and B and Sloscape Landscape Management for
categories C and D. These two contractors have agreed to take on the contract work at the prices
they submitted in late 1999 plus a CPI increase of 3.6 percent that they would have received if they
had been awarded the contracts originally. Both contractors have performed satisfactorily for the
City in the past, and the insurance coverages for both meet City requirements.
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Council Agenda Report—Contract for Landscape Maintenance Services
Page 2
Public Works is recommending that contracts be awarded to Camacho and Tennis and Sloscape
Landscape for two reasons. First,the City will be able to continue contract maintenance work
beyond June 30, 2001 without disruption. And second,the City will beable to avoid the expense
and effort of re-advertising for bids, a process that might result in higher prices than those offered
by the recommended contractors.
FISCAL IMPACT
The means for increasing the budget amounts as recommended are discussed in the agenda report
for adoption of the budget that is also scheduled for June 5, 2001. The following table
summarizes the fiscal impact of the recommended actions:
Cost for Proposed Cost for Additional
2001-02 Amount 2001-02 Budget
under Budgeted under Needed
Existing for New for
Contract 2001-02 _Contracts 2.001-02
A.Small Landscape Areas $13,700 $13,700 $19,100 $5,400
B.Traffic Islands and Sound Walls 22,000 22,000 34,000 12,000
C.Parking Lot Landscape Areas 7,200 7,200 14,200 7,000
D.Water Reclamation.Facilities Landscape Areas 11,200 16,800 * 16,800 0
$54,100 $59,700 $84,100 $24,400
*There is$36,000 proposed for landscape contracts in the Water Reclamation Facilities Program budget for 2000-01.
The amount not required for landscape maintenance will be used for landscape improvement projects.
As shown in the table,the cost for 2001-02 under the new contracts will be 55 percent higher than
under the existing contract. There are two reasons for this higher cost. First, additional work for
the downtown post office has been added to work category C (annual cost: $2,400). And second,
the contract prices for West Coast Landscape,the existing contractor,have been extraordinarily low
and are not typical of the prices usually paid for this kind of work. The City has been fortunate to
able to take advantage of these low prices over the past year,but they will not be available again.
ATTACHMENTS:
1. Contract for Camacho and Tennis Landscape Corporation
2. Contract for Sloscape Landscape Management
L•\Council Agenda Reports\90040 Landscape Maintenance Services
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ATTACHMENT 1
AGREEMENT
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 Camacho and Tennis Landscape
Corporation, hereinafter referred to as the Contractor.
WITNESSETH:
WHEREAS,the City's existing landscape maintenance services company under Specification No.
90040 has decided to terminate its contract effective June 30, 2001; and
WHEREAS,the Contractor previously submitted the second lowest bids for work categories A and B
of Specification No. 90040; and
WHEREAS,the City wants to quickly award a successor contract for work categories A and B of
Specification No. 90040 in order to avoid service disruptions;
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 July 1,2001 to June 30,2005.
2. INCORPORATION BY REFERENCE. City Specification No. 90040 and the Contractor's
proposal dated December 1999,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,the City will pay and the Contractor shall receive therefor payments based upon the unit
prices of$1;595 per month for work category A and$2,833 per month for work category B.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by the City,the Contractor agrees with the 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.
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' ATTACHMENT I
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 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 Public Works Department
City of San Luis Obispo
955 Morro Street
San Luis Obispo, CA 93401
Contractor Camacho and Tennis Landscape Corporation
P.O. Box 3049
Shell Beach, CA 93448
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.
CITY OF SAN LUIS OBISPO
By:
Mayor
AP VED AS TO FORM: CONTRACTOR
.01
By:
City Attorney
(please print or type name and title)
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ATTACHMENT 2
AGREEMENT
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 Sloscape Landscape Management,
hereinafter referred to as the Contractor.
WITNESSETH:
WHEREAS,the City's existing landscape maintenance services company under Specification No.
90040 has decided to terminate its contract effective June 30, 2001; and
WHEREAS,the Contractor previously submitted the second lowest bids for work categories C and D
of Specification No. 90040; and
WHEREAS,the City wants to quickly award a successor contract for work categories C and D of
Specification No. 90040 in order to avoid service disruptions;
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants
hereinafter contained,the parties hereto agree as follows:
I. TERM. The term of this Agreement shall be from July 1,2001 to June 30, 2005.
2. INCORPORATION BY REFERENCE. City Specification No. 90040 and the Contractor's
proposal dated December 1999,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,the City will pay and the Contractor shall receive therefor payments based upon the unit
prices of$1,184 per month for work category C and $1,398 per month for work category D.
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,
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.' ATTACHMENT 2
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 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 Public Works Department
City of San Luis Obispo
955 Morro Street
San Luis Obispo, CA 93401
Contractor Sloscape Landscape Management
P.O. Box 4451
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.
CITY OF SAN LUIS OBISPO
By:
Mayor
APPROVED AS TO FORM: CONTRACTOR
i By:
City Attorney
(please print or type name and title)
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