TITLE
Recommendation to amend Contracts No. 28892 and 29207 with Azteca Landscape and Contracts No. 28893 and 29208 with Midori Gardens to extend current landscaping services for parks and street median maintenance services through December 31, 2008; and increase the contracts by an amount not to exceed $855,500, plus a
15 percent contingency if necessary and if funds are available and the option to renew up to an additional three months if necessary and if funds are available on a pro rata basis. (Citywide)
DISCUSSION
City Council approval is being requested to amend the current landscape services contracts with Azteca Landscape, adding $615,500 and Midori Gardens, adding $240,000.
The contracts for general landscape services and street median services will expire on September 30, 2008. The Parks, Recreation and Marine Department have been working on creating a new landscape bid specification that streamlines the current services and combines general landscape with street median maintenance. Due to the extensive time and work required to incorporate the new specifications and the need to continue service until a new contract can be awarded, City Council approval is requested to extend all current contracts until December 31, 2008. Currently the Department of Financial Management, Purchasing Division is preparing the solicitation for the bid and intend to seek Council approval for a new contract in November 2008, with an anticipated January 1, 2009 start date.
The original bid for general landscape services PA-00304 was advertised on November 11, 2003 and 35 potential bidders specializing in general landscape services were notified of the bid opportunity; 12 were Minority-owned Business Enterprises (MBEs), five were Women-owned Business Enterprises (WBEs), ten were Long Beach businesses, and eight were certified Small Business Enterprises (SBEs). The bid document was made available from the Purchasing Division, located on the Plaza Level of City Hall, and the Division's website at www.lonQbeach.Qov/purchasinQ. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority, and women's business groups. Bids were opened on December 12, 2003.
Azteca Landscape, a MBE/WBE of Ontario, CA and Midori Gardens, a MBE of Santa Ana, CA were determined to be the lowest responsible bidders.
The original bid for street median maintenance PA-02105 was advertised on May 4,2005 and 35 potential bidders specializing in street median maintenance were notified of the bid opportunity; 12 were Minority-owned Business Enterprises (MBEs), five were Womenowned Business Enterprises (WBEs), ten were Long Beach businesses, and eight were certified Small Business Enterprises (SBEs). The bid document was made available from the Purchasing Division, located on the Plaza Level of City Hall, and the Division's website at www.lonQbeach.Qov/purchasinQ. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority, and women's business groups. Bids were opened on May 20, 2005. Azteca Landscape, a MBE/WBE of Ontario, CA and Midori Gardens, a MBE of Santa Ana, CA were determined to be the lowest responsible bidders.
This matter was reviewed by Deputy City Attorney Amy R. Burton on September 3, 2008, and Budget Management Officer Victoria Bell on September 3, 2008.
TIMING CONSIDERATIONS
City Council action to amend Contracts No. 28892 and 29207 with Azteca Landscape and Contracts No. 28893 and 29208 with Midori Gardens, extending the current contracts until December 31, 2008, is requested on September 23, 2008 to ensure that service is continued without interruption.
FISCAL IMPACT
The cost of these amended contracts is estimated to be $855,500. This estimate is based on the current contract, the increase in minimum wage and higher cost for fuel. Funding is budgeted in the General Fund' (GP) and Tidelands Fund (TF) in the Department of Parks, Recreation and Marine (PR). The City will have the option of adding expenditures up to 15 percent (or $128,325) above the 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
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APPROVED: |
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PATRICK H. WEST |
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CITY MANAGER |