TITLE
Recommendation to adopt Plans and Specifications No. R-7046 and award a contract to Clean Cut Landscape of Clovis, CA, to provide all materials, labor and equipment for a turf reduction project for the Department of Parks, Recreation and Marine, in an amount not to exceed $411,000 for a period of one year; and authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto; and
Increase appropriations in the Capital Projects Fund (CP) in the Parks, Recreation and Marine Department (PR) by $411,000, offset by a decrease in appropriations of $365,000 in the Capital Projects Fund (CP) in the Public Works Department (PW) and General Fund one-time support of $46,000 for parks water conservation needs. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Clean Cut Landscape for a turf reduction project to assist the Department of Parks, Recreation and Marine (PRM) in meeting water conservation goals.
In 2015, Governor Brown mandated that all medians with ornamental grass will no longer be allowed to be irrigated with potable water. This mandate has detrimentally affected all trees in our turfed medians, as we do not have the ability to separate the irrigation of trees from turf. There is a total of 2.7 million square feet of turf medians in the City of Long Beach (City). This phase of the project is based on available funding and will consist of the conversion of 300,000 square feet of turf median in selected areas. The conversion areas were previously identified in the Medians to Landscape Program (M2L). M2L is a municipal version of the home-lawn to garden-turf conversion program, which involves converting turf medians to organic groundcover areas. The ornamental grass will be removed and replaced with mulch until funding is identified to add drought tolerant landscape. This conversion to mulch will allow PRM to reconfigure the irrigation and resume watering the existing median trees.
The bid was advertised in the Long Beach Press-Telegram on December 8, 2015, and 683 potential bidders specializing in irrigation/landscaping services were notified of the bid opportunity. Of those bidders, 26 downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Purchasing Division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 22 local, minority and women-owned business groups. Two bids were received on January 15, 2016. Of those two bidders, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), two were certified Small Business Enterprises (SBEs), and none were Long Beach businesses (Locals). Clean Cut Landscape of Clovis, CA (an SBE), was the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 78 Long Beach vendors were notified of the bid opportunity, of which none downloaded or submitted bids. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Principal Deputy City Attorney Gary J. Anderson on April 29, 2016 and by Budget Management Officer Victoria Bell on May 5, 2016.
TIMING CONSIDERATIONS
City Council action to adopt Plans and Specifications No. R-7046 and award a contract concurrently is requested on May 24, 2016, to ensure that the contract is in place expeditiously.
FISCAL IMPACT
The contract expenditures will not exceed $411,000. An appropriation increase of $411,000 is requested in the Capital Projects Fund (CP) in the Parks, Recreation and Marine Department (PR). The increase will be partially offset by an appropriation decrease in the amount of $365,000 in the Capital Projects Fund (CP) in the Public Works Department (PW). The Public Works appropriation of $365,000 was originally approved as part of the FY 16 First Budget Adjustment, using unspent FY 15 non-recurring funds. The remaining $46,000 in contract costs will be funded using General Fund (GF) one-time appropriations dedicated to parks water conservation needs, approved as part of the FY 16 Adopted Budget. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
MARIE KNIGHT
DIRECTOR OF PARKS, RECREATION AND MARINE
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER