City of Culver City, California
Agenda Item Report
Meeting Date: 06/23/14 Item Number: JC-2
JOINT CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY/PARKING
AUTHORITY AGENDA ITEM: (1) Pursuant to Culver City Municipal Code Section
3.07.075(E)(3), Determine That Compliance with the Formal Bid Procedures Would
be Impractical, Waive the Formal Bid Requirements, and Deem It to be in the City's
Best Interest to Authorize a Negotiated Contract; and (2) Approval of a Two-Year
Extension to the Professional Services Agreement with Marina Landscape to
Provide Landscape Maintenance Services and Additional As-Needed Services on a
Contingency Basis for a Term Ending on June 30, 2016 in an Amount Not-To-
Exceed $548,509.50.
Contact Person/Dept.: Patrick Reynolds,
Parks Manager
Phone Number: (310) 253-6470
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification: (E-Mail) Meetings and Agendas – City Council (06/17/14); (E-Mail)
Marina Landscape (06/17/14).
Commission Action Required: Yes [] No [X] Date: _______________
Department Approval:
Dan Hernandez (06/17/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/17/14)
Chief Financial Officer Approval:
Jeff Muir (06/17/14)
City Manager/Executive Director Approval:
John M. Nachbar (06/17/14)
RECOMMENDATION:
Staff recommends that the City Council and the Boards of the Successor Agency,
the Housing Authority and the Parking Authority (collectively, “Boards”): (1) pursuant
to Culver City Municipal Code Section 3.07.075(E)(3), determine that compliance
with the Formal Bid Procedures would be impractical, waive the Formal Bid
Requirements, and deem it to be in the City's best interest to authorize a negotiated
contract; and (2) approve a two-year extension to the professional services
agreement with Marina Landscape to provide landscape maintenance services and
additional as-needed services on a contingency basis for a term ending on June 30,
2016 in an amount not-to-exceed $548,509.50.
BACKGROUND:
Although personal and professional services are exempted from the formal bidding
process pursuant to Culver City Municipal Code (CCMC) § 3.07.085, due to the
extensive scope of services involved, a formal bid process was initiated for
landscape maintenance services in early 2009. On June 22, 2009 the City Council
awarded a two year contract for landscape maintenance services to Marina
Landscape in the amount of $308,904 ($154,452 annually) for the period July 1,
2009 through June 30, 2011 for the following areas: City of Culver City, California
Agenda Item Report
? City Hall, Fire Station #1, Police Station, downtown streetscape and parking
lots;
? Ballona Creek, Studio Estates, and Higuera Street Landscape Maintenance
Districts; and
? Various landscape areas including the (former) Armory, Culver Boulevard
Bikeway, Hayden Avenue Tree Planters, Ocean Drive (CCHS Bridge
Approach), Public Services Building, Sanitation Transfer Station, Culver City
sign slope, Los Angeles County Library, Transportation Facility, Senior
Center, sewer lift stations, parkways, strips and cul-de-sacs and median
islands.
Subsequently, Fire Station #3 was added to the scope of services being provided by
Marina Landscape for an additional amount of $4,800 annually. On November 16,
2009, the agreement was amended to become a tri-party agreement with the former
Culver City Redevelopment Agency (former CCRA) in order to include service to
former CCRA owned properties. An amendment was also added on behalf of the
Public Works/Engineering Department for the Ballona Creek Bikeway.
On June 13, 2011, the City and the former CCRA Board approved an agreement
with Marina Landscape for $649,275 ($216,425 annually) for the period July 1, 2011
through June 30, 2014. This second agreement involved the following areas:
? City-wide Landscape Areas and Fire Station #3
? Ballona Creek Bikeway
? Media Park & Various Vacant Lots
? Area Improvement Plan Projects (Phases I & II)
DISCUSSION:
The City has utilized the services of Marina Landscape for a period of five years.
Culver City Municipal Code (CCMC) § 3.07.050 provides in pertinent part:
In the event the same supplier, contractor or consultant has been utilized for a
period of five (5) years, the formal or informal bidding procedures as set forth
in §§ 3.07.075 and 3.07.080 of this Subchapter shall apply.
Culver City Municipal Code (CCMC) § 3.07.075.E.3 provides, in pertinent part:
Rejection or waiver of bid requirements - Upon determining that conformance
with the procedures set forth in this Section would be contrary to the best
interests of the City or upon determining that compliance with the procedures
would be impractical, the City Council may waive any or all of the
requirements of this Section and, if it deems it to be in the City's best interest,
authorize a negotiated contract. City of Culver City, California
Agenda Item Report
For the following reasons, staff recommends the City Council waive the formal bid
procedures as compliance with such procedures would be impractical and deem it to
be in the City’s best interest to authorize a negotiated contract:
1 - Marina Landscape is a superior provider of landscape maintenance
services: Over the past several years, staff has observed that the services
rendered by Marina Landscape have been excellent. The company and
their staff members have proven to be professional, detail oriented, properly
supervised, and perform above industry standards.
2 - There are only minimal changes to the previous scope of work: The scope
of work in the proposed extension to the contract is almost identical to that
of the 2011/2014 agreement. The only sites that have been added are (1)
the downtown landscape area that, until recently, was overseen by the DBA
(note: this area was in the 2009/2011 Marina Landscape agreement) and
(2) the Metro/Expo Line landscape area.
3 - Marina Landscape provides great value to the City: The services provided
by Marina Landscape are competitively priced. In addition, staff has
renegotiated many areas of work so that the net amount for same work
between the City, Successor Agency, the Housing Authority, and the
Parking Authority is lower with additional costs related only to the two newly
added sites mentioned above and a cost-of-living adjustment (COLA) of
4%. This is the first time in five years of doing business with the City that
Marina Landscape has requested a COLA.
4 - An extension of the Marina Landscape agreement will prevent delays to
important Parks Division projects that have been scheduled and/or are
anticipated to begin in the near future: Parks Division staff is in the process
of completing the Phase I Design of landscape areas in the Town Plaza
and Restaurant Row and is ready to begin planting. Marina Landscape has
already provided separate cost estimates for this work. If staff is unable to
get an extension to the Marina Landscape agreement, then valuable staff
time will be diverted from these and other important projects while the focus
shifts to the bid/negotiation process. Parks Division staff will lose the
momentum gained while working with Marina Landscape on planning
upcoming landscaping projects.
FISCAL ANALYSIS:
The Attachment details the landscape maintenance sites and associated costs. The
total agreement amount for the two year period ending June 30, 2016 is
$498,645.00 ($249,322.50 annually). Both the Parks Division and the Community
Development Department are requesting 10% in contingency funds in case of City of Culver City, California
Agenda Item Report
unforeseen circumstances and/or emergencies. The total contingency amount is
$49,864.50 ($24,932.25 annually), bringing the total amount requested for approval
to $548,509.50 ($274,254.75 annually). There are sufficient funds in the Fiscal Year
2014/2015 Budget in the division accounts associated with each of the properties.
Funding for the second year of the agreement will be included in the Proposed
Fiscal Year 2015/2016 Budget.
ATTACHMENT:
Marina Landscape – Landscape Maintenance Services for the City of Culver
City, the Successor Agency, the Housing Authority, and the Parking Authority for
the Period July 1, 2014 through June 30, 2016.
MOTION:
That the City Council, the Successor Agency, the Housing Authority and the Parking
Authority Boards:
Pursuant to Culver City Municipal Code Section 3.07.075(E)(3), determine that
compliance with the formal bid procedures would be impractical, waive the formal
bid requirements, and deem it to be in the City's best interest to authorize a
negotiated contract; and,
Approve a two-year extension to the professional services agreement with
Marina Landscape to provide landscape maintenance services, and additional,
as-needed services on a contingency basis for a term ending on June 30, 2016
in an amount not-to-exceed $548,509.50; and,
Authorize the City Attorney/General Counsel to review/prepare the necessary
documents; and,
Authorize the City Manager/Executive Director to execute such documents on
behalf of the City, the Successor Agency, the Housing Authority, and the Parking
Authority.
MEETING DATE: June 23, 2014
AGENDA ITEM: Approval of a Two-Year Extension to the Professional
Services Agreement with Marina Landscape to Provide
Landscape Maintenance Services, and Additional, As-
Needed Services on a Contingency Basis for a Term Ending
on June 30, 2016 in an Amount Not-To-Exceed
$548,509.50.
ATTACHMENT
Pages
Marina Landscape – Landscape Maintenance Services for the City of
Culver City, the Successor Agency, the Housing Authority and the
Parking Authority for the Period July 1, 2014 through June 30, 2016.
1 - 2
Marina Landscape – Landscape Maintenance Services
for
The City of Culver City, The Successor Agency,
The Housing Authority & The Parking Authority
Page 1 of 2
The amounts below include labor, materials, tax and applicable insurance for the period
July 1, 2014 through June 30, 2016 for the following locations:
Parks Division Sites Amount
1. Culver City Hall, Fire Station #1, #2 & #3, Police Station $42,132.00
2. Downtown Streetscape $55,192.92
3. Culver City Landscape Maintenance Districts:
a) Studio Estates $36,654.84
b) Higuera Street $15,588.84
4. Culver City City-Wide Landscape Areas:
a) Armory $4,213.20
b) Culver Blvd. Bikeway $27,807.12
c) Hayden Ave. Tree Planters $7,162.44
d) Ocean Drive (Culver City High School Bridge Approach) $4,213.20
e) Public Services Bldg. $4,213.20
f) Sanitation Transfer Station $5,898.48
g) Sign Slope & Japanese Garden $4,213.20
h) Transportation Facility $19,802.04
i) Senior Center $15,167.52
j) Sewer Lift Stations $6,741.12
k) City-Wide Parkways, Strips & Cul-de-Sacs $29,492.40
l) City-Wide Median Islands $57,720.84
m) Ballona Creek Bikeway $8,426.40
5. Town Plaza $16,852.80
6. National Blvd. Metro Bike Path $59,827.44
Subtotal of Parks Division Sites (2 years) $421,320.00
10% Contingency as Requested by Parks Division $42,132.00
PARKS DIVISION TOTAL $463,452.00
ATTACHMENT
Marina Landscape – Landscape Maintenance Services
for
The City of Culver City, The Successor Agency,
The Housing Authority & The Parking Authority
Page 2 of 2
Community Development Department (CDD) Sites Amount
a) 4044-4068 Globe Ave. Prop. (vacant houses) $4,905.60
b) Strip on Westside of Machado Rd. (landscaped parkway) $1,752.00
c) 3713 Robertson Blvd., (Parking Lot) $3,504.00
d) 3757 Robertson Blvd. (Robertson Parking Lot) $1,752.00
e) 9070 Venice Blvd., (Ivy Substation/Media Park) $14,761.80
f) 9415-25 Venice Blvd. (Venice Parking Lot) $1,962.24
g) 10401 Virginia Ave. (Virginia Parking Lot) $6,307.20
h) 3844 Watseka Ave. (Watseka Parking Structure) $4,905.60
i) 12337-12423 Washington Blvd. / 4061 Centinela Ave. /
4064 Colonial Ave. (Vacant Lots) $2,803.20
j) 12803-23 Washington Blvd. (Vacant Lots) $1,752.00
k) 3846 Cardiff Ave. (Cardiff Parking Structure) $1,752.00
l) 11054-56 Washington Blvd. (Vacant Lot & Empty Building) $1,752.00
m) 9300 Culver Blvd., Parcel B (Parking Lot) $2,102.40
n) 6301 Bristol Parkway (Corner with Sign) $1,752.00
o) Washington/National Site (Vacant Lot) $1,752.00
p) 3825 Canfield (Parking Lot) $1,752.00
q) Sepulveda Business District $10,652.16
r) West Washington Phase I $2,102.40
s) West Washington Phase II $2,102.40
t) Venice Blvd. 8900-8936 $7,200.00
Subtotal of CDD Sites (2 years) $77,325.00
10 % Contingency as Requested by CDD $7,732.50
COMMUNITY DEVELOPMENT DEPARTMENT TOTAL $85,057.50
AGREEMENT AMOUNT $498,645.00
CONTINGENCY AMOUNT $49,864.50
TOTAL AMOUNT 07/01/2014 - 06/30/2016 $548,509.50