title
CC - Approval of a Professional Services Agreement with Lawrence R. Moss & Associates, Inc. Hall in an Amount Not-to-Exceed $45,540 ($41,400 Base Bid and $4,140 in Contingency Authority) to Prepare Drought-Tolerant Landscaping Plans for City.
body
Contact Person/Dept: Joe Susca/Public Works
Phone Number: (310) 253-5636
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [] No []
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (02/03/16)
Department Approval: Charles D. Herbertson, Public Works Director / City Engineer (01/28/16)
______________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve a professional services agreement with Lawrence R. Moss & Associates, Inc. in an amount not-to-exceed $45,540 ($41,400 Base Bid and $4,140 in contingency authority) to prepare drought-tolerant landscaping plans for City Hall (CIP No. PO002 Citywide Water Conservation Programs).
BACKGROUND
In recognition of four years of continuous drought and resulting potable water shortage in California, the City developed a Water Conservation Plan to achieve targeted water use reductions at City facilities and to provide information and encouragement to community members to reduce their water consumption. CIP No. PO002 Citywide Water Conservation Programs was created with $200,000 in funds to further this effort and includes the following components:
• Mailing a postcard to businesses and residents announcing mandatory water use restrictions and directing them to the City’s website (www.culvercity.org/waterconservation <http://www.culvercity.org/waterconservation>) to obtain detailed information about water conservation programs.
• Establishment of an incentive program to encourage turf removal and its replacement with drought-tolerant landscaping.
• Modifying or replacing fixtures and irrigation systems at various City parks and facilities to reduce water use.
• Hiring a Landscape Architect to prepare drought-tolerant landscaping plans for City Hall that will become a template for use at other City facilities.
• Hiring a Landscape Contractor to purchase and plant the drought-tolerant species developed by the architect.
DISCUSSION
On November 23, 2015, staff released a Request for Proposals (RFP) to six landscape architecture firms to complete the following scope of work:
1. Landscape Palette: Create a separate, drought-tolerant palette of plants and ground cover suitable for the Southern California region. The Landscape Palette developed will replace City Hall’s existing water thirsty plants and lawn and shall be:
a. Aesthetically pleasing;
b. Comprised of indigenous plants (where feasible) and/or climate appropriate plants;
c. Species known for their long life;
d. Require a minimum amount of water and maintenance; and
e. Offer a variety of color, including some flowering plants.
2. Schematic Plans: Using the Landscape Palette, prepare two alternative schematic landscaping plans in color with north, south, east, and west elevations that include modification of the existing irrigation system to better suit their needs and reduce water waste. The Schematic Plans are to focus on modification of the softscape and incorporate reuse of the existing hardscape, drainage, lighting and electrical, benches, public art, water features and trees; all of which shall remain in place.
3. Cost Estimate: Prepare a range of cost to construct each Schematic Plan.
4. Presentation: Present the two alternative Schematic Plans to the City Council for consideration.
5. Construction Documents: Once a Schematic Plan is selected, prepare digital and hard copy construction documents suitable for bidding and to obtain any required permits.
6. Watering Schedule: Prepare a watering schedule that reflects the needs of the new plantings for each of the four seasons.
7. Bid Package: Prepare a bid package that includes the construction documents as an exhibit for release to competing Landscape Contractors. The Bid Package shall include removal of the applicable softscape, irrigation system modifications, purchasing replacement foliage/groundcover, use of fertilized; light-weight soil suitable for on-structure applications, and payment of prevailing wages for the labor necessary to complete the work.
8. Construction Observation: Review bid submittals, approve plant selections, perform inspections and attend construction meetings to ensure the work is completed in a manner that adheres to the construction documents.
Four of the six landscape architecture firms responded to the RFP as follows:
Artecho Architecture & Landscape Architecture $75,290
Land Image Landscape Architectures $59,560
Lisa Gimmy Landscape Architecture $53,260
Lawrence R. Moss & Associates, Inc. $41,400
Lawrence R. Moss & Associates, Inc. has successfully completed several drought-tolerant landscaping projects, and staff has had prior, favorable experience with them. Staff recommends they be selected to complete the work and to add a 10% contingency allowance for their reimbursable expenses for a total amount not-to-exceed $45,540.
FISCAL ANALYSIS
The City Council Adopted Budget for Fiscal Year 2015/2016 includes CIP No. PO002 Citywide Water Conservation Programs which has sufficient funds to cover the $45,540 cost to complete the work.
ATTACHMENTS
None.
RECOMMENDED MOTION(S)
That the City Council:
1. Approve an agreement with the Lawrence R. Moss & Associates, Inc. to prepare drought tolerant landscaping plans for City Hall in an amount not-to-exceed $45,540 ($41,400 Base Bid and $4,140 in contingency authority); and,
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.