City of Culver City, California
Agenda Item Report
Meeting Date: 11/16/09 Item Number: J-1
JOINT CITY COUNCIL/REDEVELOPMENT AGENCY BOARD AGENDA ITEM:
Approval of an Amendment to the Existing Professional Services Agreement with
Marina Landscape.
Contact Person/Dept.: John Fisanotti Phone Number: (310) 253-5767
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-mail) Meetings and Agendas – City Council (11/11/09); (E_Mail)
Meetings and Agendas – Redevelopment Agency (11/11/09); (USPS) Marina Landscape
(11/02/09).
Department Approval:
Sol Blumenfeld: 10/30/09
City Attorney Approval:
Agency General Counsel Approval:
Carol Schwab (by H. Baker) (11/11/09)
Murray O. Kane (10/30/09)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (11/11/09)
City Manager/Executive Director Approval:
Mark Scott (11/11/09)
RECOMMENDATION:
Staff recommends the City Council and Redevelopment Agency Board approve an
Amendment to the existing professional services agreement between the City and
Marina Landscape to: a) add the Redevelopment Agency as a party to the contract;
b) add additional properties to the scope of work; and c) increase the total
compensation by an additional $34,500 to be funded by the Agency.
BACKGROUND:
On November 5, 2007 the Board awarded a two–year landscape maintenance
contract to Merchants Landscape to maintain various Agency owned or operated
properties. The contract expires on November 30, 2009.
On June 22, 2009 the City Council awarded a two-year landscape maintenance
contract to Marina Landscape (Marina) to maintain various City properties. A copy
of the staff report from the June 22, 2009 meeting is included as Attachment Number
One.
In anticipation of the upcoming expiration of the Agency’s contract with Merchants
Landscape, staff consulted with Agency Counsel and the City Attorney and
concluded that to duplicate the recently completed contractor search efforts would
be an unnecessary effort, and instead, submitted a proposal to Marina to amend its
existing agreement with the City to add the Agency’s properties to the scope of
service. City of Culver City, California
Agenda Item Report
DISCUSSION:
There are three reasons staff is recommending that the City Council and Agency
Board approve the proposed amendment with Marina Landscape:
Performance
Since it began work for the City this past summer, Marina has performed in
exemplary fashion and the Parks, Recreation, and Community Services Department
staff, which oversees Marina’s work, is very pleased. Marina has outperformed all
previous landscape maintenance contractors used by either the City or the Agency.
Cost
The price quoted by Marina to take over maintenance of the Agency properties is
less than what the Agency is paying its current contractor.
Efficiency
Staff time and expense was minimized by seeking a proposal to amend an existing
contract, as opposed to preparing and distributing a request for proposals and then
evaluating the subsequent proposals. In addition, by having all the landscape
maintenance work under one contract, it will also reduce paperwork in the
Purchasing Division.
Because the City’s contract with Marina and the Agency’s contract with Merchants
Landscape conclude at different times, the proposed amendment would expand
Marina’s services by adding the Agency’s properties for the remaining 19 months of
the City’s contract (to June 30, 2011) and synchronize the Agency’s contract period
with the City’s. The City’s contract does have two, one-year extensions. However,
the length of time and the amount of authorized expenditure proposed for the
amendment is only sufficient to service the Agency’s properties until the expiration of
the base contract. If staff should recommend a future extension, then staff will return
to the City Council and/or Redevelopment Agency Board for authorization to extend
the contract at the appropriate time.
FISCAL ANALYSIS:
The cost of the proposed Amendment, over a 19 month time span will add a not-to-
exceed additional amount of $34,500.00. Invoices for service to the Agency
properties would be separate from the invoices for service to the City properties and
paid for by the Agency from Account No. 55091000.619800, which has a sufficient
amount budgeted in the current year. If the proposed amendment is approved, the City of Culver City, California
Agenda Item Report
new maximum compensation authorized under the contract would increase from
$308,904.00 to $343,404.00.
ATTACHMENTS:
1. City Council Staff Report from the June 22, 2009 Agenda.
MOTION:
That the City Council and Redevelopment Agency Board:
1. Approve an amendment to the existing professional services agreement with
Marina Landscape to: a) add the Agency as a party to the contract; b)
increase the scope of work to include the specified properties owned or
operated by the Agency; and c) increase the compensation from $308,904.00
to $343,404.00 for the period December 1, 2009 through June 30, 2011.
2. Authorize the City Attorney and Agency Counsel to review/prepare the
necessary documents.
3. Authorize the City Manager and the Executive Director to execute such
documents on behalf of the City and the Agency respectively.
MEETING DATE: 11/16/09
AGENDA ITEM: Approval of Amendment No. Ito the Agreement with
Marina Landscape
ATTACHMENTS
Pages
City Council staff report dated June 22, 2009 1-3Fiscal impact: Yes Xj N
Public Hearing: Action Item. [X] Attachments: [X]
061.itobt: poroon/Dopt:: :::Patridk Reynold
Parks Manager
No •
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.
City of Culver City, California
City Council Agenda Item Report
z Pu blic. - -.Notification: . Master E
-Mail Notification List (06/17/09): Marina Landscape
(06/18/09);
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City Attorney Approval:
Caro/ Schwab (by H. Baker) (06/18/09)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/17/09)
City Manager Approval:
Mark Scott (06/18109)
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
Japanese Garden, Transportation Facility,
parkways, strips and cul-de-sacs and median
DISCUSSION:
Station, Culver City sign slope,
Senior Center, sewer lift stations,
islands.
initiated for these services and from
for bids were solicited from
Maintenance District landscape
of the bid proposals received
1. The table below shows the total
maintenance services firms bid
that
bids
All
Although
January
private
services
through
not required, a formal bid process was
15, 2009 through February 19, 2009, requests
contractors providing median and Landscape
(Bid Proposal #1408). A detailed summary
this process is provided as Attachment
amount submitted by each of the eight (8) landscape
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
Services,
checks
were
Staff's
contract
Should
professional
references
them
standards.
specifications.
contract
FISCAL
reviewed the bid proposal from the lowest
Inc., and evaluated the quality of the
and physical inspections by City staff. References,
made up of other municipalities. Based upon
opinion the City's best interest is not served
to the lowest bidder and, therefore, recommends
pursuant to provisions of the City's Charter.
the Council elect to reject all bids, staff
services agreement with Marina Landscape.
from each of the cities for which Marina
reports and physical inspections of Marina
to be professional, detail oriented, properly
Is it Staff opinion Mariana Landscape
Per Culver City Municipal Code
for personal or professional services is exempt
ANALYSIS:
bidder, Merchants Landscape
company's work through reference
provided by the bidder,
the information available, it is
in this case by awarding the
the City Council reject all
would recommend it approve a
Staff has received positive
Landscape provided services.
Landscape's work product showed
supervised and above industry
is most able to meet the project
Section 3.07.070.A, the award of a
from the formal bid process.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.