TITLE
Recommendation to adopt Specifications No. PA-00609 and award contracts to Azteca Landscape and Mariposa Horticultural Enterprises, for the Department of Parks, Recreation and Marine for landscape maintenance services, in the estimated annual amount of $2,802,000 for a period of one year, with the option of renewing for three additional one-year periods, at the discretion of the City Manager, with the option of adding expenditures up to 15 percent (or $420,300) above the annual contract amount, if necessary and if funds are available. (Citywide)
DISCUSSION
The Department of Parks, Recreation and Marine (PRM), is requesting City Council approval to enter into annual contracts for parks and street median landscape maintenance services for the following areas:
1. Northwest Parks & Streets Area 1 3. Southwest Parks & Streets Area 3
2. Northeast Parks & Streets Area 2 4. Southwest Parks & Streets Area 4
The proposed specifications were thoroughly reviewed and revised by the Department of Parks, Recreation and Marine to better define contractor responsibility, develop an effective scope of services, a consolidation of demographic responsibility and streamlined maintenance operations. Upon contract award and before the start of the contract, contractors are required to submit a bidder's bond, insurance certificates for commercial general liability, workers' compensation, auto and all-risk property insurance and an employee dishonesty bond. In addition, the contract has numerous financial remedies for contractor non-compliance and non-performance that include payment deductions.
With the development of new bid specifications, the Department of Parks, Recreation and Marine has increased the contracted acreage by 100 acres. This addition is based on the acquisition of new park space, street medians, and weed abatement at various parcels.
The City of Long Beach recently made efforts to consolidate core services and streamline the way we do business. Also, in the previous landscape contract, graffiti abatement was a contracted service. However, in the revised bid specifications, graffiti abatement was removed. The Department of Parks, Recreation and Marine is working on drafting new bid specifications to solicit bids for graffiti abatement services.
The bid was advertised on October 30, 2008, and 103 potential bidders specializing in landscape maintenance services were notified; 14 are Woman-owned Business Enterprises (WBEs), 23 are Minority-owned Business Enterprises (MBEs), 13 are Long Beach businesses and 14 are certified Small Business Enterprises (SBEs). The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing. A bid announcement was also included in the Purchasing Division's weekly update on Open Bid Opportunities, which is sent to 30 local, minority and women's business groups. Bids were opened on December 3,2008. Azteca Landscape, of Ontario, CA, (an MBE) and Mariposa Horticultural Enterprises, of Irwindale, CA, (an MBE) were the lowest responsible bidders.
This matter was reviewed by Deputy City Attorney Amy R. Burton on December 15, 2008 and by Budget Management Officer Victoria Bell on December 18, 2008.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. PA-00609 and award the contract concurrently is requested on January 6, 2009 to ensure that a contract is in place expeditiously.
FISCAL IMPACT
The cost of these contracts, in the estimated amount of $2,802,000 annually, is budgeted in the General Fund (GP), Special Revenue Funds (SR), and Tidelands Funds (TF) in the Parks, Recreation and Marine Department (PRM). The rebid contracts are $184,950 less than the previous contract; the savings will be used to pay for graffiti services or to meet the PRM's FY 09 savings target. The City will have the option of adding expenditures up to 15 percent (or $420,300) above the annual contract amount, if necessary and if funds are available.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LORI ANN FARRELL
DIRECTOR OF FINANCIAL MANAGEMENT/CFO
PHIL T. HESTER
DIRECTOR OF PARKS, RECREATION & MARINE
NAME |
APPROVED: |
TITLE |
|
|
|
|
PATRICK H. WEST |
|
CITY MANAGER |