City of Culver City, California
City Council Agenda Item Report
Meeting Date: _06/22/09_ Item Number: C-11
AGENDA ITEM: (1) Reject all Bids Related to Bid #1408 (Landscape Maintenance
Services); and, (2) Approve a Professional Services Agreement with Marina
Landscape for Landscape Maintenance Services for the Two Year Period July 1,
2009 – June 30, 2011.
Contact Person/Dept.: Patrick Reynolds,
Parks Manager
Phone Number: (310) 253-6471
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Master E-Mail Notification List (06/17/09); Marina Landscape
(06/18/09).
Department Approval:
Bill La Pointe (by P. Mooney) (06/11/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/18/09)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/17/09)
City Manager Approval:
Mark Scott (06/18/09)
RECOMMENDATION:
Staff recommends the City Council (1) reject all bids related to Bid #1408
(Landscape Maintenance Services) and, (2) approve a professional services
agreement with Marina Landscape for landscape maintenance services for the two
year period, July 1, 2009 – June 30, 2011.
BACKGROUND:
In July 2004, after a competitive bid process, the City entered into a professional
services agreement with Proscape Landscape to provide landscape maintenance
services for the City’s parks, medians, public facilities, and streetscape areas. This
two-year contract expired June 30, 2006 and was then extended for a one year
period. On April 9, 2007 the City Council authorized staff to advertise for bids for
landscape maintenance services. The response to the bid proposal was deemed
unsatisfactory and, therefore, the item did not go before City Council for an award of
contract at that time. Instead, Proscape continued to provide landscape
maintenance services on a month to month basis until March 2008, when the
company decided to terminate its contract with the City. Since that time the Parks
Division has relied on City-staff and temporary employees to care for the areas
which Proscape previously maintained including:
• City Hall, Fire Station #1, Police Station, downtown streetscape and parking lots;
• Ballona Creek, Studio Estates, and Higuera Street Landscape Maintenance
Districts; and
• Various City-wide landscape areas including the Armory, Culver Boulevard
Bikeway, Hayden Avenue Tree Planters, Ocean Drive (CCHS Bridge Approach), City of Culver City, California
City Council Agenda Item Report
Public Services Building, Sanitation Transfer Station, Culver City sign slope,
Japanese Garden, Transportation Facility, Senior Center, sewer lift stations,
parkways, strips and cul-de-sacs and median islands.
DISCUSSION:
Although not required, a formal bid process was initiated for these services and from
January 15, 2009 through February 19, 2009, requests for bids were solicited from
private contractors providing median and Landscape Maintenance District landscape
services (Bid Proposal #1408). A detailed summary of the bid proposals received
through this process is provided as Attachment 1. The table below shows the total
bid amount submitted by each of the eight (8) landscape maintenance services firms
that responded to the Request for Bids:
Contractor
Total Bid Amount:
All Services, Two-Years
1. Merchants Landscape Services, Inc. $ 281,877.00
2. Marina Landscape $ 308,904.00
3. Mariposa Landscapes, Inc. $ 356,472.00
4. Bennett Landscape $ 394,009.00
5. Azteca Landscape $ 423,800.00
6. Oakridge Landscape, Inc. $ 452,677.42
7. American Heritage Landscape $ 545,302.00
8. Tropical Creations $ 768,500.00
Staff reviewed the bid proposal from the lowest bidder, Merchants Landscape
Services, Inc., and evaluated the quality of the company’s work through reference
checks and physical inspections by City staff. References, provided by the bidder,
were made up of other municipalities. Based upon the information available, it is
Staff’s opinion the City’s best interest is not served in this case by awarding the
contract to the lowest bidder and, therefore, recommends the City Council reject all
bids pursuant to provisions of the City’s Charter.
Should the Council elect to reject all bids, staff would recommend it approve a
professional services agreement with Marina Landscape. Staff has received positive
references from each of the cities for which Marina Landscape provided services.
All reports and physical inspections of Marina Landscape’s work product showed
them to be professional, detail oriented, properly supervised and above industry
standards. Is it Staff opinion Mariana Landscape is most able to meet the project
specifications. Per Culver City Municipal Code Section 3.07.070.A, the award of a
contract for personal or professional services is exempt from the formal bid process.
FISCAL ANALYSIS:
City of Culver City, California
City Council Agenda Item Report
In the proposed Fiscal Year 2009-10/2010-2011 budget, PRCS Parks Division has
requested that $154,452 be appropriated annually to 10133100.619800 (Parks
Division – Other Contractual Services) for landscape maintenance services. The
Marina Landscape contract amount is $308,904 for two years, or $154,452 per year.
Therefore, if the Parks Division’s proposed budget for landscape maintenance
services is approved by the City Council during the budget process, there will be
sufficient funds to enter into this agreement.
ATTACHMENTS:
Summary of Proposals for Landscape Maintenance Services
MOTION:
That the City Council:
1. Reject all bids related to Bid #1408 (Landscape Maintenance Services); and
2. Approve a professional services agreement with Marina Landscape to provide
landscape maintenance services for the two year period July 1, 2009 – June 30,
2011; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: June 22, 2009
AGENDA ITEM: (1) Reject all Bids related to Bid #1408 (Landscape
Maintenance Services) with the exception of Marina
Landscape’s Bid; and, (2) Approve a Professional
Services Agreement with Marina Landscape for
Landscape Maintenance Services for the Two Year
Period July 1, 2009 – June 30, 2011.
ATTACHMENTS
Page
1. Summary of Proposals for Landscape Maintenance
Services
1
Summary of Proposals for Landscape Maintenance Services
Merchants
Landscape
Services, Inc.
MARINA
LANDSCAPE
Mariposa
Landscapes,
Inc.
Bennett
Landscape
Azteca
Landscape
Oakridge
Landscape,
Inc.
American
Heritage
Landscape
Tropical
Creations
Culver City Hall, Fire
Station #1, Police
Station 42,282.00 34,560.00 51,015.00 58,611.00 36,000.00 51,319.39 45,552.00 100,000.00
Downtown Streetscape
& Parking Lots 47,920.00 50,400.00 25,062.00 59,648.00 25,000.00 33,894.00 21,178.00 50,000.00
Landscape Maintenance
Districts:
Ballona Creek 2,255.00 18,120.00 14,615.00 7,764.00 10,000.00 8,473.50 26,758.00 16,000.00
Studio Estates 39,463.00 33,600.00 12,585.00 28,823.00 36,000.00 17,201.21 12,705.00 15,000.00
Higuera Street 33,825.00 13,200.00 8,021.00 20,685.00 12,000.00 73,392.62 10,248.00 15,000.00
City-Wide Landscape
Areas: Areas:
Armory 2,255.00 2,784.00 6,595.00 6,764.00 6,000.00 17,790.52 6,014.00 16,000.00
Culver Blvd. Bikeway 19,731.00 24,600.00 19,606.00 21,215.00 60,000.00 61,009.20 49,224.00 86,000.00
Hayden Ave. Tree
Planters 1,409.00 4,800.00 5,847.00 6,264.00 14,000.00 1,943.36 10,248.00 26,000.00
Ocean Drive (CCHS
Bridge Approach) 1,691.00 2,040.00 7,129.00 6,514.00 12,000.00 4,236.75 23,638.00 24,000.00
Public Services Bldg. 1,409.00 2,160.00 7,664.00 12,528.00 12,000.00 4,382.01 6,073.00 25,000.00
Sanitation Transfer
Station 2,819.00 4,320.00 4,065.00 23,056.00 8,000.00 2,245.98 6,896.00 16,000.00
Sign Slope & Japanese
Garden 4,228.00 2,880.00 998.00 12,278.00 4,000.00 12,373.33 35,784.00 9,000.00
Transportation Facility 22,550.00 17,640.00 25,844.00 28,823.00 12,000.00 17,236.77 43,008.00 24,000.00
Senior Center 14,094.00 13,320.00 7,379.00 29,823.00 16,000.00 37,678.33 40,572.00 26,000.00
Sewer Lift Stations 1,409.00 5,280.00 2,495.00 5,764.00 4,800.00 13,678.21 28,652.00 9,000.00
Parkways, Strips & Cul-de-
Sacs 2,255.00 26,400.00 43,846.00 5,801.00 36,000.00 17,283.14 69,216.00 48,000.00
Median Islands 42,282.00 52,800.00 113,706.00 59,648.00 120,000.00 78,539.10 109,536.00 263,500.00
TOTAL $ 281,877.00 $ 308,904.00 $ 356,472.00 394,009.00 $ 423,800.00 $ 452,677.42 $ 545,302.00 $ 768,500.00
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